Your company has one WhatsApp number, but several salespeople need to answer from it. Here is how a whole team can share one number, avoid answering a client twice and keep the conversations when someone leaves.
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Most companies have one WhatsApp number that clients know: it is on the website, in the ads and on the business cards. But three, five or ten salespeople need to answer from it. Passing a phone around is impractical, and opening the number on several computers at once quickly turns into a mess.
Here is how a team can share one number so that every client gets an answer, and only one.
Why WhatsApp Web does not solve it
WhatsApp lets you open a number on several devices. But that is not real teamwork, because everyone sees the same list of chats.
- Everyone sees everything. You cannot split clients between salespeople, so everyone scrolls the same list.
- Nobody knows who is answering. Sometimes two people write to one client while another client hears from nobody.
- There is no order. Who took a client, what they were promised and where they stand all has to be kept in someone's head.
- Conversations leave with the person. The company is left with no history.
What a team needs is a CRM that WhatsApp messages flow into. One more screen of chats will not fix the problem.
One number, a login for everyone
In CRAIM's WhatsApp CRM you connect the number once, with a QR code, the same way as WhatsApp Web. After that the whole team works with it from the CRM, each with their own login. The number also keeps working on the phone.
Each new chat automatically becomes a client card and a deal in your pipeline. Every deal has an owner, and everyone can see who is handling a client. Nobody has to ask who is going to answer.
New clients are assigned automatically
You do not have to hand out leads by hand. New clients can go:
- in turn to the salespeople you choose;
- to whoever has fewer deals on the go, so one person is not swamped while another is free;
- to one person, if that works better for you.
Salespeople can be limited to their own deals and tasks, while a manager sees everything.
Nobody answers twice
When a salesperson replies from CRAIM, the client gets an ordinary message from your number. The chat is marked as read in WhatsApp on the phone too, so you can see right away who has already been answered.
The inbox has a list of clients waiting for an answer. Just work through it and nobody gets missed. If a client asks for a person, the salesperson responsible gets a notification in CRAIM, in Telegram or by email.
AI answers first, the team steps in when needed
The most common questions, like “how much is it?” or “when can I come in?”, can be handed to an AI employee. It replies within seconds at any hour, based on your prices and rules, and it understands voice messages.
When a person is needed, it passes the client to the salesperson responsible, along with the whole conversation. As soon as the salesperson takes over the chat, the AI stops replying. Your team has more time for people who are ready to buy and spends less of it typing the same answers.
Someone left, the clients stayed
All conversations are kept in your company's CRM, not on a salesperson's phone. If someone leaves, their clients are passed to a colleague, who can see the whole history: what was asked, what was promised and where the deal stands.
Group chats work too
If you look after clients in WhatsApp groups, those show up in the CRM as well, each group with its own card. If you mention a colleague with @, they get a notification even if they are not looking at that chat.
Up and running in about 15 minutes
- Link your WhatsApp number with a QR code.
- Invite your salespeople, each with their own login.
- Choose how new clients are assigned, and set out the stages of your pipeline.
You pay for the whole workspace, not per salesperson: the plan from $9 a month includes up to 10 users.
See the WhatsApp CRM and its plans. The first 14 days are free, no card required.
Common questions
- Can several people use one WhatsApp number?
- Yes, through a CRM. You connect the number once, and the whole team works with it from CRAIM, each with their own login. Everyone can see who is handling a client, so nobody answers them twice.
- How do I split WhatsApp clients between salespeople?
- In CRAIM new clients can be assigned in turn, to whoever has fewer deals on the go, or to one person. Salespeople can be limited to their own deals.
- Will the client see that different people are answering?
- No. The client gets ordinary messages from your WhatsApp number, just as before.
- Will the WhatsApp number stay on my phone?
- Yes. A regular number links with a QR code, the same way as WhatsApp Web, and keeps working on the phone. Replies sent from the CRM show up there too.
- How much does it cost with several salespeople?
- You pay for the workspace, not per user: the plan from $9 a month includes up to 10 users and one AI employee. The first 14 days are free, no card required.