WhatsApp Setup and Connection Rules

Guide intro

This guide covers the client-facing connection flow for WhatsApp inside ConvortAI. The most important idea is that the connected number should be treated as a business asset with clear ownership, not as a disposable test number that changes every day.

A stable setup depends on understanding QR connection, linked-device expectations, and what happens when you reset or reconnect the session. These rules matter because teams often assume a reconnect is only a technical task, when it can also affect who should be using the number and how daily operations are monitored.

QR connection basics

ConvortAI uses a QR-based connection workflow for supported WhatsApp session linking. When the QR is ready, the phone that owns the WhatsApp account needs to scan it through the linked-device process.

Once connected, keep the business phone available for operational review and avoid casual sign-outs from linked devices unless you intentionally plan to reconnect the session.

Steps

• Open the connection area and wait for QR readiness.
• Scan the QR from the phone that owns the business WhatsApp account.
• Confirm the instance reaches a healthy connected state before testing live workflows.

Linked-device and session ownership rules

Connection works best when the business decides clearly who owns the connected WhatsApp identity. Changing phones, removing devices casually, or mixing testing across several people can create unnecessary instability.

If the business wants to change the active connected number later, plan that change rather than treating it like a quick toggle during live customer traffic.

Warnings

• Avoid logging out from WhatsApp linked devices unless your team expects to reconnect.
• Do not let multiple people make connection changes during active business hours without coordination.

Reset login and reconnect behavior

Reset Login removes the active WhatsApp session and prompts a new QR scan. It does not mean the whole business setup disappears, but it does interrupt the active connection until a fresh scan is completed.

Reconnect planning matters because customers may still message while the number is being reset. Keep a short operational plan ready for that window.

Steps

• Pause important customer handling before resetting if possible.
• Run Reset Login only when the responsible phone owner is available to rescan.
• Test one or two real message paths after reconnection before considering the instance fully back online.

Best practices

• Reconnect during quieter periods when possible.
• Keep one person responsible for confirming the connection is healthy again.

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