📱 WhatsApp Notifier - User Guide

Complete guide to using WhatsApp Notifier in Zoho CRM

📖 Overview

WhatsApp Notifier is a powerful extension for Zoho CRM that enables you to send WhatsApp messages directly from your CRM interface. This extension integrates with SMSIdea's WhatsApp Business API, allowing you to communicate with your customers and leads seamlessly.

Key Features

  • Send WhatsApp Messages: Compose and send text messages directly from Zoho CRM
  • Multiple Instances: Connect and manage multiple WhatsApp Business instances
  • Message Scheduling: Schedule messages to be sent at future dates and times
  • Urgent Messaging: Mark messages as urgent for priority delivery
  • Instance Management: View and manage all connected WhatsApp instances from one place
  • Secure Authentication: Your credentials are securely stored in Zoho CRM Variables
ℹī¸ Note: This extension requires a valid SMSIdea account with WhatsApp Business API access. If you don't have an account, you can register at SMSIdea Registration.

🚀 Getting Started

Prerequisites

  • Valid Zoho CRM account with appropriate permissions
  • Valid SMSIdea account with WhatsApp Business API access
  • WhatsApp Business number
  • SMSIdea master key (available in your SMSIdea dashboard)

Initial Setup

1 Access the Extension

After installation, navigate to the Web Tab section in your Zoho CRM. You'll see "WhatsApp Instances" tab, or access it through Setup > WhatsApp Notifier Configuration.

2 Login with Master Key

When you first access the extension, you'll be prompted to enter your SMSIdea master key. This key is available in your SMSIdea dashboard at wa.smsidea.com.

3 Connect Your WhatsApp Instance

Click on "Connect New Instance" button. A QR code will appear on your screen. Open WhatsApp on your phone, go to Settings > Linked Devices, and scan the QR code to connect your WhatsApp Business account.

4 Start Sending Messages

Once your instance is connected, you can select it and start composing messages. Navigate to the Compose Message page to send your first WhatsApp message.

✓ Success! Your WhatsApp Notifier extension is now set up and ready to use. You can start sending messages to your customers and leads directly from Zoho CRM.

đŸ’Ŧ Sending Messages

Composing a Message

To send a WhatsApp message through the extension:

  1. Select an Instance: Go to the Instances page and select the WhatsApp instance you want to use for sending messages.
  2. Navigate to Compose: Click on the selected instance card, or use the "Compose Message" button.
  3. Enter Recipient: Enter the recipient's phone number with country code (e.g., 919099585868 for India). Do not include the + sign.
  4. Write Your Message: Type your message in the message text area. You can send up to 4096 characters per message.
  5. Message Options:
    • Mark as Urgent: Check this box to prioritize your message
    • Schedule Message: Check this to schedule the message for later delivery
  6. Send: Click the "Send Message" button to send your message.

Phone Number Format

Format: Country code + Phone number (no + sign, no spaces)
Example: 919099585868 (India), 12025551234 (USA)
Length: 10-15 digits total

Message Scheduling

To schedule a message for future delivery:

  1. Check the "Schedule Message" checkbox
  2. Select the date and time when you want the message to be sent
  3. Ensure the scheduled time is in the future
  4. Click "Send Message" - the message will be queued for delivery at the specified time
⚠ī¸ Important: Scheduled messages are managed by SMSIdea's service. Ensure your WhatsApp instance remains connected for scheduled messages to be delivered.

⚙ī¸ Managing Instances

Viewing Instances

The Instances page displays all your connected WhatsApp Business instances. Each instance card shows:

  • Instance name or identifier
  • Connection status (Connected/Disconnected)
  • Instance details and settings

Connecting New Instances

  1. Click "Connect New Instance" on the Instances page
  2. A QR code modal will appear
  3. Open WhatsApp on your phone
  4. Go to Settings > Linked Devices
  5. Tap "Link a Device" and scan the QR code
  6. Wait for the connection to complete

Setting Default Instance

You can set a default instance that will be used for quick message sending. This instance will be automatically selected when you access the Compose page.

Disconnecting Instances

To disconnect a WhatsApp instance:

  1. Go to the Instances page
  2. Find the instance you want to disconnect
  3. Click on the disconnect/logout option
  4. Confirm the disconnection
⚠ī¸ Warning: Disconnecting an instance will prevent any scheduled messages from being delivered through that instance. Make sure to check for pending scheduled messages before disconnecting.

📅 Scheduling Messages

How Scheduling Works

WhatsApp Notifier allows you to schedule messages for future delivery. This is useful for:

  • Sending reminders at specific times
  • Coordinating messages across different time zones
  • Planning marketing campaigns
  • Sending follow-up messages automatically

Setting Up Scheduled Messages

  1. Compose your message as usual
  2. Check the "Schedule Message" checkbox
  3. Select the date and time using the datetime picker
  4. Ensure the time is in the future
  5. Click "Send Message" to schedule it

Best Practices

  • Always verify the scheduled time is correct before sending
  • Keep your WhatsApp instance connected until scheduled messages are delivered
  • Consider time zones when scheduling messages
  • Test with a small batch before scheduling bulk messages

🔧 Troubleshooting

Common Issues and Solutions

Issue: Cannot connect WhatsApp instance

Solution:
  • Ensure you're using the latest version of WhatsApp on your phone
  • Check your internet connection
  • Try refreshing the QR code by closing and reopening the connection dialog
  • Make sure your WhatsApp Business account is active

Issue: Messages not being sent

Solution:
  • Verify your WhatsApp instance is connected
  • Check if the recipient's phone number is in the correct format
  • Ensure you have sufficient credits in your SMSIdea account
  • Check the error message displayed for specific issues

Issue: Master key authentication fails

Solution:
  • Verify your master key is correct in your SMSIdea dashboard
  • Clear the stored credentials and re-enter the master key
  • Contact SMSIdea support if the issue persists

Issue: Scheduled messages not delivered

Solution:
  • Ensure your WhatsApp instance remains connected
  • Check if the scheduled time has passed
  • Verify your SMSIdea account is active
  • Check message delivery status in SMSIdea dashboard

Getting Additional Help

If you encounter any issues not covered here:

  • Contact extension support: [Your Support Email]
  • Visit SMSIdea support: SMSIdea Support
  • Check Zoho CRM extension logs for error details

❓ Frequently Asked Questions

General Questions

Q: Do I need a WhatsApp Business account?

A: Yes, you need a WhatsApp Business account to use this extension. Personal WhatsApp accounts may not work properly.

Q: How many messages can I send per day?

A: The message limit depends on your SMSIdea account plan and WhatsApp Business API restrictions. Check your SMSIdea dashboard for your specific limits.

Q: Can I send media files (images, videos, documents)?

A: Currently, the extension supports text messages. Media support may be added in future updates.

Q: Is my data secure?

A: Yes, your credentials are stored securely in Zoho CRM Variables, accessible only to authorized users in your organization. Messages are transmitted securely through SMSIdea's API.

Q: Can I use multiple WhatsApp instances?

A: Yes, you can connect and manage multiple WhatsApp Business instances from a single Zoho CRM account.

Q: What happens if I disconnect an instance?

A: Disconnecting an instance will stop all message sending through that instance. Any scheduled messages may not be delivered if the instance is disconnected before the scheduled time.

Q: Can I integrate this with Zoho CRM workflows?

A: Currently, the extension works as a standalone tool. Workflow integration may be available in future versions.