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WhatsApp Multiple Users: What It is and How to Use

Published 18 March 2023
Last updated 25 April 2024
WhatsApp Multiple Users: What It is and How to Use
WhatsApp Multiple Users: What It is and How to Use

Managing customer interactions on WhatsApp can be challenging, especially if you have a large team of agents. But with WhatsApp Multiple Users, you can add multiple team members to your WhatsApp Business account and manage interactions more efficiently.

WhatsApp multiple users is a game-changer feature for businesses seeking excellent customer service on WhatsApp.

In this article, we will explore the benefits of using WhatsApp Multiple Users and how it can help your business succeed.

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What is WhatsApp Multiple Users?

WhatsApp Business Multiple Users is a feature that lets businesses add multiple team members to their WhatsApp Business accounts.

This feature allows them to manage customer interactions and respond to queries efficiently.

Traditionally, WhatsApp limited account usage to one user on a single device.

However, this feature transforms the landscape by allowing the same tab to be active simultaneously on both a phone and computer through WhatsApp Web and Desktop.

For Small Businesses: WhatsApp Business

For micro-small businesses, WhatsApp Business offers the convenience of linking your account to up to five devices, including one primary phone and four additional devices. This setup is particularly beneficial for businesses with small teams.

Furthermore, WhatsApp introduced the WhatsApp Business Premium paid plan, catering to Android users in specific countries and allowing the internet to up to 10 devices.

This plan is valuable for expanding micro-small businesses seeking to enhance their customer support capabilities.

For Larger Businesses: WhatsApp Business API

Larger businesses dealing with higher message volumes and larger teams will find solace in the WhatsApp Business API.

This robust solution boasts features like WhatsApp Business Multi-Device, enabling efficient management of customer interactions without any hindrances.

Remember that exclusive features like messaging inbox and API connectivity are accessible solely through WhatsApp API accounts.

Thus, selecting the appropriate WhatsApp product based on your business size and requirements is paramount.

Read More: What is WhatsApp Business API?

WhatsApp Product Number of Devices Supported Suitable for
WhatsApp Business Account Up to 5 devices, including 1 phone and 4 additional devices Micro and small businesses with a small team size
WhatsApp Business Premium (Paid plan) Up to 10 devices (Only available for Android users in certain countries) Micro and small businesses with a small team size
WhatsApp Business API Multiple devices without limitations Larger businesses with teams of agents and a high volume of messages

How to Use WhatsApp Multiple Users on a Regular WhatsApp Business App?

If you’re a micro-small business owner who wants to use WhatsApp Business to communicate with your customers, you may wonder how to manage multiple users on the app.

Fortunately, WhatsApp Business has options that allow you to do just that.

Keep reading to learn how to use WhatsApp Business with multiple users.

Using WhatsApp Business with Multiple Users via the App

  1. Open the WhatsApp Business App on your phone.
  2. Tap the More Options icon with three vertical dots.
  3. Click Linked Devices.
  4. Click LINK A DEVICE.
  5. Scan the QR code.
  6. Point your phone at the screen of the device you want to link and scan the QR code.

Using WhatsApp Web or Desktop with Multiple Users

You can also use WhatsApp Web or Desktop with multiple users by following these steps:

  1. Open WhatsApp Web or WhatsApp Desktop on your computer.
  2. Click on the three-dot menu in the top left corner.
  3. Click on Settings.
  4. Click on WhatsApp Web/Desktop.
  5. Click on Link a Device.
  6. Scan the QR code displayed on your computer screen using your phone’s camera.

How to Use WhatsApp Multiple Users on a WhatsApp Business API?

First, you must have a WhatsApp Business API account from WhatsApp Business Solution Provider (BSP) such as Mekari Qontak.

This is suitable for larger businesses with teams of agents needing to quickly handle a high volume of messages.

With WhatsApp Business API, businesses can use features like WhatsApp Business Multi-Device to manage customer interactions more efficiently and without limitations.

Additional features like messaging inbox and API connectivity are only available on WhatsApp API accounts.

Here are the steps to use WhatsApp Multiple Users on a WhatsApp Business API:

  1. Sign up for a WhatsApp Business API account with an approved provider.
  2. Set up your WhatsApp Business API account as per the provider’s instructions.
  3. Utilize the API to connect your business systems and tools to your WhatsApp account.
  4. Employ the API to manage multiple users and assign chats to specific agents.

Important Note: Setting up and using a WhatsApp Business API account may be complex and require technical expertise. Collaborating with an approved provider or developer is advisable to ensure accurate setup.

Also Read: What is WhatsApp BSP and How to Partner with Them?

WhatsApp Multiple Users Real Cases

Here are some examples and actual use cases of WhatsApp’s multiple users in some businesses:

Streamlining Student Inquiries at Maranatha University

Maranatha University, facing challenges in managing student admissions due to limited resources, utilizes Qontak’s WhatsApp multiple users feature.

Centralizing inquiries through an official WhatsApp number allows the university to manage multiple admins, allocate agents effectively, and provide timely responses to prospective students.

This solution enhances the admission process, ensuring quick and accurate information dissemination and ultimately increasing successful enrollments.

Enhanced Parent-School Communication at GIS Jakarta

GIS Jakarta optimizes parent-school communication using Qontak’s WhatsApp business multiple users feature.

Through a centralized WhatsApp number, the school manages inquiries from parents and students efficiently.

Not only that, with Qontak’s Chatbot, GIS Jakarta also directs questions to the appropriate divisions, reducing agent workload and allowing personalized support for unique concerns.

This approach leads to faster response times, higher customer satisfaction, and efficient allocation of customer support resources.

Efficient Student Support at IALF Language Center

IALF Language Center enhances student support by adopting Qontak’s WhatsApp business multiple users feature.

With a centralized official WhatsApp number, IALF quickly responds to inquiries from prospective and current students.

IAlF also uses Qontak’s Chatbot to assist with common questions, allowing agents to focus on personalized assistance.

Streamlined Admissions at UGM DPP

UGM’s Directorate of Education and Teaching (DPP) employs Qontak’s WhatsApp multiple-user feature to streamline student inquiries during admissions.

UGM DPP effectively manages high volumes of inquiries by centralizing inquiries through an official WhatsApp number.

UGM DPP also uses Qontak’s Chatbot aids in handling common questions, and tagging allows for refined FAQ creation.

Real-time monitoring ensures prompt responses and enhances the overall inquiry management process, leading to faster response times and increased student satisfaction.


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