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Adding a WhatsApp number to your account

Desirée M Updated by Desirée M

This article explains how to add a new phone number to your WhatsApp Business setup in Landbot. By doing so, you’ll be able to launch conversational campaigns, connect with existing customers, and deliver seamless support through WhatsApp.

Follow the step-by-step instructions and screenshots below to connect your number so your bot can start sending and receiving messages.

Before you begin, make sure to review the Requirements section to ensure a smooth setup process.

Requirements Before You Start the Process

• If you have a free trial, you’ll be able to add and test your WhatsApp number while the trial lasts. Once it ends, you’ll need to Upgrade to a WhatsApp plan 

• Double-check that you have admin access to your Business Manager - and ensure you're logged in to the correct account.

• If the phone number is active on one of the WhatsApp apps, you'll need to delete it from the app before starting the process. To do so, please follow these instructions: What should I do if my phone number is already active in WhatsApp?

• Make sure the phone number you’re adding can receive a verification code via SMS or phone call. Any IVR (Interactive Voice Response) system must be disabled temporarily.

• If the phone number is connected to another BSP, you’ll need to complete the migration process instead. You can check how to do it here.

IMPORTANT: Make sure you keep the SIM card active, you might need to use it again in the future.

Integration Process

Accessing the WhatsApp Section in Landbot

Log in to your Landbot account, then click the WhatsApp logo in the menu.

If you already have a channel, you'll find an "Add new number" button at the top right:

If this is your first channel or you're in a free trial, you’ll see the options to Integrate WhatsApp on Landbot or try a Demo WhatsApp Campaign.

From here, you can choose to connect a new phone number or migrate an existing number that’s already connected to WhatsApp Business API on another platform.

Phone number check: Before connecting, confirm whether the number you want to add is already associated with any WhatsApp account:

Remember the phone number you add must be able to receive a verification code via SMS or call. Make sure any IVR (Interactive Voice Response) is disabled.
If the number is currently linked to a personal or business WhatsApp account, you must delete that account first before connecting it to Landbot.

Confirm if you have access to your Meta Business Manager:

You’ll also need the following details:

• Company name as visible to customers

• Legal company name

• Official company address

⚠️ You must have Admin access to Meta Business Manager to connect with WhatsApp Business API.

Learn more about Meta Business Manager.

Connect Your Facebook Account

Log in to Facebook

Click Connect with Facebook, then in the pop-up, select Continue as [your name].

⚠️ The next steps may vary depending on ⚠️

• Whether you already have a Business Portfolio

• If you’ve previously connected to Landbot

• Your current country

• Other factors determined by Meta.

Some steps include two versions of the screen because Meta can show things a bit differently depending on your setup. Just pick the version that looks closest to what you see and move forward from there.

Make sure you are using a Facebook account with Admin access to your Meta Business Manager, if you already have one.

Next, give the necessary permissions to Landbot (Hello Umi SL) by clicking Get Started / Continue.

The next steps will look slightly different depending on whether you already have a WhatsApp Business portfolio:

• If you already have one: Most fields will appear pre-filled.

• If you don’t: You’ll be asked to create a new WhatsApp Business Portfolio.

Important: If you already have a Business Portfolio, this next step matters a lot. To avoid unexpected issues during the integration, we strongly recommend creating a new WhatsApp Business Profile in the step that follows. This tends to make the setup much smoother.

In the next step, create or select the WhatsApp Business Profile:

Use the same Display Name your customers already see on your website.

Check the Display name guidelines to ensure Meta will approve it.

If you’re creating a new Meta Business Manager, Meta will ask for the basic company details at this stage.

You’ll only need to fill these details if you’re actually creating a new Business Manager account.

Enter the phone number you want to connect to Landbot.

⚠️ This number can’t stay active in WhatsApp Business or the regular WhatsApp app at the same time.

If you don't want to use a proprietary WhatsApp number, use a Display Name Only (if available)

If you go with this option, Meta will generate a +1 555 number for sending messages.

• It won’t accept calls or texts.

• Meta will review your business and display name before you can send messages. Reviews usually take up to 1 business day.

• While waiting, you can send up to 5 business-initiated test messages every 24 hours.

This option will be available for selected accounts.

Once you add your number or display name, click Next.

⚠️ If the phone number is already active in any WhatsApp app, you’ll need to delete the existing account before continuing.

Insert verification code

If you’re connecting your own number, you’ll get a verification code via SMS or call. Enter the code and click Next.

Make sure the number can receive international SMS or calls, and check that any IVR (voice menu) is turned off before you start.

One last step: confirm that you authorize Landbot to access your WhatsApp Business account.

⚠️ When you see this screen, do not close the pop-up, just wait patiently.

Your WhatsApp account is almost ready!

Our system will now complete the integration automatically. If something goes wrong, you’ll see an error message here.

In that case, take a screenshot and contact our Support team, we’ll be happy to help.

Your WhatsApp account is now connected!

Once you see the “Finish” screen, click Finish to complete the process.

Before starting any conversations, keep in mind that WhatsApp applies messaging tier limits:

  • Unverified Business Manager accounts: 250 business-initiated conversations per 24 hours
  • Verified Business Manager accounts: 1,000 business-initiated conversations per 24 hours

Check all the details regarding these limits.

We recommend verifying your Meta Business Manager account as soon as possible. Check this documentation to learn how.

Set Up Your WhatsApp Channel

Great job! Your WhatsApp number is ready!

To start testing your bot, the only thing left is to connect your bot to the WhatsApp Channel via Channel Settings.

If you don’t want to connect a bot yet, you can simply select the option to have a human agent answer incoming chats.

To learn more about your WhatsApp Channel, we recommend these articles:

Testing with an Integrated WhatsApp number

WhatsApp Integration & Pricing FAQ

WhatsApp Channel Panel (Settings)

Meta processes guide: FBM verification, Official Business Account (OBA) requests, Appeals

You can find the full video tutorial below:

FAQ & Troubleshooting

❓ What should I do if my phone number is already active in WhatsApp?

If the number you want to connect is already active in WhatsApp Messenger or WhatsApp Business, you must delete the existing account before proceeding.

Steps to delete your WhatsApp account:

1️⃣ Open the WhatsApp Messenger or WhatsApp Business app on your Android or iPhone.

2️⃣ Go to Settings > Account.

3️⃣ Tap Delete my account.

⚠️ It may take a couple of minutes for the number to fully disconnect and become available for use with the WhatsApp Business API.

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