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Overview

The WhatsApp Phone Numbers page lets you:
  • View all connected WhatsApp phone numbers
  • Assign inbound chat agents to handle messages
  • Register numbers to CLOUD_API provider
  • Add new phone numbers

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Viewing Phone Numbers

Navigate to Dashboard → WhatsApp → Phone Numbers to see all your WhatsApp numbers.

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Phone Number Table

ColumnDescription
Phone NumberYour WhatsApp number
WhatsApp AgentInbound chat agent assigned to this number
Verified NameBusiness name verified with WhatsApp
Platform TypeProvider type (CLOUD_API or other)
IDWhatsApp phone number ID
Quality RatingMeta’s quality rating for this number
ActionsRegister or status indicator

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Assigning Inbound Chat Agent

Any inbound WhatsApp message to your number will be answered by the assigned agent.
1

Ensure CLOUD_API Provider

Number must have Platform Type: CLOUD_APIIf not, register the number first
2

Click WhatsApp Agent Column

Click on the WhatsApp Agent cell for your numberShows:
  • “Assign…” if no agent assigned
  • Agent name if already assigned
3

Select Agent

Modal opens with dropdown
  1. Select agent from list
  2. Can search by agent name
  3. Can clear selection to unassign
4

Save Assignment

Click “Save”Agent is now assigned to handle inbound messages
Only CLOUD_API numbers can have agents assigned. Non-CLOUD_API numbers show “Register via Actions” instead.

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How It Works

Inbound Message Flow: 
WhatsApp User sends message
    ↓
Your WhatsApp Number receives it
    ↓
Assigned Agent responds automatically
    ↓
User receives agent's reply
Use Cases:
  • Customer support via WhatsApp
  • Automated FAQ responses
  • Lead qualification
  • Appointment booking
  • Order status inquiries

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Registering Phone Numbers

If Platform Type is NOT CLOUD_API, you must register the number.
1

Check Platform Type

Look at Platform Type column
  • ✅ CLOUD_API - Ready to use
  • ❌ Other value - Needs registration
2

Click Register

In Actions column:
  • Click the cloud upload icon
  • Button shows loading spinner
3

Wait for Registration

Registration process runsOn success:
  • Platform Type changes to CLOUD_API
  • Actions shows ✅ “Registered”
4

Retry if Needed

If registration fails:
  • Error toast appears
  • Try clicking register again
  • May need multiple attempts
Registration may fail occasionally. Simply retry by clicking the register button again until successful.

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After Registration

Once registered as CLOUD_API:
  • ✅ Can assign inbound chats agent
  • ✅ Can use as outbound number in agents
  • ✅ Fully functional for WhatsApp messaging

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Adding New Phone Numbers

There are two ways to add phone numbers:

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Option 1: Via Callkaro Platform

1

Click Add Number Button

On WhatsApp Phone Numbers page, click “Add Phone Number” button
2

Follow Facebook Flow

Meta popup opens
  1. Select or add phone number
  2. Verify via OTP
  3. Complete setup
3

Number Appears in Table

New number added to your numbers list

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Option 2: Via Meta Platform

1

Go to Meta Business Manager

Visit business.facebook.com
2

Navigate to WhatsApp

  1. Select your App
  2. Go to Settings → Business Settings
  3. Click WhatsApp Accounts
  4. Select your account
3

Add Phone Number

  1. Click “Add Phone Number”
  2. Enter number details
  3. Verify via OTP
  4. Complete setup
4

Sync with Callkaro

Number automatically syncs to CallkaroRefresh your Phone Numbers page to see it

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Using as Outbound Number

To use a WhatsApp number as outbound in an agent:
1

Ensure CLOUD_API

Number must be registered as CLOUD_API
2

Go to Agents Page

Navigate to Dashboard → AgentsOr visit: https://callkaro.ai/dashboard/agents
3

Find WhatsApp Outbound Column

Locate “WhatsApp Outbound Number” column in agents table
4

Select Phone Number

Click dropdown and select your phone numberNote: Only CLOUD_API numbers appear in dropdown
5

Save

Agent now uses this number for outbound WhatsApp messages
Only numbers with Platform Type: CLOUD_API are available for selection as outbound numbers.

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Quality Rating

Meta assigns quality ratings to phone numbers based on:
  • User feedback
  • Message content quality
  • Compliance with WhatsApp policies
  • Spam reports

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Improving Quality

  • Send only relevant, valuable messages
  • Get explicit user opt-in
  • Respond to user messages promptly
  • Avoid spam or promotional overload
  • Follow WhatsApp Business policies
Low quality ratings can lead to reduced messaging limits or account suspension.

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Best Practices

Recommendation: Assign one agent per WhatsApp numberWhy:
  • Clear conversation ownership
  • Consistent customer experience
  • Easier to track performance
Action: Register all non-CLOUD_API numbers right awayBenefits:
  • Unlock agent assignment
  • Enable outbound messaging
  • Full feature access
Check regularly: Review quality ratings weeklyIf rating drops:
  • Review recent message content
  • Check for spam reports
  • Adjust messaging strategy
Strategy: Use different numbers for different purposesExamples:
  • Support: +91 98765 43210
  • Sales: +91 98765 43211
  • Notifications: +91 98765 43212

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Troubleshooting

Issue: WhatsApp Agent column shows “Register via Actions”Cause: Number is not CLOUD_APISolution:
  1. Click register icon in Actions column
  2. Wait for registration to complete
  3. Retry if it fails
  4. Once CLOUD_API, click WhatsApp Agent cell
Issue: Register button fails repeatedlySolutions:
  • Wait 1-2 minutes between attempts
  • Check Meta Business Manager for issues
  • Verify number is properly added in Meta
  • Contact Callkaro support if persists
Issue: Added number doesn’t appearSolutions:
  • Refresh the page
  • Check WhatsApp connection status
  • Verify number added in Meta Business Manager
  • Re-sync by reconnecting WhatsApp
Issue: Number doesn’t appear in agent’s outbound dropdownCause: Number is not CLOUD_APISolution:
  1. Go to WhatsApp Phone Numbers page
  2. Register the number
  3. Return to agents page
  4. Number should now appear
Issue: Number has low quality ratingActions:
  1. Stop sending promotional messages
  2. Only respond to user-initiated messages
  3. Improve message relevance and value
  4. Wait for rating to improve (can take weeks)
  5. If doesn’t improve, consider new number

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Understanding Platform Types

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CLOUD_API

What it is: Meta’s Cloud API for WhatsApp Business Features:
  • ✅ Assign inbound chat agents
  • ✅ Use as outbound number
  • ✅ Full WhatsApp Business API features
  • ✅ Reliable message delivery
This is the required type for full functionality.

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Other Types

What they are: On-premises API or legacy setups Limitations:
  • ❌ Cannot assign agents
  • ❌ Cannot use as outbound
  • ⚠️ Limited features
Action: Register to convert to CLOUD_API

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FAQs

One agent per number. Each WhatsApp number can only have one inbound chat agent assigned.
No. One number = one agent for inbound. But you can use the same number as outbound on multiple agents.
Inbound messages to that number won’t be handled automatically. Users will receive no response.
Usually instant (few seconds). May fail and require retry. Rarely takes more than 1-2 attempts.
Phone number deletion must be done through Meta Business Manager, not Callkaro dashboard.

WhatsApp Connect

Connect your Meta WhatsApp account

Heltar Integration

Alternative WhatsApp provider

AI Sensy Integration

Another WhatsApp provider

Agents

Configure your AI agents