The WhatsApp integration lets attendees discover eligible events, ask event questions, register through a Meta Flow or public web fallback, and receive event communications.
WhatsApp configuration is split across two places by scope:
- WhatsApp (this page) holds organization- and platform-wide resources: Meta apps, phone numbers, templates, and the Flow inventory.
- Registration Setup, on each event, holds everything specific to that event: registration settings, the attendee form, and the WhatsApp Flow the event actually uses. See Registration.
WhatsApp Manager
Open WhatsApp from the admin navigation to manage platform resources. The page has these areas:
- Meta Apps for app credentials and webhook details.
- Phone Numbers for configured sending numbers.
- Templates for Meta templates available to your apps and numbers.
- Flows for the org- and platform-wide Meta Flow inventory: sync status from Meta, preview a Flow, publish or deprecate a draft, or create an ad hoc Flow by hand.
- Template Catalog for the built-in, platform-provisioned template definitions.
Meta Apps and Phone Numbers
Add each Meta app with its label, Meta App ID, app secret, access token, and Webhook Verify Token. The verify token is the secret Meta sends during webhook verification.
Add the associated phone number with its Phone Number ID, WABA ID, display information, and default status. Events without an override use the configured default number.
The app details provide the webhook URL for Meta configuration. Keep the webhook verify token private and enter that value as Meta's Verify Token.
Templates
Meta approval is required before a template can be used for business-initiated messages. Use the Templates area to create and submit templates and to review their current Meta status. The Template Catalog is a read-only reference for the built-in templates provisioned by the platform team.
For each event, map approved templates to the communication purposes the event needs, such as confirmation, ticket delivery, reminders, or cancellation. Template mapping and delivery activity for a specific event live on that event's WhatsApp Settings page (per-event messaging configuration only - see below).
Flows
The Flows tab lists every Meta Flow synced or created for a WABA, with its Meta status (draft, published, deprecated, blocked, throttled), categories, and, for Flows generated from a registration form, which event and form version they were built from.
The base registration Flow
Each WABA should have one base registration Flow: the standard, event-agnostic Flow that works for any organization and any event without authoring anything in Meta. It collects name, email, organization, designation, and category, which are the same fields every new event's registration form starts with. It receives the event name at send time, which lets a single published Flow serve every event.
If the selected WABA has no base Flow, the Flows tab shows a warning with a Publish base Flow button. Publishing it once is all that is required: from then on, any event that enables WhatsApp registration without choosing a Flow is bound to it automatically, so WhatsApp registration works out of the box.
Publishing is safe to retry. A WABA that already has a base Flow returns the existing one rather than creating a second.
An event whose form goes beyond those standard fields needs its own Flow generated from that form on the event's Registration Setup page. See Registration.
Other Flows
Use Sync from Meta to pull status changes made directly in Meta's Flow Builder (for example, a moderation review outcome). Use Create Flow for an ad hoc, hand-authored Flow: it creates a blank draft in Meta that you then build out in Meta's Flow Builder and publish from here.
A published Flow's JSON can never be edited in Meta. Regenerating a Flow from an updated form always creates a new Flow and deprecates the one it replaces, rather than updating the existing one in place.
Per-Event WhatsApp Settings
Each event has its own WhatsApp Settings page (reached from the event's sidebar) for messaging configuration only: the sending number override, ticket keyword, default language, template-purpose mappings, sending readiness, and delivery activity.
Registration, the WhatsApp Flow binding, discovery, and approval/payment policy for WhatsApp registration are configured on the event's Registration Setup page instead, alongside the registration form itself. See Registration.
Attendee Experience
Attendees message the configured WhatsApp number to begin. They can browse eligible events, ask questions based on configured event content, and start registration. After an approved registration, the configured confirmation and ticket communications are delivered when available.
Event discovery and registration eligibility use the event's local calendar date. An event remains discoverable and open under its configured policies through its inclusive local end date, rather than being closed early or late by the server timezone. FAQ and attendee-assistant schedule answers convert stored session timestamps to the event timezone and identify that timezone in schedule responses.
For a paid registration, the assistant sends a payment link when the payment flow is configured. The attendee completes checkout in the browser and receives confirmation after payment is verified.
The registration message
When an attendee taps Register, the assistant sends one message with the registration form button. That message contains the event description, the instruction to tap the button, and, for a paid event, a note about the fee and how payment works.
WhatsApp limits this message to 1,024 characters. The instruction and fee note always stay complete, so a long event description is shortened to fit and ends with "…". The WhatsApp Registration card on the event's Registration Setup page shows the exact message attendees receive and warns you when the description is shortened. The event's Description field also shows its length; a description under about 600 characters normally fits in full on a paid event.
If WhatsApp still cannot open the registration form, the attendee is sent the event's web registration link instead, so they are never left without a way to register.
Delivery Activity
Each event's WhatsApp settings include Delivery Activity for reviewing outbound message status. Use it to identify messages that are pending, sent, delivered, read, retried, or failed, and to help investigate attendee-reported delivery problems.
Support Notes
- Confirm the attendee used the event's configured WhatsApp number.
- Confirm the event is enabled and discoverable on its Registration Setup page when it should appear in browse results.
- Confirm the Event Timezone in the event's Basics settings matches the venue when discovery, registration availability, or schedule times look wrong.
- For registration issues, verify whether the Flow was completed or the public web fallback was used, and whether the Flow needs to be regenerated because the form changed.
- If an attendee reports that nothing happened after tapping Register, check Delivery Activity for a failed message and review the registration message preview on the Registration Setup page.
- For ticket issues, confirm approval and template readiness before escalating.
- Correcting an event timezone affects new discovery results and assistant replies, but it does not remove or rewrite WhatsApp messages already visible in an attendee's conversation.