Documentation · Guides · Setup
WAAPIBOX Guides & Docs
Everything you need to set up, customise and master WAAPIBOX — from AI automation, Education ERP, Hospital CRM and every channel & solution. Step by step, no jargon.
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Getting Started
Go from zero to live in under 30 minutes. Everything you need to launch your first automation.
Quick Start — Launch in 30 Minutes
1
Create your account — Sign up with your business email at
waapibox.in/auth/register. Verify your email and phone.2
Complete onboarding — Enter your business name, industry, products/services and team details. This trains the AI on your data.
3
Connect a channel — Start with WhatsApp (fastest). Scan the QR, verify your business number and you're live.
4
Turn on the AI Chatbot — Enable the default flow. The AI answers product, pricing and FAQ questions instantly.
5
Test it yourself — Send a message to your own WhatsApp number. Ask "What are your prices?" and see the AI reply.
6
Invite your team — Add agents, assign them leads and set up their inbox access.
Pro tip: Book a free onboarding call and our team will set up everything for you — usually within 24 hours.
Account Setup & Onboarding
1
Business profile — Add your business name, logo, address, GST number and industry category.
2
Products & services — Add each product/service with price, description and features. This feeds the AI.
3
Team & roles — Invite team members. Assign roles: Admin, Manager, Agent, Accountant, Viewer.
4
Notification preferences — Choose where alerts go: WhatsApp, email, SMS or in-app.
5
Business hours — Set your working hours so the AI knows when to route to humans vs auto-reply.
Create Your First Automation
Automations are trigger → action workflows. Here's how to build one from scratch:
1
Go to Platform → Flow Builder.
2
Click New Flow. Give it a name like "New Lead Welcome".
3
Choose a Trigger — e.g. "New WhatsApp Enquiry" or "Form Submitted".
4
Add an Action — e.g. "Send WhatsApp Message" or "Assign to Agent".
5
Optionally add a Delay — e.g. wait 5 minutes, then send a follow-up.
6
Click Publish. The flow is live and will trigger automatically.
Good first flow: Welcome message → ask product interest → send brochure → assign to sales rep.
Platform Setup
Configure AI Chatbot, Flow Builder, Lead Automation, Inbox, Campaigns, Analytics and AI Agent.
AI Chatbot — Complete Setup
AI Chatbot Configuration
1
Go to Platform → AI Chatbot.
2
Train the AI — Upload your product catalogue, pricing and FAQs. The AI learns from these.
3
Set languages — Enable English, Hindi and regional languages. Auto-detection is on by default.
4
Configure handoff — Set when the AI should pass to a human: after 3 unanswered questions, or when the customer says "agent".
5
Set fallback — What happens if the AI doesn't know? Default: "Let me connect you with our team."
Pro tip: Feed the AI your most-asked questions first. Start with 20-30 FAQs for maximum accuracy.
Flow Builder — Visual Automation
1
Open Flow Builder from the sidebar. You'll see a canvas.
2
Drag a Trigger node (right panel) onto the canvas.
3
Drag an Action node and connect it to the trigger.
4
Add Conditions — e.g. if budget > ₹10L, route to senior agent; else standard agent.
5
Click Test to run the flow with sample data before publishing.
Important: Always test a new flow with your own number before publishing. Mistakes can trigger unwanted messages.
Lead Automation — Capture, Qualify & Convert
1
Go to Platform → Lead Automation.
2
Connect your lead sources — Meta Ads, Google Ads, website forms, WhatsApp, calls.
3
Set up AI qualification rules — budget, timeline, location, product interest.
4
Configure auto-routing — assign leads by city, language or deal size.
5
Enable instant follow-up — auto-send WhatsApp in 5 seconds for every new lead.
Pro tip: Leads contacted within 5 minutes are 9x more likely to convert. Turn on instant WhatsApp follow-up.
Smart Follow-ups — Automated Nurture
1
Go to Platform → Smart Follow-ups.
2
Create a sequence — name it, choose trigger (new lead, cart, order, etc.).
3
Add steps — Day 1: Welcome message. Day 3: Brochure. Day 7: Follow-up.
4
Set stop conditions — sequence stops when they reply, buy or opt out.
5
Turn on best-time AI — it picks the optimal send time per contact.
Best practice: 5-7 touchpoints over 14 days works best for most businesses. Don't over-message.
Unified Inbox — All Channels, One Place
1
Go to Platform → Inbox. All channels appear in one list.
2
Click any conversation to open it. Reply, add notes or assign to an agent.
3
Use Quick Replies for common responses (saved templates).
4
Tag conversations with Hot / Warm / Cold for pipeline tracking.
5
Set up AI reply suggestions — AI drafts responses for agents to approve/edit.
Campaigns — Bulk Broadcasting & Drips
1
Go to Platform → Campaigns → New Campaign.
2
Choose channel — WhatsApp, Instagram, Facebook, Telegram, SMS, RCS or Email.
3
Select audience — filter by city, product, funnel stage or custom tags.
4
Write the message — use placeholders like
{name} and {product} for personalisation.5
Schedule or send now. Track opens, reads and replies in real time.
Pro tip: Test your campaign with 100 contacts first. Once the response is good, scale to full list.
Analytics — Revenue, Attribution & Forecasting
1
Go to Platform → Analytics.
2
Filter by date range: today, this week, this month or custom.
3
View KPIs: leads, conversions, response time, revenue and drop-off.
4
Check channel attribution — which channel drove which revenue.
5
Enable AI forecasting — predict next month's revenue and order volume.
AI Agent — Autonomous Multi-Step Tasks
1
Go to Platform → AI Agent.
2
Give the agent a goal — e.g. "Qualify this lead, book a demo and send confirmation."
3
Select tools the agent can use — CRM, WhatsApp, email, calendar, payments.
4
Set guardrails — approval steps for sensitive actions (payments above ₹X).
5
Test the agent with a real workflow. Review the audit trail of every action.
Recommended: Start with read-only actions. Once comfortable, enable write actions with approval steps.
Tools & Software
Set up Education ERP, Hospital CRM, Business CRM, POS, AI Ecommerce Store and more.
Education ERPCampus management
Hospital CRMPatient management
Business CRMSales pipeline
POS / BillingRetail billing
AI StoreCustom domain store
Shopify & WooStore integration
Forms BuilderNo-code forms
Review QRGoogle reviews
Education ERP — Complete Campus Setup
Admissions & Student Records
1
Go to Education ERP → Students → Add Student.
2
Fill: name, DOB, class, section, parent details, contact, address.
3
Assign a roll number (auto-generated or manual).
4
Upload documents: birth certificate, Aadhaar, previous marksheet.
5
Click Save. The student appears in the class roster and parent app.
Attendance Setup
1
Go to ERP → Attendance.
2
Manual marking: Select class → mark present/absent → save. Done in 30 seconds.
3
Biometric integration: Connect your device in Settings → Integrations. Data syncs automatically.
4
Parent alerts: Turn on "Auto SMS/WhatsApp to parent on absence" in Settings.
Fee Management
1
Go to ERP → Fees → Fee Structure. Set up fee heads (tuition, transport, exam, etc.) per class.
2
Assign fee plans to students — annual, term-wise or monthly.
3
Parents receive auto reminders 7 days and 1 day before due date.
4
Online payment via UPI, card, netbanking — receipts auto-generated and sent via WhatsApp + email.
Exams & Report Cards
1
Go to ERP → Exams → Create Exam. Name it (e.g. "Term 1 — 2026").
2
Add subjects, max marks, pass marks and exam date for each.
3
After the exam, go to Exams → Enter Marks. Enter marks per student per subject.
4
Click Generate Report Cards. PDFs are created for every student automatically.
5
Publish results — parents see them instantly in the Parent App + WhatsApp notification.
Bulk import: Use the CSV template in the Students section to add 500+ students in one go.
Hospital CRM — Patient & Appointment Management
1
Go to Hospital CRM → Patients → Add Patient. Fill demographics, contact, insurance details.
2
Add doctors & departments — set schedules, OPD timings and consultation fees.
3
Configure appointment booking — slot durations, buffer times and reminders.
4
Set up lab & pharmacy modules — test orders, sample tracking, stock management.
5
Turn on patient reminders — appointment, medication and follow-up alerts via WhatsApp/SMS.
Business CRM — Sales Pipeline Setup
1
Go to CRM → Contacts → Add Contact. Or import via CSV.
2
Set up pipeline stages — New → Contacted → Qualified → Proposal → Won/Lost.
3
Create custom fields — budget, timeline, product interest, etc.
4
Set up lead scoring — AI scores every lead HOT/WARM/COLD based on behaviour.
5
Configure task reminders — auto-reminders for calls, meetings and follow-ups.
POS / Billing — Retail Setup
1
Go to POS → Products → Add Product. Enter name, SKU, price, GST rate, HSN code.
2
Set up GST configuration — tax rates per product category.
3
Configure payment modes — cash, UPI, card, wallet, credit.
4
Connect your barcode scanner & thermal printer — plug and play.
5
Turn on offline mode — billing works without internet, syncs when back online.
Hardware: WAAPIBOX POS works with any USB/Bluetooth barcode scanner, thermal printer (58mm/80mm), weighing scale & cash drawer.
AI Ecommerce Store — Custom Domain Store
1
Go to AI Store → Setup. Connect your custom domain (yourstore.com).
2
Add products — name, price, images, variants, stock, description.
3
Set up payment gateway — Razorpay, Stripe, UPI, COD.
4
Configure segment pricing — different prices for B2C, B2B, VIP, Distributor.
5
Enable AI recommendations — personalised product suggestions per visitor.
6
Connect WhatsApp checkout — cart → WhatsApp → order placed.
Shopify & WooCommerce — Store Sync
Shopify
1
Install the WAAPIBOX app from Shopify App Store.
2
Authorise the app — products, orders and customers sync automatically.
3
Set up cart recovery — after X minutes of cart abandonment, WhatsApp reminder fires.
4
Enable order updates — auto-WhatsApp on confirmation, shipping, delivery.
WooCommerce
1
Download & install the WAAPIBOX WooCommerce plugin.
2
Paste your API key from WAAPIBOX dashboard.
3
Enable the integrations you need — cart recovery, order updates, COD confirmation.
4
Save. Orders start syncing instantly.
Forms Builder — No-Code Forms
1
Go to Forms Builder → New Form. Choose blank or a template.
2
Drag & drop fields — text, email, phone, dropdown, file upload, signature, payment.
3
Add conditional logic — show/hide fields based on previous answers.
4
Connect WhatsApp alerts — every submission pings you on WhatsApp.
5
Embed on your website, share the link, or generate a QR code.
AI Google Review QR — Collect 5★ Reviews
1
Go to AI Review QR → Setup. Connect your Google Business Profile.
2
Choose QR template — standee, bill footer, sticker or packaging.
3
Customer scans QR → picks mood & keywords → AI writes the review.
4
Turn on negative review shield — unhappy customers route to private feedback.
5
Track reviews, staff performance and rating trends in the dashboard.
Channel Setup
Connect each channel and turn on automation — WhatsApp, Instagram, Facebook, Telegram, SMS, RCS, AI Voice and Email.
WhatsApp5 min setup
Instagram5 min setup
Facebook5 min setup
Telegram3 min setup
SMS24 hour setup
RCS3–5 days setup
AI Voice Call5–7 days setup
Email3–5 days setup
WhatsApp Business API — Complete Setup
Getting Started
1
Go to Channels → WhatsApp → Connect.
2
You need a Facebook Business Manager account. Create one at business.facebook.com if you don't have it.
3
Verify your business with Meta (may need GST/PAN).
4
Enter your WhatsApp Business phone number — one not registered on regular WhatsApp.
5
Meta verifies the number — you'll receive an OTP.
6
Submit templates for approval (Meta takes 5 min – 24 hours). Once approved, you can send messages.
Creating Templates
1
Go to Channels → WhatsApp → Templates → Create Template.
2
Choose category — Marketing, Utility or Authentication.
3
Write the template body. Use
{{1}}, {{2}} for variables.4
Add buttons — Quick Reply, Visit Website, Call Phone Number.
5
Submit for Meta approval. Once approved, use in campaigns.
Managing Your WhatsApp API
1
Change Display Name — WhatsApp → Settings → Display Name.
2
Set 2FA — WhatsApp → Settings → Two-Factor Authentication.
3
Green Tick — Submit business verification documents. WAAPIBOX guides you through Meta's process.
4
Account Quality — Monitor quality rating. Green = good, Yellow = warning, Red = at risk.
5
Messaging Limits — Start at 1,000/day. Increase by maintaining good quality.
Important: Never use unofficial "grey-market" WhatsApp tools. Use the official API only — we handle the setup for you.
Instagram DM Automation
1
Go to Channels → Instagram → Connect.
2
Your Instagram account must be a Business or Creator account. Convert for free in Instagram settings.
3
Connect it to your Facebook Page (they must be linked).
4
Authorise WAAPIBOX to access your Instagram DMs and comments.
5
Turn on Comment-to-DM: any comment on your reel with "Price" → auto DM with pricing info.
Facebook Messenger & Lead Ads
1
Go to Channels → Facebook → Connect.
2
Select the Facebook Page you want to connect.
3
Authorise WAAPIBOX in Meta Business Suite.
4
Enable Lead Ads integration — any Facebook lead form submission lands in your CRM instantly.
5
Turn on Auto-reply for Messenger — every message gets an AI reply within seconds.
Telegram Bot & Communities
1
Open Telegram and search @BotFather.
2
Send
/newbot and follow prompts to name your bot.3
BotFather gives you a bot token (copy it).
4
Paste the token into WAAPIBOX → Channels → Telegram → Connect.
5
Add the bot to your groups. It will welcome new members, answer questions and broadcast announcements.
Bulk SMS (DLT Compliant)
1
Go to Channels → SMS → Connect.
2
Enter your DLT Entity ID and Sender ID (registered with TRAI). If you don't have them, we assist with registration.
3
Add your DLT template IDs for each message type (promotional, transactional, OTP).
4
Set up SMS credits — purchase from the Billing section.
5
Test with your own number. Once verified, launch campaigns.
Promotional SMS only reaches non-DND numbers between 9 AM–9 PM. Transactional SMS reaches all numbers, 24/7.
RCS Business Messaging
1
Go to Channels → RCS → Connect.
2
Submit your business for Google RCS verification (we guide you).
3
Once verified, your business logo + green tick appear in Google Messages.
4
Create rich cards, carousels and suggested replies in the RCS builder.
5
Test on an Android phone. RCS works on Android 5+; iOS 18+ supports it too.
AI Voice Call Agents
1
Go to Channels → AI Voice → Create Voice Agent.
2
Choose a voice model — male/female, Hindi/English accent.
3
Upload or write your call script. The AI will follow this conversation flow.
4
Set triggers — e.g. "Call every new lead within 5 minutes" or "Call parents when fee is overdue".
5
Test the AI by calling your own number. Adjust script if needed.
Concurrency: Each agent handles 100 simultaneous calls. Need more? Contact support for enterprise volume.
Email Campaigns & Drips
1
Go to Channels → Email → Connect Domain.
2
Add SPF, DKIM and DMARC records to your DNS (we provide exact values).
3
Verify the domain. Deliverability is now 99%+.
4
Choose a template — Welcome, Fee Receipt, Scholarship, Newsletter or Webinar.
5
Build your campaign with the drag-drop editor. Add personalisation like
{name} and {course}.6
Schedule or send. Track opens, clicks and revenue per campaign.
Solutions Setup
Configure WAAPIBOX for your specific industry, segment or consultant practice.
For Schools (K-12)
1
Enable Education ERP — student records, attendance, exams, fees and parent app.
2
Configure class & section structure. Add teachers, assign subjects.
3
Turn on attendance alerts — parents get an SMS/WhatsApp when their child is absent.
4
Set up fee plans — term-wise or monthly. Enable online payment.
5
Add the Parent App to your school's website with a download QR.
For Coaching & Training Institutes
1
Set up batch-wise student management — each batch gets its own group.
2
Configure demo class booking — students book a slot, get reminders, attend, then enrol.
3
Set up test series & result publishing — auto-notify students of scores.
4
Turn on referral program — existing students refer friends, both get rewarded.
5
Enable fee reminders for batch-wise fee cycles.
For Education Consultants
1
Buy verified leads from the Lead Marketplace — filter by course, city, budget.
2
Set up AI outreach — leads get an instant WhatsApp + AI voice call.
3
Configure follow-up sequences — 7-day, 14-day and 30-day drips.
4
Join the Partner Program to resell WAAPIBOX under your own brand.
For Healthcare (Hospitals & Clinics)
1
Enable Hospital CRM — patient records, appointments, labs, pharmacy, billing.
2
Set up doctor schedules — OPD timings, consultation fees, availability.
3
Turn on appointment reminders — WhatsApp/SMS alerts reduce no-shows by 62%.
4
Enable telemedicine — video consults with e-prescriptions and payment collection.
5
Connect lab & radiology — LIS for sample tracking, PACS for imaging.
For Ecommerce & D2C Brands
1
Connect your store — Shopify, WooCommerce or AI Store.
2
Set up cart recovery — WhatsApp + email + SMS sequence.
3
Enable COD confirmation — AI voice call or WhatsApp to confirm before dispatch. Cut RTO by 60%.
4
Turn on order updates — auto-WhatsApp on confirmation, shipping, delivery.
5
Set up review requests — post-delivery NPS & Google reviews.
Admin & Settings
Manage your account, team permissions, integrations and billing.
Team Roles & Permissions
1
Go to Admin → Team.
2
Invite team members via email. Assign role: Admin (full), Manager (own team), Agent (own leads), Accountant (fees).
3
Set channel access per role — e.g. agents see WhatsApp, not Instagram.
4
Configure session settings — login hours, IP restrictions.
Billing, Plans & Upgrades
1
Go to Admin → Billing. See your current plan and usage.
2
Add payment method — UPI, card or netbanking.
3
To upgrade: click Change Plan, choose new plan and confirm.
4
Download invoices — monthly, GST-compliant PDFs available instantly.
5
Add channel wallet balance for WhatsApp/SMS/RCS usage.
Troubleshooting
Quick fixes for common issues — so you never get stuck.
WhatsApp messages not delivering
Check these in order:
1
Meta status: Check if your WhatsApp Business account is approved. Pending verification blocks sends.
2
Template approval: Templates must be approved by Meta. Check under Channels → WhatsApp → Templates.
3
24-hour window: You can only send free-form messages within 24 hours of the user's last message. Otherwise, use a template.
4
Opt-in status: The user must have opted in to receive your messages. Check consent records.
AI Chatbot giving wrong answers
1
Go to AI Chatbot → Training Data. Verify your product info, pricing and FAQs are correct.
2
If the AI says something incorrect, click Flag on that response. It goes to our team for correction.
3
Use the Fallback Message setting: if the AI isn't confident, it should say "Let me connect you with our team."
4
Retrain after any pricing or product change — click Retrain AI in the chatbot settings.
Emails landing in spam
1
Verify SPF, DKIM and DMARC records are correctly set in your DNS. Check in Channels → Email → Domain Health.
2
Warm up your sending domain — start with small batches (200–500/day) and increase gradually.
3
Clean your list — remove hard bounces and unsubscribes immediately.
4
Avoid spam trigger words in subject lines: "FREE!!!", "100% guaranteed", all caps.
Payment gateway not working
1
Check if your payment gateway (Razorpay/Stripe) API keys are correct and in live mode (not test).
2
Verify webhook URLs are set correctly in your gateway dashboard.
3
Ensure your domain is HTTPS (SSL active) — gateways reject non-SSL.
4
Check gateway account status — sometimes KYC is incomplete.
Flow not triggering
1
Check if the flow is Published (not Draft).
2
Verify the Trigger matches the event — e.g. "New WhatsApp Enquiry" only fires on new chats.
3
Test the flow with sample data using the Test button.
4
Check Execution Logs — see why a flow didn't fire for specific contacts.
Frequently Asked Questions
Quick answers to the most common questions about WAAPIBOX.
Do I need technical skills to use WAAPIBOX?
No. Everything is visual — drag-drop flow builder, click-to-edit templates and guided setup. If you can use WhatsApp, you can use WAAPIBOX.
How long does setup take?
WhatsApp: 5 minutes. Full platform + ERP: 2–4 weeks with our onboarding team. AI Voice Call: 5–7 days. Email: 3–5 days.
Can I use WAAPIBOX on mobile?
Yes. The admin panel is fully responsive. Customer and staff apps are available on iOS and Android.
Is my data secure?
Yes. All data is encrypted in transit and at rest. Role-based access, audit logs and daily backups are standard. We are DPDP Act compliant.
Do you provide support?
Yes. Every plan includes a dedicated success manager, WhatsApp support and 24×7 help for critical issues.
Can I cancel anytime?
Yes. No long-term lock-in. Cancel with one click from the Billing section.
Do you offer a free trial?
Yes. Book a demo and we set up a free trial with your own data so you can test the AI and flows before committing.
Can I integrate with my existing CRM?
Yes. We support popular CRMs (Zoho, HubSpot, Salesforce), Google Sheets and custom API endpoints. Lead and conversation data syncs bidirectionally.
Can I use my own custom domain for the store?
Yes. AI Ecommerce Store supports custom domains — connect yourstore.com in one click.
Does WAAPIBOX work for B2B and B2C?
Yes. AI Ecommerce Store supports both B2B and B2C with segment-wise pricing — retail, wholesale, VIP and distributor pricing all in one store.
Can't Find What You're Looking For?
Our team is here to help. Book a call or message us on WhatsApp — we'll walk you through it.