This guide covers a WhatsApp team inbox on the official WhatsApp Business Platform: how customers start the conversation, which rules apply once they have, how to set it up with Waki’s inbox, flows and integrations, and what to measure once it is running.
Read alongside this guide: WhatsApp marketing software and Waki plans and pricing.
Key takeaways
- Replies inside the 24-hour window after a customer writes need no template; anything your team starts after that does.
- Agree who picks up unassigned chats and within how long, and make quick replies for the ten most common answers.
- Answer by hand first, then let a flow take over the questions that repeat.
- Measure against your own earlier results, not against figures quoted elsewhere.
A WhatsApp team inbox explained
A team inbox puts every conversation on your business number in one place so several agents can work them without sharing a phone.
How it works on the WhatsApp Business Platform
Messaging on the WhatsApp Business Platform needs the customer’s opt-in, and any message that starts a conversation must use a template approved by Meta. Once a customer writes to you, a 24-hour customer-service window opens in which agents and automations can reply freely; outside it, only templates go through. Meta prices conversations rather than individual messages.
Setting it up with Waki
Waki’s inbox supports multiple agents on one number, conversation assignment, internal notes, quick replies and media. Professional allows up to five team members; Enterprise has no limit.
- Create a Waki account and connect your WhatsApp Business Account through Meta’s embedded signup, or ask for a Waki managed number.
- Complete Meta Business Verification so your messaging limits can grow; the verification guide on this site walks through it.
- Create the templates you need and submit them for approval. Keep the first ones short and factual.
- Import contacts who have opted in, and record where each consent came from as a contact attribute.
- Send a test to your own number, then to a small segment, and read the report before you scale up.
Good practice
A few habits keep a WhatsApp team inbox useful to customers and safe for your number.
- Agree who picks up unassigned chats and within how long, and make quick replies for the ten most common answers.
- Ask for consent in plain words and say what you will send and how often.
- Send at sensible local hours and keep the frequency you promised.
- Give every message a reason to exist: a date, an amount, a document, a decision.
- Make it easy to reply or to stop; an opt-out that works protects your quality rating.
Mistakes to avoid
The same errors come up again and again.
- Leaving conversations unassigned so that nobody owns them and the customer waits.
- Messaging people who never opted in, including bought or scraped lists.
- Using a utility template for an offer; Meta recategorises it and your campaign stops.
- Ignoring replies. A broadcast that nobody answers teaches customers to ignore the next one.
What to measure
Each campaign report shows how many messages were sent, delivered, read and replied to; tracked links add clicks, and the contact list records opt-outs. Compare each campaign with your own previous ones rather than with figures quoted elsewhere: read receipts are a signal, not proof of interest, and the number that matters is how many people did what you asked.
Plans and Meta charges
Plans from ₹699/month on Waki, plus 18% GST. You pay for the first month or year at checkout and can turn on auto-pay later if you want. The conversation charges set by Meta are separate from the plan: on a number connected through your own Meta account Meta bills them directly, while on a Waki-provided number a prepaid wallet covers them. Pay yearly and you get two months free, and you can cancel from the app at any time.
Next steps
Conclusion
With a WhatsApp team inbox the customer starts the conversation, so the work is in answering well. Reply by hand first, note which questions repeat, then let a flow answer those and hand the rest to a person. Agree who picks up unassigned chats and within how long, and make quick replies for the ten most common answers.