Connect WhatsApp to Zaptilo (Embedded Signup)
The fastest way to get a WhatsApp Business number into Zaptilo is Meta's embedded signup flow. You log in once with Facebook, pick a Business Portfolio and WABA, verify a phone number, and you're done — usually in under five minutes. This page walks through the exact clicks, then shows you what to do right after.
The 5-minute walkthrough
Log in to Zaptilo and open WhatsApp Settings
Go to web.zaptilo.ai and sign in. From your dashboard, click your avatar in the top-right corner, then Settings → WhatsApp Settings.
If you don't see the WhatsApp Settings menu, make sure you're an Owner of the organization. Agent-level users can't set up new numbers.
Click the Setup WhatsApp button
On the WhatsApp Settings page you'll see a Setup WhatsApp button. Clicking it opens a Meta-hosted popup window. This is the embedded signup flow.
If the popup is blocked, allow popups for web.zaptilo.ai in your browser and click the button again.
Log in with Facebook
Sign in with the Facebook account that owns the business — or that will. Use a personal account you control, not a shared work login. Meta ties business assets to the personal Facebook account, so if that person leaves you'll have to transfer ownership.
Select or create a Meta Business Portfolio
The Business Portfolio is Meta's top-level container for everything your company owns on the platform — pages, ad accounts, WhatsApp accounts. Pick one if you already have it. If not, create one now.
The legal business name you enter here will appear on Meta invoices and on the templates Meta reviews. Use your registered legal name, not a brand or product name.
Select or create a WhatsApp Business Account (WABA)
A WABA is the container for one or more WhatsApp phone numbers. Most businesses start with a single WABA. The display name on the WABA is what your customers see when they receive a message from you, so choose carefully — changing it later requires Meta's review.
Add and verify a phone number
Enter your business phone number in international format (e.g., +91 98765 43210). Meta will send a one-time password — choose SMS or voice — that you enter back into the popup to verify ownership.
The number must not be active on any WhatsApp app at this moment. If verification fails, see the FAQ at the bottom of this page.
Approve permissions and finish
Meta shows you the permissions Zaptilo is requesting — sending messages, reading templates, managing the WABA. Approve, the popup closes, and your new WhatsApp number appears in the WhatsApp Settings table.
You're connected. Now the interesting part: what to do next.
What you can do right after connecting
Embedded signup gets you connected, but the connection alone doesn't send messages. Here's your checklist for the first hour after setup.
1. Add one or more WABAs / numbers
If you operate multiple brands or run separate numbers for support vs. marketing, run the embedded signup flow again. Each run adds a new WABA or phone number to your workspace. Zaptilo lets you route campaigns, templates, and agents per connection — there's no extra license cost per number on our side, only Meta's conversation pricing applies.
2. Apply (or create) message templates
For any business-initiated message you have to use a template that Meta has approved. In Zaptilo, head to Templates in the side menu. You can:
- Sync existing templates from Meta into Zaptilo (one click).
- Create a new template — header, body, footer, buttons — and submit it for Meta review without leaving Zaptilo. Approval usually takes a few minutes for Utility and a few hours for Marketing.
- Categorize templates correctly (Marketing / Utility / Authentication / Service). Wrong category = wrong pricing and possible rejection.
See our guide to template categories if you're unsure which to pick.
3. Send a test message
Before you onboard contacts, send yourself a test. In Zaptilo go to Chats → New conversation, enter your own WhatsApp number as a contact, and send an approved template. If it lands on your phone, your connection works.
If it fails, the inbox will show the exact Meta error (most often: template not approved yet, or recipient's number has opted out, or no payment method on file). The payment method guide covers that last one.
4. Know your day-1 limits
New numbers start at Tier 1: 1,000 business-initiated conversations per 24-hour rolling window. The first 1,000 service conversations per WABA per month are free. Tier 1 is enough to test and run a small first campaign — to grow past it you'll need a clean quality rating and verified business.
Full breakdown of the tier system and how to ramp up: WhatsApp messaging limits explained.
Frequently asked questions
Can I connect more than one WhatsApp number to Zaptilo?
Yes. Run the embedded signup flow again from the same WhatsApp Settings page. Each run adds another WABA or phone number to your workspace. There is no per-number license fee in Zaptilo — Meta's own conversation pricing still applies to each number separately.
What phone number can I use?
Any number that is not currently active on the WhatsApp consumer app or WhatsApp Business app. If your number is in use, delete the WhatsApp account inside the app first (Settings → Account → Delete my account). Landline numbers work if they accept voice OTP. Toll-free and virtual numbers from providers like Twilio also work as long as they receive SMS or voice OTP.
Do I need to disconnect the WhatsApp Business app before embedded signup?
Yes. The same number cannot be live on both the WhatsApp Business app and the Cloud API. Once your number is on Cloud API via Zaptilo, you'll manage chats from Zaptilo's inbox, not the phone app.
What happens to my old chats from the WhatsApp Business app?
Meta does not migrate chat history when a number moves to the Cloud API. Old conversations stay only on the device that had the Business app. Going forward, all chats live in Zaptilo.
Can I send messages immediately after embedded signup?
You can send template messages right away. Free-form messages require a customer to message you first (the 24-hour window). For the first few days your number is also subject to the Tier 1 limit of 1,000 business-initiated conversations per 24 hours.
Why does it say my number is already in use by another business?
Your number is attached to a different Meta Business Portfolio. Either log in with the Facebook account that owns that portfolio and migrate the WABA, or contact that business's admin to release the number. Meta has a self-service migration path — search 'Migrate WhatsApp number to another business'.
I get a 'phone number quality is too low' error — what does that mean?
If you used this number on the WhatsApp Business app and got reported by users, Meta blocks it from joining the Cloud API. The only fix is to wait (sometimes 30+ days), use a fresh number, or appeal via Meta support. Avoid sending bulk marketing from a personal WhatsApp number before you set up the Cloud API.
Add a payment method in Meta Business
Without a payment method on file, Meta will pause your messaging after the free tier. Get it set up before you run your first real campaign.
Continue to Step 2