How To Use WhatsApp Business With Multiple Users

WhatsApp Business is a powerful communication tool for businesses of all sizes looking to supercharge their comms strategies. It’s easy to use, versatile, and already familiar to millions of customers worldwide. Whether you’re a micro business or a large organisation, WhatsApp Business can help you stay connected with your audience.

So, what if you want multiple users to access the same WhatsApp Business account? WhatsApp Business is designed to be used with one authenticated phone number, but there are plenty of features to allow you to access the same account on multiple devices.

In this guide, we’ll explore how you can set up WhatsApp Business for multiple user access, its limitations, and how YourBusinessNumber’s Teams solution can support you and your employees.

How does WhatsApp Business work with multiple users?

At its core, WhatsApp Business is designed to work with a single authenticated phone number. This number can be a second virtual phone number, like the ones provided by YourBusinessNumber, that keeps your personal and business communications separate. However, there are ways to expand WhatsApp Business so it can be accessed across multiple devices.

WhatsApp Business’ Multi-Device Feature

WhatsApp Business allows you to link up to five devices (one phone and four additional devices such as laptops or tablets). This Multi-Device Feature means that multiple team members can access the same WhatsApp account at the same time, without requiring the primary phone to remain connected.

While this feature works well for smaller teams, larger businesses will face limitations. For companies needing more than five users, alternative solutions like the WhatsApp Business API or a third-party service may be required.

How to set up WhatsApp Business with multiple users

Follow the steps below to add linked devices to your WhatsApp Business account on web and desktop, Android and iOS.

How to link a device on web and desktop with an Android primary phone

1. Open WhatsApp Web or Desktop on the new device. There will be a QR code that you can scan with your primary phone.
2. Open the WhatsApp app on your Android primary phone and press the three dot menu icon.
3. Choose Linked Devices, then Link A Device.
4. Unlock your primary phone using biometric authentication or your PIN number.
5. Use the camera on your Android primary phone to scan the QR code on the new device.
6. Your WhatsApp account will now load on the new linked device.

How to link a device on web and desktop with an Apple primary phone

1. Open WhatsApp Web or Desktop on the new device. There will be a QR code that you can scan with your primary phone.
2. Open the WhatsApp app on your Apple primary phone and go to Settings.
3. Choose Linked Devices, then Link A Device.
4. Unlock your iPhone using Touch ID, Face ID or your PIN number.
5. Use the camera on your Apple primary phone to scan the QR code on the new device.
6. Your WhatsApp account will now load on the new linked device.

How to link an Android companion phone to your primary phone

1. Download the WhatsApp app on your new Android companion phone (make sure you download the authentic app from the Google Play Store).
2. Open WhatsApp on the companion phone and press Agree And Continue.
3. Tap the three dot menu icon, then choose Link As Companion Device. There will be a QR code that you can scan with your primary phone.
4. Open WhatsApp on your primary phone. If you’re using an Android primary phone, tap the three dot menu icon, then Linked Devices, then Link A Device. If you’re using an Apple primary phone, choose Settings, then Linked Devices, then Link A Device.
5. Unlock your primary phone using biometric authentication or your PIN number.
6. Use your primary phone to scan the Android companion phone QR code.
7. Your WhatsApp account will now load on the new linked device.

How to link an Apple companion phone to your primary phone

1. Download the WhatsApp app on your new Apple companion phone (make sure you download the authentic app from the Apple Store).
2. Open WhatsApp on the companion phone and press Agree And Continue.
3. Tap the three dot menu icon, then choose Link As Companion Device. There will be a QR code that you can scan with your primary phone.
4. Open WhatsApp on your primary phone. If you’re using an Android primary phone, tap the three dot menu icon, then Linked Devices, then Link A Device. If you’re using an Apple primary phone, choose Settings, then Linked Devices, then Link A Device.
5. Unlock your primary phone using biometric authentication or your PIN number.
6. Use your primary phone to scan the Android companion phone QR code.
7. Your WhatsApp account will now load on the new linked device.

Multi-user WhatsApp Business for different business sizes

WhatsApp Business for micro businesses

For micro businesses (e.g. freelancers, solo entrepreneurs or teams of two or three), the free WhatsApp Business app is an excellent starting point. You can link up to five devices and use basic tools like quick replies, labels and automated messages to manage customer conversations efficiently.

WhatsApp Business for small businesses

As your business grows and the volume of messages increases, managing a customer service operation with WhatsApp Business’ free version may start to feel limited. With WhatsApp Business Premium you can connect up to 10 devices, which may offer a better solution for small businesses that need more flexibility without jumping into the more complex API solutions.

WhatsApp Business for medium-to-large businesses

For medium-sized and larger companies, customer support often involves managing a higher volume of messages across multiple departments or teams. In these cases, the WhatsApp Business API is the best solution. The API allows for integration with customer relationship management (CRM) systems, automated workflows, chatbots and much more. It’s designed to support large teams and scale as your business grows.

The limits of WhatsApp Business for multi-user and multi-device scenarios

Although WhatsApp Business allows for linking multiple devices, it has some clear limitations for larger teams. Here’s a breakdown:

Device limit

You can link up to four additional devices (mobile, tablet or desktop) to one WhatsApp Business account), but if you want more, you’ll need to look at alternative solutions.

No advanced team management

There are no built-in tools to assign chats, track who responded to which message or monitor overall team performance. Although the WhatsApp Business account syncs across all devices, scrolling through previous messages to get up to speed may add unnecessary time and effort into your team’s workflow.

These limitations make it challenging for teams with more than five members to manage a WhatsApp Business account effectively.

YourBusinessNumber’s Teams solution: A better option before API

If your team exceeds the limits of WhatsApp Business’s free or Premium versions, the WhatsApp Business API is often the next step. However, it can be complex and costly to implement. This is where YourBusinessNumber’s Teams solution comes in, providing an affordable and user-friendly option to manage multiple team members on WhatsApp Business without immediately needing to invest in the API.

With YourBusinessNumber’s Teams solution, you can:

• Manage your virtual phone numbers for different team members with ease.
• Add or remove ‘Seats’ for your team on demand, allowing you to scale your business when needed.
• Use a single dashboard to view, organise and manage your virtual numbers and linked devices.

This solution is ideal for organisations with more than four users who want to avoid the complexity and expense of the WhatsApp Business API until absolutely necessary.

Find out more about YourBusinessNumber’s Teams solution.

WhatsApp Business Premium: What’s different?

For businesses seeking additional features, WhatsApp Business Premium offers support for up to 10 devices and some advanced capabilities like assigning chats to team members. However, it has its own set of limitations:

• WhatsApp Business Premium is still in the testing phase and is not available to everyone yet.
• WhatsApp Business Premium does not offer full automation or CRM integration.
• While it supports more devices, it still only allows one phone to be linked to one account.

Read our guide to WhatsApp Business Premium for more information.

When to consider WhatsApp Business API

If your business requires a solution that handles high message volumes, automates responses and integrates with your CRM, then the WhatsApp Business API is the way forward for you. The API allows:

• Unlimited device and user connections.
• Advanced features like automated chatbots, customer data management and integration with third-party tools.
• The ability to manage performance metrics and check whether your team is meeting service level agreements (SLAs).

Tip: In order to use the WhatsApp Business API, you’ll need a customer service platform. Third-party platforms like Trengo or SleekFlow offer ready-made solutions built on the API, helping larger businesses manage their customer communications more efficiently.

Note: YourBusinessNumber has not tested these third-party platforms, and is not affiliated with them. You are advised to carry out your own research to check that these solutions meet your requirements before using these platforms.

What’s the bottom line when it comes to multiple users on WhatsApp Business?

WhatsApp Business offers incredible communication tools for businesses of all sizes, but there are limitations when it comes to managing larger teams. YourBusinessNumber’s Teams solution provides a great middle ground, helping you scale your team’s WhatsApp use before you need to move onto the more complex and expensive API solutions.

Whether you’re a micro-business just getting started or a medium-sized company exploring the WhatsApp Business API, YourBusinessNumber can help you make the most of WhatsApp for your customer communications and marketing strategies.

How to get started with WhatsApp Business

So, you’ve decided to use WhatsApp Business instead of WhatsApp Messenger for your company comms – how should you get started? With YourBusinessNumber, it couldn’t be easier.

As you can’t use the same phone number for both apps, you’ll need a second virtual phone number to verify your new business account. We generate your brand new unique number in just three clicks and send it to you via SMS. You can then use this number to set up your business account.

If you need help at any point in the process, our comprehensive customer support will help you get back on track. Plus, with cost-effective, stress-free and flexible plans, you’re in complete control.

So, what are you waiting for? Grab your new WhatsApp Business number today.