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WhatsApp Setup Workflow

Use this workflow when enabling WhatsApp for the first time or preparing it for an event.

Platform Setup​

  1. Create a Meta Business app and add the WhatsApp product.
  2. Record the Meta App ID, app secret, access token, Phone Number ID, and WABA ID.
  3. In Zinvos, open WhatsApp and use Meta Apps to register the app.
  4. Enter a private Webhook Verify Token when creating the app.
  5. Use Phone Numbers to add the number and set a default when appropriate.
  6. Copy the webhook URL from the app details into Meta's webhook configuration.
  7. In Meta, set the Callback URL to that webhook URL and set the Verify Token to the same Webhook Verify Token entered in Zinvos.
  8. Subscribe to the webhook fields required for messages and template status updates.

Templates​

  1. Review available templates in Templates.
  2. Create and submit any event-specific templates required by the event.
  3. Wait for Meta to approve templates before mapping them to an event.
  4. Use Template Catalog as a reference for built-in templates that are provisioned by the platform team.

Base Registration Flow​

Do this once per WABA, before setting up any event.

  1. Open WhatsApp and go to the Flows tab.
  2. Select the WABA.
  3. If the tab warns that no base registration Flow is published, click Publish base Flow.

That single step is what makes WhatsApp registration work for every event on that number: any event that enables WhatsApp registration without choosing a Flow is bound to the base Flow automatically. Events with a customized registration form generate their own Flow instead, from their Registration Setup page.

Per-Event Setup​

Per-event WhatsApp setup touches three places, split by what each one configures:

  1. In the event's Basics settings, confirm the Event Timezone matches the venue.
  2. On the event's WhatsApp Settings page: select a sending-number override if the event should not use the default number, and map approved templates to the event's communication purposes.
  3. On the event's Registration Setup page (the same page as the registration form):
    1. Enable registration for the event, then enable Allow attendees to register through WhatsApp and, if the event should appear in browse results, Show this event in WhatsApp discovery.
    2. Build and publish the registration form.
    3. Assign a WhatsApp Flow. If the form still uses the standard fields, nothing is needed - saving with WhatsApp registration enabled binds the WABA's base Flow automatically. Otherwise pick an existing published Flow from the picker, or click Generate Flow from this form to build one from the form's own fields, publish it to Meta, and assign it in one step. If the form has fields the generator cannot render (currently time and file fields, or fields with conditional visibility), the blocking fields are named so you can adjust the form first.
    4. Set the Flow call-to-action text and whether the Flow supports editing with prefilled answers.
    5. Choose automatic or manual review, and configure payment if the event is paid.
  4. If the form is later republished with different fields, the Flow card will show Rebind required. Click Regenerate Flow from this form to publish a replacement Flow and retire the old one. A published Flow's JSON can never be edited in place, so regeneration always creates a new Flow.

Test the Attendee Flow​

  1. Message the configured WhatsApp number.
  2. Confirm the assistant responds and the intended event is discoverable.
  3. Ask for the event schedule and confirm dates and times match the event venue's local timezone.
  4. Complete a test registration through the Flow or its public-web fallback.
  5. If manual review is enabled, approve the test registration from Registration Reviews.
  6. Confirm the configured confirmation or ticket communication is delivered.
  7. For paid registration, complete a test payment and verify the registration updates after confirmation.

Go-Live Checklist​

  • The Meta app, phone number, and webhook are configured and verified.
  • Meta-approved templates are mapped to the event.
  • Event discovery and registration settings on Registration Setup match the organizer's intent.
  • Event timezone matches the venue, and discovery and schedule answers use the correct local date and time.
  • A WhatsApp Flow is assigned and shows no rebind warning, or the public-web fallback has been verified.
  • Paid-registration links have been tested when applicable.
  • Support staff know the event's WhatsApp number and registration policy.