Connect
Multiple WhatsApp numbers in one inbox
Each number is an instance in Settings › Channels: create a New instance for each one and scan the QR with that number’s phone. All conversations land in the same inbox, and you filter by WhatsApp number in the inbox and by Number in Analytics.
Step by step
Create one instance per number
In Settings › Channels, New instance, a name that identifies the number (e.g.,
sales-ny,sales-la) and Create and generate QR.Scan the QR with the right phone
Each QR must be scanned by the phone of the matching number.
Create tracked links per number
In Settings › Tracked links, each link points to a WhatsApp number. That way each campaign or page leads to the right number.
How handling conversations works
- A single inbox with conversations from every number. The WhatsApp number filter shows just one of them.
- Replies go out from the same number the conversation came in on.
- The rotation covers the whole organization, not each number: every active salesperson gets leads from every number.
- To send one number’s leads to a specific person, use a tracked link with a Fixed salesperson.
Compare numbers in reports
In Analytics, the Number filter breaks down leads, meetings, sales and revenue by number. When you filter by number, ad spend is split by that number’s share of paid leads (the Allocated cost), because Meta doesn’t know which number handled the conversation.
Example
Fictional example: Example Co. has sales-ny and sales-la. This month, sales-ny got 180 paid leads and sales-la got 120. With $6,000 in spend for the period, Analytics filtered by sales-ny shows $3,600 in allocated cost (60%), and sales-la shows $2,400.
How many numbers can I connect
It depends on the plan: 1 number on Essential, 3 on Growth (added up across the account’s organizations) and 3 per client on Agency. Prices are on pricing. Extra numbers can’t be bought in the dashboard: talk to us.
The same person on two numbers
If the same customer messages two numbers, TraceClose tries to recognize the contact and merge it into the same lead. When it isn’t sure, it suggests the merge in Settings › Duplicates, and nothing is merged automatically (duplicate leads).
Didn’t work? See…
- You can’t create another instance: plan limit reached.
- One of the numbers dropped: WhatsApp disconnected.
- A salesperson isn’t getting leads from a number: a salesperson isn’t getting leads.
Frequently asked questions
Can I split the team by number?
Not directly: the rotation belongs to the organization. What you can do is use tracked links with a fixed salesperson. If the operations are truly separate, each one can be its own organization.
Can a reply go out from a different number?
No. A conversation always replies from the number it came in on.
See the path from ad to sale in your WhatsApp.
Try TraceClose free for 7 days with your team. No card needed to try.