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Online guide to use WhatsApp Business with multiple users

A Step By Step Guide to Use WhatsApp Business with Multiple Users

WhatsApp, founded in 2009 and famously acquired by Facebook 5 years later for USD 19 billion, has hit more than 2 billion monthly active users as of 2022. The success is definitely not a coincidence. With its ease of use, clear interface, multimedia message sharing, and ad-free features, WhatsApp is truly outstanding. With the functions tailor-made for different types of users from both small and large businesses, almost everybody is fascinated with this revolutionary messaging platform.

Still, some might find it hard to manage due to certain capacity and message limits. Simply put, since WhatsApp applies an authentication system that uniquely connects it to one phone number, it is challenging to access the WhatsApp account on multiple devices at the same time. This is exceptionally challenging for medium and large businesses. With thousands of inbound messages and countless users, how can they keep track of all communications with only one device?

This is especially true for businesses that use WhatsApp links to make it even easier for customers to contact them, leading to a surge in conversations. Such businesses may then choose to use a WhatsApp Manager to better manage conversations!

Connect to WhatsApp Business API now!

Connect to WhatsApp Business API and get the first 1,000 service conversations free each month.

WhatsApp Business: multi-device vs multi-user

Can multiple users use WhatsApp Business?

WhatsApp Business App users can log in to their account on mobile phones, tablets and laptops via WhatsApp Web. In other words, logging in to the same WhatsApp Business account using multiple devices can be done easily.

However, if you have a big team sharing the same WhatsApp Business account, it is another story. One account can be linked to 4 additional devices, either a phone, a tablet, or desktop at a time so it is nearly impossible for everyone to manage the same account if you have a team of more than 5 members. Seems like a familiar issue? It's time that you explore another solution - WhatsApp Business API.

Heard of the WhatsApp Business API but isn't sure how it works? Check out our comprehensive guide.

WhatsApp Business Account with multiple users

You can use WhatsApp on up to four linked devices at once without keeping your phone connected. Starting from 2023, you can link up to 10 devices to your account when you subscribe to WhatsApp Business Premium. You can even log in using a one-time code from the registered phone number instead of scanning the QR code. This let users have WhatsApp Business App with multiple users access.

WhatsApp web login from desktop

WhatsApp multi user access on Android

  1. Open WhatsApp on your phone.

  2. Tap More options > Linked devices.

  3. Tap Link A Device.

  4. Unlock your phone:

    • If your device has biometric authentication, follow the on-screen instructions.

    • If you don’t have biometric authentication enabled, you’ll be prompted to enter the pin you use to unlock your phone.

  5. Point your phone at the screen of the device you want to link to scan the QR code.

WhatsApp multi user access on iOS or iPhone

  1. Open WhatsApp on your phone.

  2. Go to WhatsApp Settings.

  3. Tap Linked Devices.

  4. Tap Link a Device.

  5. Unlock your phone if you’re on iOS 14 or above:

    • Use Touch ID or Face ID to unlock.

    • If you don’t have biometric authentication enabled, you’ll be prompted to enter the pin you use to unlock your phone.

  6. Point your phone at the screen of the device you want to link to scan the QR code.

Read more: How Singtel leverages WhatsApp Business to drive Customer Experience 3.0

How to set up a multi-user login on WhatsApp Business?

A multi-user login on WhatsApp Business can be convenient for small businesses as well as enterprises or mid-sized businesses that require a quick way to reply to customers or engage with them, as well as making them engage with your brand.

What is WhatsApp Business API?

Through the WhatsApp Business API, businesses can finally integrate WhatsApp with Customer Relationship Management (CRM) software, saving them from a lot of hassle while boosting team productivity and streamlining communications with different stakeholders.

Adding WhatsApp to a CRM system unlocks many add-ons. For example, the whole team will be able to view and respond to messages received through WhatsApp together as the app is no longer limited to a single phone and user. In this way, WhatsApp Business will have multiple user access with the same number!

Moreover, if a potential customer texts you for the first time, a lead card will be created and saved to the system. Once a lead already has an assigned responsible service agent, he or she will be the only one to be notified. Thus, the rest of the team won’t get distracted.

In short, the WhatsApp Business API can greatly enhance workflow efficiency by allowing integrations with your own systems, helping the team unleash the full potential of WhatsApp as a channel for communication with customers.


How you can use WhatsApp Business API depends on your service provider. SleekFlow offers an Android version for users to download from Google Play.

SleekFlow Google Play mobile app download


An iOS version is also available for iPhone users. Go to App Store and download the application. Once the installation is finished, you can log in to your SleekFlow account and message your customers.

sleekflow apple app store page for mobile app download

What else can a WhatsApp API account bring you?

If you are not sure whether WhatsApp Business API suits your business, here is a quick question for you: Are you feeling overwhelmed by incoming messages and assigning them to the right person?

If so, you should consider leveraging business process automation and other functionalities of custom CRM solutions by using tools such as SleekFlow.

SleekFlow combines all channels in one user interface where users can send and receive messages across all messaging channels – including but not limited to SMS, WhatsApp, Facebook Messenger, WeChat, Telegram, Line, and more.

SleekFlow multi channel inbox features

Almost 100% of our customers contact us via WhatsApp, the rest of them will contact us via Instagram and Facebook. With the help of SleekFlow, we can handle all the conversations from different social media and hand over some inquiries between colleagues well.

Cheuk Ying

SleekFlow client / Beauty Salon Weirdo Beauty founder

See how Weirdo Beauty successfully improves work efficiency with SleekFlow's all-in-one inbox.

Besides having an all-in-one inbox, a multi-staff access feature is also available for improving operational performance.

With SleekFlow, you can quickly and easily add users to your platform and organize them into teams.

WhatsApp Business multiple user with same number account, will not create confusion to your clients.

When a new conversation comes in from a new customer, it will be set as unassigned. As soon as one of the teammates replies, he or she will automatically take the conversation. Any new notifications from such conversation will therefore only be visible to that person. In the following tab, members can see all the conversations assigned to them.

Conversations menu example on SleekFlow

These basic functions will help boost customer support efficiency and cross-functional collaboration across teams. You can also use the automation workflows to segment contacts and allocate inquiries to specific staff. By making the bots handle all the fuss, businesses can now focus on providing better and faster assistance at various touchpoints of the customer journey.

On top of boosting operational efficiency, there are also special functions that can boost sales, such as automated and personalized broadcast messages, product catalogs, and in-chat payment links.

These features can be incorporated into a complete social commerce strategy where consumers can shop without leaving social messaging apps while businesses can get paid instantly in chat by simply generating a payment link.

WhatsApp menu and payment using WhatsApp web API

Calculate your WhatsApp Business messaging costs

WhatsApp Business API charges businesses per 24-hour conversation.
Estimate your monthly charges now

Multiple users for WhatsApp Business: team or user management on SleekFlow

How to set up multiple users for WhatsApp Business on SleekFlow? Here’s a step-by-step guide.

Team management

First of all, you can view all your teams, members, and team admins under the “Team Management” tab by accessing the “Settings” button on the top right.

Team management example on omnichannel platform

If you want to create a new team, click on the “Add Team” button on the top right-hand corner of the screen.

Create a team function on omnichannel platform

A popup to create a team will appear. Give the team a name and choose a team admin to create a new team. After pressing “Save”, the team will be created.

You can add members to your team by pressing the white “Edit” button while hovering over the teams.

Managing teams on SleekFlow

You can add members by pressing the “Add Member” button on the top right.

Adding SleekFlow members with different roles

You can edit the group details by pressing the “Edit” button next to the “Add Member” button.

Select the teammates in the dropdown to add them to the team.

Add SleekFlow members

The collaborator function

SleekFlow's collaborator function allows team members to co-own the conversation. As long as you are the collaborator, you will receive a notification whenever the customer sends you a message. This reduces the chance of overlooking any messages.

See how the education center, AfterSchool lets their teachers and tutor assistants co-own conversations with parents and students.

User management

User management on omnichannel platform

View all your team members, along with their basic information and roles under the “User Management” tab by accessing the "Settings" button on the top right.

To invite a new user, click on the white “+ Invite User” button on the top right-hand corner of the screen.

Inviting people to SleekFlow

A popup to invite users will appear. Choose the correct role, select the expiration date and press the “Copy” button and paste the link for your team to register their accounts.

You can also press the bottom left of the pop-up to directly send an invitation email.

Send invitations

Once all fields have been filled in, click on the blue “Send Invitations” button at the bottom of the popup.

The new team member will be added to the list of users with a “Pending” tag. The “Pending” tag indicates that the team member has not accepted the invite and created an account on SleekFlow.

SleekFlow user invite email

An email invite will be sent to the respective team members’ email inboxes. The invited team member should check both the email and junk or spam folders for the email invitation to join the team on SleekFlow. To join the team, simply click on the blue “Join” button in the email.

Signing up for a SleekFlow account

The new team member will be redirected to SleekFlow and will have to create a SleekFlow account in order to be added to the team. Fill in all the basic information and then click on the blue “Join SleekFlow” button at the bottom.

Once that is done, the new team member will be added to your list of users.

List of users

To edit a team member’s role and basic information, hover over the team member’s name and click on the “Edit” button.

Edit role

Make changes such as editing the team member’s profile picture, basic contact information, phone number, time zone, teams, and user roles.


Once all edits have been completed, click on the blue “Save” button on the top right-hand corner of the screen.

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