Connecting WhatsApp
QraOnline can send reminders over WhatsApp — class changes, meeting reminders, payment due dates, and more. Before any of that works, your center's WhatsApp connection has to be requested and switched on.
Placeholder. See both connection types requested end to end, including what happens while you wait for approval.
How many types of WhatsApp connection are there?
Two. That's it. You pick one:
| Shared platform number | Your own number | |
|---|---|---|
| Who the message appears to come from | Our platform's WhatsApp identity — name, photo, and number | Your center's own name, photo, and number |
| What you need to provide | Nothing | Your WhatsApp Business number, plus credentials from Meta |
| How long setup takes | Usually instant | A day or two, while we set up your credentials |
| Best for | Getting started quickly | Centers that want their own branding |
You can start on the shared number today and move to your own number later.
whatsapp-connection-choice.pngWhat to capture: The WhatsApp tab inside My Center, before any request has been made, showing both connection choices side by side (shared platform number and your own number) with neither selected yet.
Add an arrow/highlight on: A box around the two option cards.
Save as static/img/docs/whatsapp-connection-choice.png
Requesting the shared platform number
- In the left sidebar, click My Center.
- Open the WhatsApp tab.
- Choose Shared platform number.
- Click Submit request.
There is nothing else to fill in. If our shared number is already up and running, your request switches on straight away and you'll see a message confirming WhatsApp is now active. If it isn't ready yet, your request waits for our team.
On the shared number, messages arrive from our platform's WhatsApp name and number — not your center's. The message text still mentions your center, but the sender is shared. If that matters to you, use your own number instead.
Requesting your own number
You'll need a WhatsApp Business number that you already own through Meta.
- Go to My Center → WhatsApp.
- Choose Your own number.
- Fill in the form:
| Field | What to enter | Required? |
|---|---|---|
| Phone number | The WhatsApp Business number you own. Digits, spaces, dashes and brackets are fine. At least 6 characters. | Yes |
| Display name | The name recipients see, e.g. your center's name. Up to 120 characters. | No |
| Profile photo | Your logo. A PNG, JPEG or WEBP image. | No |
- Check the preview panel on the right. It shows exactly how a message from your center will look to a student — sender name, photo, and a sample message.
- Click Submit request.
whatsapp-own-number-form.pngWhat to capture: The 'Your own number' form filled in: a phone number entered, a display name typed, a logo uploaded, and the live preview panel on the right showing how the sender name and photo will appear to a student.
Add an arrow/highlight on: An arrow pointing at the preview panel, and one at the Submit request button.
Save as static/img/docs/whatsapp-own-number-form.png
A fixed brand prefix is added in front of whatever you type. If you type "Al Falah Academy", the sender name becomes Smart Digital - Al Falah Academy. You never type the prefix yourself, and resubmitting won't double it.
Our team then contacts you for the credentials Meta issues for your number, enters them, and switches your connection on. You never enter those credentials yourself, and they are never shown back to you.
What the statuses mean while you wait
The My Center → WhatsApp tab always shows one of these:
| Status | What it means | What you do |
|---|---|---|
| Not connected | You've never requested a connection. | Pick a type above and submit a request. |
| Pending | Your request is with our team (or waiting on the shared number to be ready). | Nothing — just wait. The form is locked until we've reviewed it. |
| Active | WhatsApp is connected and ready to send. | Nothing. You're all set. |
| Rejected | We declined the request. The reason is shown on the tab. | Read the reason, correct it, and click Resubmit. |
whatsapp-pending-status.pngWhat to capture: The WhatsApp tab showing the Pending status, with the request form locked/greyed out underneath so it's clear nothing more needs doing.
Add an arrow/highlight on: A box around the Pending status chip.
Save as static/img/docs/whatsapp-pending-status.png
You'll get a notification when the status changes.
Switching between the two later
Once your connection is Active, a Change setup button appears on the same tab.
- Switching to the shared number usually takes effect immediately.
- Switching to your own number puts you back in Pending, because new credentials are needed.
Why WhatsApp messages use fixed templates
WhatsApp itself, not QraOnline, sets this rule: a business can only start a conversation using a message template that WhatsApp has already reviewed and approved. You can't invent your own wording on the fly.
In practice that means:
- Every automated reminder your center sends goes out as one of these approved templates.
- When you send a message by hand, you pick a template and fill in its blanks.
- Free typed text only reaches someone if they messaged your number in the last 24 hours.
The wording of the templates can't be edited from inside QraOnline. See Sending Messages for how to use them.
Common questions
Do I have to connect WhatsApp at all? No. Web and email notifications work without it. WhatsApp is optional.
Can my sub-admins request this? Only admins with permission to manage notifications can submit or change a request. Others can view the status. See Roles & Permissions.
The WhatsApp toggle on my notification settings is greyed out. Your connection isn't Active yet. Finish the request here first, then go back to Controlling Messages.
I submitted a request and now the form is locked. That's expected while the status is Pending. Wait for our review, then use Change setup if you want something different.
Will my students see my logo? Only on your own number. On the shared number, the sender identity is the platform's.