A Guide To Using WhatsApp Business App For Multiple Users
Using WhatsApp to stay ahead of the curve in customer service for your business can be a game changer. This powerful communication platform keeps you connected with your customers in real-time, and its simple, user-friendly interface makes it easy for anybody to use. As a business, using WhatsApp is a great choice to give your customers that much-needed quick and efficient customer service that meets the expectations of modern consumers.
But what happens if your business needs multiple people responsible for managing your business's WhatsApp account? After all, it can be challenging to have one person handle customer service alone, especially if your business is expanding.
This is where using WhatsApp Business App for multiple users becomes crucial. In this article, we'll show you the benefits of using the WhatsApp Business App for multiple users and how to set it up. Whether you're a small business or a large enterprise, using WhatsApp Business App for multiple users can help you streamline your communication processes, improve customer service, and drive business growth. Let’s begin!
Why Do Businesses Need Multiple Users To Handle WhatsApp
Customer service and management play a vital role in the success of any business. As more customers become tech-savvy and own smartphones, they now expect companies to provide them with quick and convenient communication channels. Due to its widespread use and convenience, WhatsApp has become the perfect platform to do just that.
However, managing customer service and communication through WhatsApp can be challenging for a single person. This is why it’s essential to have multiple users use WhatsApp to handle customer inquiries and respond to messages more efficiently, reducing response times and improving customer satisfaction.
Having multiple users also helps you manage customer communication more effectively. This is because, with multiple users, you can assign specific tasks to each user, which helps to streamline operations and ensure that customer inquiries are addressed promptly. This also helps prevent any communication gaps if one person is solely responsible for handling all customer inquiries.
Having multiple users on WhatsApp can also help your business to scale up operations. As your business grows and expands, the number of customer inquiries will also increase. Having multiple users can help you manage the increased volume of inquiries more effectively without compromising the quality of your customer service.
WhatsApp Business Versions To Consider
When it comes to using WhatsApp for customer service, most companies would be using WhatsApp Business to handle this. However, there are two versions of WhatsApp Business to choose from: the WhatsApp Business App and the WhatsApp Business API. Each of these has its own set of features and benefits that you will need to consider.
WhatsApp Business App
WhatsApp Business App is a free mobile application designed for small and medium-sized businesses. It provides businesses with a platform to communicate with their customers using WhatsApp, allowing them to send and receive messages, manage their contacts, and set up automated messages.
One of the main benefits of the WhatsApp Business App is its ease of use. It is simple to set up and requires no technical knowledge or expertise. It is also free to use, making it an affordable option for small businesses with limited budgets.
WhatsApp Business API
The WhatsApp Business API, on the other hand, is designed for larger businesses as it comes equipped with more features to handle complex communication needs. Some of these features and tools include being able to integrate WhatsApp into any existing business systems, such as CRM or ERP software.
One of the main benefits of the WhatsApp Business API is its flexibility. It allows businesses to customize communication workflows, set up automated responses, and access advanced analytics and reporting tools. It also offers end-to-end encryption, ensuring that all communication is secure and private.
Which Should You Choose?
It depends on what your business needs. For small and medium-sized businesses, WhatsApp Business App is a simple and affordable solution. But if you need a more flexible solution to handle complex communication needs, the WhatsApp Business API is the way to go. It's perfect for businesses looking to scale up further.
Based on this, let’s see how you can add multiple users on WhatsApp Business to help you manage customer communications.
How To Add Multiple Users On WhatsApp Business App
With the WhatsApp Business App, you can add multiple users by linking their devices to one WhatsApp Business account. Here’s a step-by-step guide to this:
- Open your WhatsApp Business App.
- For Android users, tap the icon with three vertical dots. For iPhone users, tap SETTINGS.
- Tap Linked Devices.
- Tap LINK A DEVICE.
- Scan the QR code using your selected smartphone. For iPhone users, the device will use Touch ID or Face ID to approve the scan.
For the free version of WhatsApp Business, you can link up to four devices simultaneously with the WhatsApp Business App. If you want to add more users, you can subscribe to WhatsApp Business Premium, connecting up to 10 devices and even assigning chats to specific team members.
Problems with WhatsApp Business App For Multiple Users
While adding multiple users to your WhatsApp Business App can be a great way to improve your business communication and manage customer inquiries more effectively, businesses may face some potential problems and challenges. Some of these include:
Limited Number of Users
Per our earlier information, you can add up to 10 devices only if you subscribe to WhatsApp Business Premium. If you need to add more, you will need to remove access for one person or more.
Account Management
As the number of users on your WhatsApp Business App account increases, managing and keeping track of their roles and permissions may get more complex. Linking devices also means you cannot set any specific permission for each user.
Conflicting Responses
When multiple users have access to the same WhatsApp Business App account, there is a risk that they may provide conflicting responses to customers, leading to confusion and dissatisfaction.
Privacy Concerns
Sharing access to your WhatsApp Business App account with multiple users may raise privacy concerns, as users may have access to sensitive customer information. Even linked devices lack privacy as anyone can view the live location of each linked device, which means even users have little privacy.
Communication Overload
With multiple users accessing the same WhatsApp Business App account, there is a risk of overloading the app with too many messages and notifications, which may lead to delayed or missed responses. You will even face issues such as being unable to clear or delete chats on linked devices, especially if you use an iPhone as your primary device.
Technical Issues
Adding multiple users to your WhatsApp Business App account may result in technical issues such as app crashes, synchronization problems, or compatibility issues with different devices and operating systems. This is because some users may be using an old version of WhatsApp or are using old, outdated operating systems on their devices. You also cannot use a tablet to manage WhatsApp Business App.
To overcome these potential problems, you will need to establish clear guidelines and procedures for managing multiple users on the WhatsApp Business App account. This may include defining each user's role and responsibilities, setting up a different system for tracking and resolving conflicts, and ensuring that users are trained on best communication and customer service practices. This will require extra effort on your part, so if you’re looking for a better solution, we will mention this later on, so keep reading!
How To Add More Users On WhatsApp Business
If you want to add more users on WhatsApp Business beyond what’s available on the app, you will have to use WhatsApp Business API. As mentioned earlier, the WhatsApp Business API comes with additional features that can help you manage communications on the platform, which includes being able to add a higher number of users.
The key to doing this is by integrating WhatsApp Business API with the right platform to help you manage these users, from assigning them roles and setting their permissions. This makes managing users much more manageable while keeping privacy and security in mind.
This also ensures everyone is on the same page when managing a high volume of customers, as WhatsApp API and the right platform can help develop an all-in-one panel that provides all the information necessary for users to deliver top-notch service and solve issues.
The Benefits Of WhatsApp Business API For Businesses
Some other benefits of getting WhatsApp Business API for your business include:
Scalability
The WhatsApp Business API is designed to support high volumes of messages and users, making it a more scalable option for businesses that need to manage large volumes of messages and communications.
Customization
The WhatsApp Business API provides businesses with greater flexibility and customization options, allowing them to tailor their communications to the needs of their customers and target audience.
Automation
The WhatsApp Business API allows businesses to automate certain aspects of their customer service and communication processes, such as sending automated responses or setting up chatbots to handle frequently asked questions.
Integration
The WhatsApp Business API can be integrated with other business tools and software, such as customer relationship management (CRM) systems, enabling businesses to streamline workflows and improve efficiency.
Security
The WhatsApp Business API provides businesses with more robust security features, such as end-to-end encryption and two-factor authentication, to protect their communications and customer data.
As you can see, using WhatsApp Business API to handle your WhatsApp customer service is a great option, as it comes with plenty of benefits. The next step is to consider which platform to integrate WhatsApp Business API with, and if you’re looking for an all-in-one communication platform that helps you manage WhatsApp Business, video, and voice calls, then you should consider TalkHub.
Why You Should Integrate WhatsApp Business API With TalkHub
When it comes to finding the perfect solution to help you manage your WhatsApp Business, TalkHub gives you all the features needed to solve every issue you’re facing. This is especially so when multiple users are needed to handle customer service on a platform like WhatsApp. TalkHub can especially help you in this area as its features include:
Add and Manage Multiple Users
You can add users beyond what’s permitted on the WhatsApp Business App and assign specific roles to each user at TalkHub. For example, you can set a role for one user to be a viewer only and another role for someone with full access to all necessary features on WhatsApp Business.
Manage Conversations in One Shared Inbox View
If you have a lot of users, TalkHub helps you collaborate with fellow team members and staff by working in a shared inbox view. Users can use the ‘mention’ feature to contact the relevant person and then transfer issues to the right person to resolve. It also imports customer data to keep everyone up to date and provide appropriate service to the customer.
Manage Customer Service Effectively
With so many users doing customer service, TalkHub can help you set up automatic assignments, where you can create a bot to route conversations to the right person in your team. With this, you can automate relevant users to handle specific customers, solving issues faster.
Keep Communication Branding
TalkHub can help you use chat templates that allow users to respond faster and maintain the brand and voice of your business. In this way, the company’s branding stays on point, even if multiple users respond to many customers.
Privacy For All
At TalkHub, users can use their own login to access the shared inbox view. Compared to linking devices where users won’t have full privacy, TalkHub ensures every user and customer information is kept private and secure.
Grow Your Users And Business With TalkHub
Using WhatsApp Business App can be a game-changer for businesses, and being able to add multiple users can help improve your company’s customer service and communication processes.
However, as your business grows and the volume of customer inquiries increases, you should consider switching to WhatsApp Business API. It can help add multiple users efficiently, and its scalability, customization options, automation capabilities, and robust security features make it the ultimate solution for managing large volumes of customer inquiries and communications.
To do all this, you will need to integrate WhatsApp Business API with a platform like TalkHub. With TalkHub, your business can utilize WhatsApp Business to its full advantage, streamlining workflows, improving efficiency, and providing a seamless and personalized experience. Most importantly, you can add and manage users into WhatsApp Business on just one platform.
Whether your company is small or large, using TalkHub to manage multiple users can help you stay ahead of the competition and achieve your business objectives. Get in touch with us today to learn more about TalkHub!
