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Sending a WhatsApp Message

Send WhatsApp messages directly from Officaid and log them as activities automatically.

Message contacts instantly via WhatsApp

WhatsApp is how business gets done in many parts of the world. Officaid lets you send WhatsApp messages directly from contact profiles using templates or custom text. Mark the message as sent and it's automatically logged as an activity, keeping your engagement history complete.

How It Works

When you send a WhatsApp message from Officaid:

  • Officaid prepares the message and opens WhatsApp for you to send
  • You can scan a QR code on your phone or use WhatsApp Web
  • Mark the message as sent to log it as a completed activity
  • The activity appears on the contact's profile and in your Interactions dashboard

This workflow bridges Officaid and WhatsApp, giving you quick messaging with automatic activity tracking.

Sending a WhatsApp Message

  1. 1 Navigate to the contact's profile
  2. 2 Click WhatsApp Message in the Quick Actions panel
  3. 3 Verify the phone number or add one if missing
  4. 4 Select a Message Template from the dropdown or choose Custom Message to write your own
  5. 5 Compose or edit your message in the Message field
  6. 6 Scan the QR Code with your phone, or click WA Web Link to open WhatsApp Web
  7. 7 Send the message in WhatsApp
  8. 8 Return to Officaid and toggle Mark as Sent
  9. 9 Click Save Activity to log the interaction
The QR code and WA Web Link appear after you type a message. Scan the code on your phone, or use the link to send from your web browser.

Adding or Editing the Phone Number

The panel displays the contact's phone number at the top. If the number is missing or incorrect, you can update it directly:

  1. 1 Click Edit Phone or enter the number in the Country Code and Phone Number fields
  2. 2 Click Save Phone to save the number to the contact's profile
Saving the phone number here updates the contact's profile, so you won't need to enter it again next time.

Message Templates

Officaid provides pre-written templates to speed up common messages:

  • Custom Message - Write your own message from scratch
  • Follow up - A template for following up after a meeting or conversation
  • Meeting - A template for scheduling or confirming a meeting
  • Thank you - A template for expressing gratitude

Select a template and the message text will be pre-filled. You can edit it before sending to personalize for the recipient.

See Using Message Templates to learn more about templates.

QR Code vs WA Web Link

Officaid gives you two ways to open WhatsApp:

  • QR Code - Scan with your phone's camera to open WhatsApp on your mobile device
  • WA Web Link - Click to open WhatsApp Web in your browser

Use the QR code when you prefer messaging from your phone. Use the WA Web Link when you're working from your computer and have WhatsApp Web set up.

Recording WhatsApp Messages for Record-Keeping

You don't have to actually send a message through WhatsApp to log the activity. If you've already sent a WhatsApp message outside of Officaid, you can use this feature for record-keeping:

  1. 1 Open the WhatsApp Message panel from the contact's profile
  2. 2 Type the message you sent (or a summary) in the Message field
  3. 3 Toggle Mark as Sent
  4. 4 Click Save Activity to log the interaction

This creates a Message activity without opening WhatsApp, allowing you to keep your engagement history complete even for messages sent elsewhere.

Logging the Message as an Activity

Click Save Activity to log the interaction. This creates a Message activity that:

  • Links to the contact's profile
  • Records the date and time
  • Logs who sent the message
  • Updates the contact's Last Activity date
  • Warms up the contact if they were previously cold

The Mark as Sent toggle determines the activity status:

  • Toggled on - The activity is saved as completed and appears in your History
  • Toggled off - The activity is saved as scheduled and appears in your Upcoming activities
Toggle Mark as Sent on if you've already sent the message. Leave it off if you're planning to send it later and want a reminder.

When to Use WhatsApp vs Email

Choose the right channel for the situation:

  • WhatsApp - Quick check-ins, casual conversations, time-sensitive messages, mobile-first contacts
  • Email - Formal communication, detailed information, attachments, business proposals

WhatsApp tends to get faster responses for informal messages. Email is better for documentation and formal business communication. Use both to maintain a well-rounded relationship.

Frequently Asked Questions

You can add a phone number directly in the WhatsApp Message panel. Enter the country code and phone number, then click Save Phone. This saves the number to the contact's profile for future use.

Yes. A character count appears below the Message field, showing you exactly how many characters your message contains. This helps you keep messages concise and readable.

Yes. If you've already sent a message outside of Officaid, you can type the message content, toggle Mark as Sent, and click Save Activity to log it for record-keeping purposes.

What's Next?

Continue exploring Officaid's communication features:

interactions whatsapp communication network how-to