Chapter 5 — Admin(Tutorial example at the end)

Why this chapter matters

Admin covers “people, lists, permissions, company records”: who can sign in, which menu items they see, where customer and contact data lives, and how the official WhatsApp account connects. Most companies designate one or more administrators; everyday users only need to know whom to ask for login or menu issues.

Examples:

  • At go-live, general affairs imports legacy customer phones under Contact management and uses Broadcast groups for “North / South” to target campaigns.
  • When a sales hire joins, an admin creates their account under Company / user management and ticks Apps, Studio, etc. under Permission management.
  • After Meta approves your WhatsApp Business account, fill tokens and ids in Edit company per consultant instructions so templates and messaging sync.
  • If you use AI replies or an “Ask me” help bot, API management stores provider keys (usually with IT or a partner).

Common items under left menu Admin: Contact management, Broadcast groups, Tag management, Company / user management, Permission management, API management, Phone number verification.

5.1　Contact management

Maintain people you will message or send forms to in flows; add or edit individually, or import a file.

Where to go: Admin → Contact management. From the list you can add, edit, import, or scheduled import (per UI).

  1. Click Add, fill name and required fields (e.g. WhatsApp phone), optionally assign broadcast groups and tags.
  2. For import, upload an allowed file format, map columns in the UI, run import; fix error rows and retry.

5.2　Broadcast groups

Segment contacts (e.g. by region or channel) so flows can send to a whole group instead of picking one by one.

Where to go: Admin → Broadcast groups.

After creating a group, edit each contact under Contact management and assign them to the right group.

5.3　Tag management

Tag contacts (e.g. “VIP”, “F&B channel”) for list filters or tag-based sends in flows.

Where to go: Admin → Tag management.

Create tags, then select them on contact records; the contact list can filter by tag.

5.4　Company / user management

Manage company profile and employee accounts: which company they belong to and their role. Edit company also holds official WhatsApp connection fields (usually set by a trained admin or partner).

Where to go: Admin → Company / user management; open company edit from there.

Edit company roughly has two sides:

If you see “Verify token” or “Subscribe webhook”, work with your consultant; when verifying, confirm the signed-in company matches the company you are editing.

5.5　Permission management

Controls which left-menu items each user (or role) can see. Unticked items disappear from the menu and cannot be opened.

Where to go: Admin → Permission management.
  1. Select the employee (or role, per UI).
  2. Tick required areas: Apps, Studio, Reports, Commerce, sub-items, etc.
  3. Save; ask them to sign out and back in (or wait briefly) for menus to refresh.

5.6　API management

Configure connections to external cloud services (AI models, other system URLs and keys) for specific workflow steps. Day-to-day WhatsApp messaging still relies mainly on Meta fields under Edit company — do not confuse the two.

Where to go: Admin → API management.

The same page can hold multiple connections (grouped or tabbed by service — per UI). Editing opens a settings dialog for URL, keys, model name, etc. After save, the UI usually masks secrets — avoid displaying full keys on shared screens.

5.7　Phone number verification

Tracks the official WhatsApp Business verification lifecycle (in progress, completed, failed retry). If you lack menu access, ask your administrator.

Where to go: Admin → Phone number verification.

If customers or staff receive an SMS link to “complete verification”, follow the SMS steps on phone or web.

TutorialExample: onboarding data and accounts (diagram “AI Onboarding”)

Around a new hire: create or import contact details in Contact management; an admin creates the account under Company / user management and grants menus in Permission management. After Edit company WhatsApp is connected, Studio flows can Send e-Form with onboarding data to their WhatsApp; submissions go to approvals or datasets per design.

How the product ties together: Admin maintains people and company-level settings; forms and flows are built in Studio. If phone verification is missing from your menu, only some admin roles may use it — ask your company admin.