WhatsApp Inbox & Messaging
Connect your agency's WhatsApp number (QR Code or Meta Cloud API), manage live customer chats, send templates, and assign conversations.
What is this?
Step-by-Step Guide
Connect WhatsApp Number
Go to Settings → WhatsApp Settings. Choose 'QR Code' to scan your phone, or enter your Meta Cloud API Phone Number ID and WABA ID.
Open WhatsApp Inbox
Navigate to Inbox → WhatsApp Inbox. Active traveler conversations appear on the left pane, newest message first.
Reply and Assign
Click on any conversation. Type your reply or attach a quotation PDF. Use the top dropdown to assign the traveler to a specific sales agent.
One-Click Lead Creation
If an incoming WhatsApp message is a new traveler inquiry, click '+ Create Lead from Chat' to copy the sender's name and phone number straight into your sales pipeline.
Field-by-Field Breakdown
Detailed definitions for every form input, why it is needed, and realistic travel agency examples.
| Field Name | What it Means & Why Needed | Example Value | Required? |
|---|---|---|---|
| Connection Type | How your agency WhatsApp connects to TourVilo. Why: Provides flexibility between instant zero-cost setup (QR code scan) and enterprise scale (Official Meta Cloud API). Baileys QR Code: Scan your agency phone's WhatsApp Web QR code. Ideal for small to mid-sized agencies wanting instant zero-cost connection.Meta Cloud API: Connect your official Meta WhatsApp Business Account (WABA) with phone number ID. Ideal for high-volume enterprise agencies. | Baileys QR Scan / Meta Cloud API | Yes |
| Chat Assignment | The staff member currently handling this conversation thread. Why: Prevents multiple agents from answering the same traveler with conflicting messages. | Assigned to: Sarah Jenkins | Optional |
| Message Templates & Attachments | Pre-approved quick replies, quotation PDFs, and itinerary brochures. Why: Enables agents to send professional travel proposals in one click. | Quotation Delivery Template / Payment Reminder Template | Optional |
Best Practices & Pro Tips
- Keep your phone connected to Wi-Fi if using the QR code connection method to maintain a stable socket sync.
- Use WhatsApp templates to standardize welcome greetings and deposit acknowledgment receipts across all your agents.
Common Mistakes to Avoid
- Logging out of WhatsApp Web on your physical phone — if you accidentally log out on your phone, simply visit WhatsApp Settings in TourVilo and re-scan the QR code.
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