WhatsApp messages from automation rules
Set up a WhatsApp sender for your automation rules, and configure a per-org credential for the messages they send.
WhatsApp messages from automation rules
Automation rules can send a WhatsApp message as an action — for example, "when a new client is added, send them a WhatsApp welcome message." This page covers turning that on and, optionally, sending it from your own WhatsApp Business number instead of MediSync's shared one.
This needs both the Automations module and the WhatsApp module active. Enable them under Organization → Settings → Modules if you don't see them — see Modules.
Do I need to do anything?
No. If you leave this alone, WhatsApp messages from your automation rules still send — just through MediSync's own WhatsApp sender rather than a number your clients recognize as yours. You only need the steps below if you want messages to come from your own WhatsApp Business number.
Adding your own WhatsApp sender
Go to Automations → Settings → Provider credentials and add a credential for the WhatsApp channel:
- Enter the phone number ID and access token for your WhatsApp Business number (from Meta's WhatsApp Business Platform — your integration partner or Meta Business Manager gives you these).
- Add a sender identity — a label for the number, e.g.
+20 123 456 7890, so you can tell your credentials apart in the list. This is not secret and is shown as-is. - Save. It becomes your organization's default WhatsApp sender immediately.
Your access token is encrypted and is never shown again after you save it — not to you, not to MediSync staff. Editing the credential without retyping it is safe: leaving the secret field blank keeps the saved value.
You can add a credential for SMS or Email in the same place — those channels are reserved for future automation actions and don't affect anything today; only WhatsApp is live.
Removing a sender
Delete a credential from the same list at any time. Automation rules using that channel fall back to MediSync's own sender immediately — a rule never fails or pauses because a credential was removed.
The "Send WhatsApp message" action
When building or editing an automation rule, Send WhatsApp message is available as an action alongside Notify the owner, Send email, and Send SMS. It sends to the client the rule's trigger fired for (e.g. the client who was just created, or whose appointment just completed) — or, if you choose, to the organization owner instead.
A rule using this action needs a client with a WhatsApp-reachable phone number on file; if the triggering record has no phone number, that run's WhatsApp step is skipped rather than failing the whole rule.
See Get alerted before stock expires for a walkthrough of building a rule end to end — the same New rule flow applies to any trigger and action combination, including a WhatsApp welcome message on Client created.
Checking what was sent
Automations → Runs shows every time a rule has fired, including whether its WhatsApp step succeeded, and lets you re-run one that failed. This page doesn't yet show WhatsApp-specific delivery detail (message status per recipient) the way SMS providers and fallback does for SMS — that level of detail is on the roadmap.