WhatsRay User Guide

WhatsRay User Guide

A practical guide to set up and use your WhatsApp CRM platform

Follow this guide to connect your number, prepare templates, build automations, invite staff, and manage customer conversations with confidence.

Start Setup Daily Workflow
Connect
Templates
Flows
AI Agent
Team
Recommended Setup Order

Set up WhatsRay in this order

This order avoids confusion because each feature depends on the previous one.

01

Connect your WhatsApp number

Connect the business number and confirm webhook access.

 02

Create templates

Prepare approved messages for campaigns and closed windows.

 03

Add contacts and lists

Organize customers before campaigns and automations.

 04

Build flows

Automate common replies, menus, booking, and routing.

 05

Create AI Agent

Let AI answer within your rules and hand over to humans.

 06

Invite staff agents

Give team members the right dashboard permissions.
Step 1

Connecting your WhatsApp number

Your WhatsApp account is the foundation. Once connected, WhatsRay can receive messages, send replies, update statuses, and use approved templates.

1

Go to WhatsApp Accounts from the dashboard sidebar.

2

Connect or add your WhatsApp Business account using the available onboarding option.

3

Confirm the phone number, business account, and token/webhook status.

4

Send a test message from a customer phone and check whether it appears in Inbox.

Important

Use a number that is ready for business messaging. If the number is already used in another WhatsApp setup, confirm the migration path before connecting.

Step 2

Creating message templates

Templates are approved messages used when your business starts a conversation, follows up after the reply window closes, or sends campaigns.

Use clear names such as order_update, appointment_reminder, payment_pending.
Use variables for customer name, date, invoice number, or amount.
Choose the correct category: utility, marketing, or authentication.
Submit for approval before using it in campaigns or closed windows.
Template example

Hi , your payment of is pending. Please complete it here:

Step 3

Creating flows

Flows help you automate structured conversations such as lead qualification, service menus, bookings, and human handover.

Trigger: New message
Button message: Choose service
Text / URL / Notify team

Good flow structure

Start with one clear menu. Keep button paths simple. Send one useful answer, then offer next action.

Use Notify Team

When a lead is important, notify your team by email with the customer context and required action.

Use CTA URLs

Send customers to booking pages, payment links, product pages, or support forms directly from a flow.

Step 4

Creating an AI Agent

The AI Agent answers customer questions using your instructions. It should be used for repeated questions, basic support, lead qualification, and first-response assistance.

Create the AI Agent from Automation > AI Agent.
Write business-specific instructions, tone, services, prices, and escalation rules.
Enable it for the correct WhatsApp account or selected numbers.
Test with real customer questions before enabling it widely.
AI handover rule

If the customer asks for price negotiation, refund, complaint, payment issue, or urgent support, hand over to a human agent.

Step 5

Creating staff agents

Staff accounts let multiple people work safely without sharing the owner login.

Sales agentInbox, contacts, saved replies, payment links.
Support agentInbox, labels, notes, contact details, templates if needed.
ManagerReports, campaigns, templates, flows, AI settings.
AdminBilling, integrations, WhatsApp accounts, permissions.
Recommended

Give staff only the permissions they need. This keeps customer data safer and reduces accidental changes to flows, templates, and billing settings.

Reusable Tools

Saved replies, lists, and CTA URLs

These tools make agents faster and keep customer answers consistent.

Saved Replies

Create reusable answers for pricing, delivery, appointment booking, refund policy, documents, and common support questions.

  • Use short names agents can recognize.
  • Attach files when needed.
  • Use slash popup in inbox to insert replies quickly.

Contact Lists

Group customers for campaigns, follow-ups, lead segments, course batches, order groups, or location-based updates.

  • Import clean contact data.
  • Use labels and lists together.
  • Send only relevant templates.

CTA URLs

Save important links once and reuse them in inbox messages, flows, and customer journeys.

  • Booking links
  • Payment links
  • Catalog, form, or support links

Labels and statuses

Use labels to identify lead type, issue type, priority, payment status, or assigned workflow.

  • Pending
  • Done
  • Important
Daily Workflow

How your team should use WhatsRay every day

A simple operating routine keeps the inbox clean and prevents missed customers.

Morning

Check unread and pending chats. Reply to urgent customers first.

During day

Use saved replies, labels, notes, and handover controls while replying.

Before closing

Mark completed conversations as done and schedule template follow-ups where needed.

Weekly

Review templates, flows, AI instructions, and contact lists based on repeated customer questions.

Launch Checklist

Before going live

  • WhatsApp number connected and tested
  • At least three useful templates approved
  • Main flow tested with button replies
  • AI Agent tested and escalation rules written
  • Staff agents invited with correct permissions
  • Saved replies prepared for common questions
  • Contact lists imported and cleaned
  • CTA URLs checked on mobile and desktop

We may utilize cookies when you access our website, including any related media platforms or mobile applications. These technologies are employed to enhance site functionality and optimize your interactions with our services.

View More