Documentation

1. Getting started

Whatslink links each team member's own WhatsApp account to your shared HubSpot portal. Every incoming and outgoing conversation is matched to the right HubSpot contact and logged there automatically, in real time. You keep chatting exactly the way you do today — no shared number, no extra app, no copy-paste.

Before you start, make sure you have:

• A phone with an active WhatsApp or WhatsApp Business account.
• A HubSpot account with permission to install apps (Super Admin or an account with app-install rights).
• A work email address to create your Whatslink account.

The full setup is: create your account → connect WhatsApp with a QR code → connect HubSpot with OAuth → check your settings. That's it.

2. Create your account

1. Go to whatslink.dev/register and sign up with your work email address.
2. Open the confirmation email we send you and click the confirmation link. Nothing works until your email is confirmed — check spam if it doesn't arrive within a few minutes.
3. After confirming, you land in your own workspace. Your 14-day free trial starts automatically. No credit card is required, and nothing is charged when the trial ends.
4. Invite colleagues later from Settings. Each colleague connects their own WhatsApp account and uses one seat.

A workspace is your company's environment. All WhatsApp accounts, contact mappings, messages and billing live inside it, and data is strictly separated from every other workspace.

3. Connect WhatsApp

Go to WhatsApp Accounts in the sidebar and click Add my WhatsApp. A modal opens with a QR code.

1. Open WhatsApp on your phone.
2. Tap Settings → Linked devices → Link a device (on Android: the three-dot menu → Linked devices).
3. Scan the QR code shown in Whatslink.
4. Wait for the status to switch to Connected. From that moment on, new messages start flowing in.

Good to know

• A QR code expires after a short while. If it goes stale, the modal refreshes it automatically; if the bridge doesn't respond within 30 seconds you'll see a Try again button that starts a fresh session.
• Keep your phone online. WhatsApp's linked-device connection relies on your phone being reachable; if your phone is off for a long period, WhatsApp will disconnect the device.
• You can rename a connected account (click the display name) so you always know which phone belongs to which colleague.
• Disconnecting is instant: use Disconnect in Whatslink, or remove the linked device in WhatsApp. Historical messages and mappings stay in your workspace.
• You can only connect as many WhatsApp accounts as you have seats. One user = one seat = one WhatsApp account.

If a WhatsApp account drops unexpectedly, we send you an email so you can reconnect before conversations go unlogged.

4. Connect HubSpot

Go to Settings → HubSpot and click Connect HubSpot. You'll be redirected to HubSpot's OAuth screen, where you pick the portal you want to connect and approve the requested scopes (contacts read/write plus owner access). After approving, you're sent back to Whatslink and the connection shows as active.

• You must be logged into the right HubSpot portal in that browser — HubSpot connects whichever portal you select on the consent screen.
• Whatslink stores only an encrypted OAuth token. We never see or store your HubSpot password.
• You can disconnect at any time from Settings. Messages keep being collected, and are marked as awaiting HubSpot connection until you reconnect.

Authorization failed because one or more scopes are invalid: this means your HubSpot portal doesn't have the required product or permission set. Contact us via support and we'll check it with you.

5. Configure your settings

The Settings page controls how Whatslink behaves in your workspace.

• Auto-create HubSpot contacts — when a phone number is unknown in HubSpot, Whatslink can create a new contact for it automatically. Turn this off if you only want to log conversations with contacts that already exist in your CRM.
• HubSpot connection — connect, reconnect or disconnect your portal.
• Owner mapping — link Whatslink users to HubSpot owners so newly created contacts get the right contact owner (see section 11).
• Workspace details — company name and billing information used on your invoices.

6. Contact mapping

Contact Mapping is the heart of Whatslink: it links a WhatsApp phone number to a HubSpot contact. The table is sorted on the most recent message, so your active conversations are always on top.

How a mapping is created

1. Is there a manual mapping for this number? Then that one always wins.
2. Otherwise Whatslink searches HubSpot on the phone and mobilephone properties.
3. Exactly one match → the mapping is stored and the conversation is logged on that contact.
4. No match → status Contact not found, unless auto-create is on, in which case a new HubSpot contact is created.
5. Multiple matches → status Multiple contacts. Whatslink won't guess; you pick the right contact manually.

What you can do per row

• Open the linked HubSpot record (we show first and last name, never a raw ID).
• Manually link the number to the correct HubSpot contact.
• Re-run the search after fixing the phone number in HubSpot.
• Exclude the number so it's never synced again (see section 10).

Phone numbers are matched in international format. A contact whose HubSpot number is stored as 06 12345678 instead of +31612345678 is harder to match — storing numbers with a country code in HubSpot dramatically improves the hit rate.

7. Messages & sync statuses

The Messages page shows every message Whatslink received, with direction, contact, timestamp and sync status. Statuses you'll see:

• Pending — received and queued, sync is about to run.
• Synced — successfully logged on the HubSpot contact.
• Contact not found — no HubSpot contact with this number.
• Multiple contacts — more than one HubSpot contact shares this number.
• Awaiting HubSpot connection — collected, waiting for the portal to be connected.
• Failed — something went wrong; see Sync errors.
• Excluded — the number is on your exclusion list.

Duplicates are impossible: every message carries a unique message ID and is stored only once. Your own numbers are recognised on both inbound and outbound messages, so Whatslink always logs against the external party — never against yourself.

Edits and deletions follow along. Edit a message in WhatsApp and the HubSpot entry is overwritten and marked (edited). Delete a message and the logged entry is updated accordingly.

8. What lands in HubSpot

Conversations are logged on the contact's timeline as a logged WhatsApp message, so they appear alongside emails and calls rather than as a generic note. Each entry contains:

• From — sender name and number.
• To — recipient name and number.
• Body — the message content.

Attachments are referenced with their link. Whatslink never rewrites or summarises the content of a message.

9. Sync errors & retries

Anything that fails shows up on Sync Errors with a plain-language explanation — not a raw API error. Typical causes:

• HubSpot token expired or the connection was revoked → reconnect in Settings.
• HubSpot rate limit reached → Whatslink retries automatically.
• Contact was deleted in HubSpot after the mapping was created → re-map the number.
• Missing permission on the HubSpot app → reconnect and approve all scopes.

Every error has a one-click Retry. A background worker also reprocesses queued and failed messages in batches, so most temporary problems resolve themselves without any action from you.

10. Excluded numbers

Some conversations don't belong in the CRM: colleagues, family, suppliers, group chats. Add those numbers on the Excluded Numbers page (or use the exclude action directly from Contact Mapping). Excluded numbers are still received but never written to HubSpot, and they don't create contacts. Remove a number from the list at any time to resume syncing.

11. Contact owners

When Whatslink creates a new HubSpot contact, it sets the contact owner to the HubSpot user belonging to the team member whose WhatsApp account received the conversation. Matching happens on email address: the Whatslink user's email is matched to a HubSpot owner.

If a colleague uses a different email in HubSpot, set a manual override in Settings → Owner mapping. Without a match, the contact is created without an owner and can be assigned in HubSpot as usual.

12. Reporting

The Reporting page gives you a year-to-date view of your WhatsApp activity: total messages, successfully synced messages, number of contacts reached and volume per month. Use it to see how much of your sales conversation actually happens on WhatsApp — and how much of it is now captured in your CRM automatically.

13. Seats, plans & billing

• €25 per user per month on the monthly plan.
• €20 per user per month on the yearly plan.
• 20% off your whole invoice from 5 users onwards.
• 14-day free trial, no credit card required.

One seat equals one connected WhatsApp account. Changing seats always goes through a confirmation step that shows exactly what you pay today (prorated) and what your next renewal will cost, including any active discount. Discount codes can be applied during checkout and on seat changes.

The Billing page shows your current plan, seat usage, renewal date and every invoice. When a trial ends without a subscription, your workspace becomes read-only: messages stop syncing but nothing is deleted — subscribe and everything resumes.

14. Profile & notifications

On Profile you manage your first name, last name and email address, plus your notification preferences — for example whether you want an email when your WhatsApp account disconnects. Password changes and resets also run from here (or via Forgot password on the login screen).

15. Troubleshooting

The QR code keeps spinning

• Close the modal, wait a few seconds and click Add my WhatsApp again.
• If the warning appears after 30 seconds, use Try again — it clears the stuck session and requests a fresh one.
• Make sure the phone has internet and WhatsApp is up to date.

My account shows as connected but nothing syncs

• Check whether HubSpot is connected in Settings.
• Look at Messages: are messages arriving at all? If not, the WhatsApp link is likely dropped — disconnect and re-scan.
• Check Sync Errors for a specific reason.

Conversations land on the wrong contact

• Two HubSpot contacts probably share the same phone number. Merge them in HubSpot, then re-map in Contact Mapping.

A contact was created that shouldn't exist

• Turn off auto-create in Settings and add the number to Excluded Numbers.

Messages are missing

• Group chats and status updates are not logged.
• Messages sent while your phone was offline arrive as soon as the device reconnects.

16. FAQ

Does Whatslink work with WhatsApp Business? Yes — personal and Business accounts both work.

Do I need the WhatsApp Business API? No. Whatslink uses the linked-device connection, so there is no template approval or per-message cost.

Are group chats synced? No, only one-to-one conversations.

Can I sync historical conversations? Whatslink starts logging from the moment you connect. Older conversations aren't imported.

Does Whatslink store my conversations? Messages are transmitted encrypted and written to your own HubSpot portal. See our Security Standards and Privacy Policy.

Can I cancel any time? The monthly plan can be cancelled every month; the yearly plan runs to the end of the billing period.