Choose who can use which WhatsApp number
If your workspace has more than one WhatsApp number, Channel access decides which of them each member can work with. One screen, one decision per person.
Before you start
- Two things are needed to see this section at all: your plan must include WhatsApp, and your role must include view access to WhatsApp. If either is missing, the section is not in your Settings — not even greyed out.
- Changing anyone’s access additionally needs edit access to Members.
- At least one WhatsApp Business account must be connected — see Connect your WhatsApp number.
Steps
Open Channel access
In the sidebar, click Settings, then the Channel access tab.
One row per member, with the numbers they can use
The Accounts column tells you where each person stands:
- All accounts, with the note Every account connected today — they can use every number you have connected.
- No accounts assigned — they cannot use any of them.
- One chip per number otherwise, each reading the number followed by the account name.
Give someone a number
Click Manage on their row.
- The All accounts switch at the top is the blanket option, and its hint is the reason to use it: Includes accounts connected later. While it is on, the individual tick boxes below are dimmed — you do not need them.
- Otherwise, tick the numbers this person should use under WhatsApp.
- Click Save changes. It confirms with Access updated.
All accounts, or tick the numbers one by one
Save changes stays disabled until something actually changes, so a dimmed button means you have not changed anything yet.
Leave without saving
Closing with unsaved changes asks first — Discard unsaved changes? — with Keep editing and Discard & close. Nothing is saved unless you click Save changes.
Ticking a number gives that person every WhatsApp feature on it — conversations, campaigns, templates, the lot. There is no way to grant a number for one purpose only. If someone should do less, change their role instead; see Roles and permissions.
What this section is not
This is only about which numbers. What a member may do with a number — reply, send a campaign, edit a template — comes from their role. Two different screens, two different questions:
| Question | Where you answer it |
|---|---|
| Which numbers may this person use? | Channel access |
| What may they do with a number they can use? | Roles and permissions |
You can also reach one person’s channel access from their details in Members — the Channel access block there has the same Manage button.
A Messenger section appears in the dialog marked coming soon. There is nothing to assign there yet.
If something looks wrong
| What you see | Why | What to do |
|---|---|---|
| Channel access is not in your Settings | Your plan does not include WhatsApp, or your role cannot view it | Ask a workspace owner; if it is the plan, see Subscription |
| You are the workspace owner and still cannot see it | Plan limits are not lifted by being the owner, and a role can zero the WhatsApp permission for everybody | Check the plan first, then the roles — see Roles and permissions |
| No WhatsApp account connected | Nothing to assign yet | Connect one with Connect WhatsApp, or ask a workspace owner to — see Connect your WhatsApp number |
| That empty state has no button for you | Only a workspace owner gets the Connect WhatsApp button | Ask a workspace owner to connect a WhatsApp Business account before channel permissions can be managed. |
| No Manage buttons on any row | You can view channel access but not change it | Ask an admin for edit access to Members |
| No workspace members yet | There is nobody to assign numbers to | Invite your team first — see Invite and manage members |
| A member you assigned still cannot send | Their role may not include the WhatsApp features | Check their role in Roles and permissions |
| Failed to update access. | The save was refused | Try again; if it repeats, message support |
| Failed to load channel access. | The list could not be fetched | Reload the page and reopen Settings |