Activating WhatsApp reminders

Before you start (about 30 minutes)

• A phone number dedicated to the studio that is not used on WhatsApp or WhatsApp Business. Once connected, that number only works with EntryMind: you will no longer be able to open it in the WhatsApp app on your phone. If the number is already on WhatsApp, first delete the WhatsApp account of that number (in the app: Settings → Account → Delete account; the chats on that number will be lost).
• The phone with that number at hand, to receive the verification code (SMS or call).
• A personal Facebook account to sign in to Meta (you don't need a Facebook page for the studio).
• A credit card to pay Meta for the messages (see "What it costs").

Step 1 — Connect the number

1. In EntryMind, open Settings → Studio profile and scroll down to WhatsApp.
2. Click Connect WhatsApp: a new tab opens. Click Connect WhatsApp again.
3. Sign in with Facebook and follow Meta's screens:
   • choose or create the business portfolio (your business name and details);
   • create the WhatsApp Business account;
   • enter the display name (the one your clients will see, usually the studio's name);
   • enter the number and the code you receive.
4. When "WhatsApp connected successfully!" appears, close the tab and go back to EntryMind: the page updates by itself and shows "WhatsApp connected".

The connection link is valid for 45 minutes: if it expires, start again from point 2.

Step 2 — Add the payment method on Meta (required)

Without this step, messages are not sent.

1. Open business.facebook.com and sign in with the same Facebook account you used in Step 1.
2. The business portfolio is the one you chose or created in Step 1 (it usually has your business name). Its name is shown at the top left: if you have more than one, click the name and pick the right one from the list.
3. At the bottom left, click the gear icon (Settings), then Billing & payments → WhatsApp Business accounts.
4. Choose your WhatsApp Business account, set the currency and add the credit card.

Meta often changes the look and the names of its pages: these steps are a guide. If you can't find an item, look for "Billing & payments" in your business portfolio settings.

Step 3 — Choose which reminders to send

• For each service (Settings → Services), under Reminder type choose: "Appointment reminder without cancellation", "Appointment reminder with 24h cancellation" or "No reminder".
• In Settings → Studio profile → WhatsApp, enter your mobile number (with the country code, e.g. +41 79 123 45 67) and click Save: EntryMind lets you know when a client writes to you or a reminder is not delivered.
• Click Send a test message and check that it reaches your mobile. After a few seconds, ✓ Test message delivered appears below the button.
• Now tick the box Send WhatsApp reminders to clients: from that moment on, reminders are sent automatically. The box can only be ticked once the test message has been delivered. To stop the reminders at any time, untick it.

The message templates are prepared automatically and approved by Meta, usually within a few hours.

When messages are sent

• Appointments: 24 to 4 hours before.
• Lessons: the evening before (from 7 pm).
• Cards and memberships about to expire; studio closures (7 and/or 3 days before).
• At night (11 pm–7 am) nothing is sent.
• Messages are in the client's language.

What it costs

Messages are billed by Meta directly to you, at its rate for the client's country: a few cents per message. EntryMind adds nothing. Current rates are on Meta's website (WhatsApp Business → Pricing).

If a message is not delivered

A notice appears at the top of EntryMind with the reason and what to do, and you receive an email. The most common cases:

• Payment method missing → repeat Step 2.
• Number not reachable on WhatsApp → the client's number is wrong or has no WhatsApp: correct it in the client's record.
• Connection expired → Settings → Studio profile → WhatsApp → Connect a different number (you can connect the same number again).

Client replies

When a client replies, the message arrives in EntryMind's WhatsApp section and you receive a notice on your mobile.

Changing number

Settings → Studio profile → WhatsApp → Connect a different number and repeat Steps 1 and 2.

Disconnecting WhatsApp

Settings → Studio profile → WhatsApp → Disconnect WhatsApp. Reminders stop and client messages no longer arrive in EntryMind. The number stays in your WhatsApp Business account: if you want to use it again in the WhatsApp app, remove it first in WhatsApp Manager (business.facebook.com).