WhatsApp CRM integration

The WhatsApp CRM integration brings your client and prospect chats into Vetta. Messages appear in the Unified Inbox and on the People and Company records they belong to, so every interaction is captured without manual data entry, and you can send WhatsApp steps in your sequences from the same number.

Each connected WhatsApp number has two separate settings on the Integrations page: Sync decides which conversations come into Vetta, and Message visibility decides how much of them your teammates can read.

WhatsApp sync modes

Sync has two modes, Everything and Selected. WhatsApp matches people by their phone number, so what counts is whether the number is on a CRM record. A new number starts on Selected unless you saved different defaults.

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Why a LinkedIn or WhatsApp conversation is missing from your inbox, and how the Sync setting fixes it. On the account in Core Integrations, a new account starts on Selected, which only brings in people already in your CRM with their LinkedIn URL or WhatsApp number. Everything creates a record for everyone you talk to and imports all your chats in the background, including cold outreach from people you do not know yet. Use it when a chat you expected is not showing. Message visibility is a separate setting.

Transcript

When a LinkedIn or WhatsApp conversation is missing from your inbox, open Core Integrations and check the account's Sync setting. A new account starts on Selected, which only brings in people already in your CRM with their LinkedIn URL, or their number on WhatsApp, so to pull a conversation in, add the person with it. Switch Sync to Everything and every conversation shows up in your inbox in the background, without creating a record, and from there you add anyone you want to People. Everything also brings in cold outreach from people you don't know yet. Message visibility is a separate setting with its own video.

1. Everything mode

Vetta syncs all conversations from your WhatsApp account, including cold outreach from people who are not in your CRM.

People you chat with who are not in your CRM do not go into People or Leads. Their conversations wait in the inbox under Synced (Not in People), and you add the ones that matter with Add to people. Personal chats simply stay there, or can be unsynced from the inbox at any time (see Managing personal or unsynced conversations).

This mode suits users who want every WhatsApp conversation in one place.

2. Selected mode

Selected syncs only conversations with people already in your CRM with their WhatsApp number on the record.

In this mode:

• Personal chats with people outside your CRM are never imported
• Only conversations with existing CRM contacts appear in Vetta: to bring a new one in, add the person with their phone number, or switch Sync to Everything
• You keep personal and professional communication apart

This is the most privacy-focused option.

Message visibility

Message visibility decides how much of your WhatsApp conversations a teammate can read, for example on a contact's record:

• Everything: message content and participants are shared with your team
• Metadata: only the timestamp and participants are shared, with the content hidden

You always see everything on your own number. Message visibility does not change which chats come in: that is Sync.

Importing conversations and creating records

From the Unified Inbox, you can:

• Work with 1-to-1 WhatsApp conversations
• Work with group conversations
• Add the person behind any conversation to People in one click with Add to people

This makes it easy to turn real conversations into People, Companies and Opportunities without switching tools.

Collaboration across your team

WhatsApp conversations are often locked inside one person's phone. In Vetta, the owner of a connected number can share it from its row in Settings > Core Integrations with View Only or Full access (Full access lets the teammate send from it), and a single conversation can be shared from the inbox. Roles do not decide who reads your chats: sharing does. See Inbox filters, views and collaboration.

How to enable WhatsApp sync

1. Open Settings from the sidebar
2. Go to Core Integrations
3. Click Add on the WhatsApp integration
4. On Sign in to WhatsApp, choose Qrcode (or Pairing code) and follow the steps:
   • Open WhatsApp on your phone
   • Tap Menu or Settings and select Linked devices
   • Tap Link a Device
   • Point your phone at the screen to capture the code (it is valid for 60 seconds)
5. Back on the Integrations page, select the number and choose its Sync mode and Message visibility

Personal WhatsApp and the WhatsApp Business app connect the same way, with the code.

The number shows Importing while its history comes in (the first sync can take up to 8 hours), then Active. If it ever shows Sync failed, use Reconnect in its three-dot menu: it keeps the same account, its conversations and its sequences.

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Connecting your email, calendar, LinkedIn and WhatsApp so Vetta can see your conversations. It goes through Settings, then Integrations under Core Integrations, and the card for each channel: Add on the Email card for Google, Microsoft or IMAP and SMTP, email visibility (Everything, Subject and metadata, Metadata), Contact auto-creation, and for LinkedIn and WhatsApp the Message visibility and Sync (Everything or Selected) settings. A new account shows Importing, then Active. Use it for first-time account setup. Each setting has its own video.

Transcript

Your CRM in Vetta works best when it can see your conversations. Open Settings, then Integrations under Core Integrations. Each channel has its own card: email, Google calendar, LinkedIn, WhatsApp, and your AI meeting note taker. To connect a mailbox, click Add on the Email card, and choose Google, Microsoft, or any other provider over IMAP and SMTP. Back on the card, decide what your team can see. Everything shares the subject, body and attachments. Subject and metadata leaves the body out, and Metadata shows only who and when. You always see your own messages in full; this only changes what teammates see. Contact auto-creation adds the people you email: sent and received, sent only, or none. Your calendar works the same way, with its own visibility and contacts from your meetings. LinkedIn and WhatsApp connect through a secure sign-in, and each account has two settings. Message visibility decides how much teammates can read: Everything, or Metadata, which shows only who and when. Sync decides which conversations come in: Everything, or Selected, only the ones with people already in your Vetta workspace. A new account shows Importing while its history comes in, then Active, and your contacts' timelines fill in on their own.

Where to see your WhatsApp conversations

Unified Inbox

The Unified Inbox centralises conversations from WhatsApp, LinkedIn and email, so you can manage them without switching between tools. See Understanding the Vetta unified inbox.

Record conversations

Each Person or Company record contains a Conversations tab where synced messages appear. From there, you can review past conversations, reply directly inside Vetta and keep a complete history of client interactions.

Common questions

Key outcome

With WhatsApp connected, the chats that matter to your sales become part of your CRM: they appear in the inbox and on the right records, your team reads as much as you allow, and personal chats stay out of the way.