5 Easy Ways to Use Multiple Whatsapp Accounts on Desktop

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WhatsApp Business has completely changed the way businesses communicate with their

customers by introducing multi-device functionality. This feature allows you to connect multiple

users to a single account, enabling easy collaboration. Two primary options exist for managing

WhatsApp Business with multiple users: the WhatsApp Business App and the WhatsApp

Business API.

The Business App works well for small-scale operations. Local retail shops, freelancers, and

startups with straightforward customer support needs can benefit from its simplicity. On the

other hand, the API offers advanced tools for medium to large enterprises. It supports features

like agent routing, CRM integration, and detailed analytics, making it ideal for scaling

operations.

Understanding these options helps you choose the right solution for your business needs.

Setting up WhatsApp Business App for multiple users

The WhatsApp Business App offers a straightforward way to manage customer interactions. It

allows you to link multiple devices, making it suitable for small businesses with limited team

members. However, understanding how to set it up and its limitations is crucial for effective use.

Linking multiple devices

Steps to link additional devices

You can link additional devices to your WhatsApp Business account by following these steps:

1. Install WhatsApp Business on your primary phone and set it up.

2. On the secondary phone, download and open the WhatsApp Business app.

3. Follow the prompts until the app asks for a phone number.

4. Tap the three-dot menu (Android) or settings icon (iPhone) and select "Link as

companion device".

5. A QR code will appear on the secondary phone.

6. On the primary phone, open WhatsApp Business and navigate to "Settings" or the

three-dot menu.

7. Select "Linked Devices" and tap "Link a Device".

8. Scan the QR code displayed on the secondary phone using the primary phone.

9. Name the newly linked device and save the changes.

This process ensures that multiple team members can access the same account, enabling

better collaboration.

Managing linked devices

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Once you have linked devices, managing them becomes essential. You can view all connected

devices by navigating to "Linked Devices" in the app settings. From here, you can unlink any

device that is no longer in use. Regularly reviewing linked devices helps maintain security and

ensures only authorised users have access.

Tip: Always name linked devices clearly to avoid confusion when managing them later.

Limitations of the WhatsApp Business App

While the WhatsApp Business App supports multiple users (customer service agents) accessing

the same business account, it has several limitations that may affect its suitability for larger

support teams. This means that while multiple agents can handle customer conversations

through a single WhatsApp Business account, the app's restrictions become more noticeable as

your customer service team grows. For small teams of agents managing customer interactions,

however, the basic multi-user functionality should suffice.

Device and user restrictions

The WhatsApp Business App restricts the number of devices you can link. This limitation makes

it less ideal for businesses with larger teams. Additionally, all users share the same access

level, which means there are no user-specific permissions or roles. This lack of control can lead

to security concerns, as every user can access all data.

Lack of advanced features like automation and team collaboration

The app lacks advanced features that are essential for efficient team collaboration. For

example:

These limitations mean the app is best suited for small businesses with straightforward

communication needs. For more complex requirements, exploring other options like the

WhatsApp Business API may be necessary.

Tip: If your business requires features like chat assignment or CRM integration, consider

upgrading to a more advanced solution.

Exploring WhatsApp Business Premium for multiple

users

WhatsApp Business Premium, which will now be integrated into Meta Verified from February

28th, 2025, offers enhanced features that cater to businesses seeking more functionality than

the standard app provides. This option bridges the gap between the simplicity of the WhatsApp

Business App and the advanced capabilities of the API. It is ideal for small to medium-sized

teams aiming to improve customer engagement and streamline operations.

Features of WhatsApp Business Premium

Increased device limit

One of the standout features of WhatsApp Business Premium is its support for up to 10 devices.

This increased device limit allows multiple team members to access the same account

simultaneously. Each team member can handle customer queries, ensuring faster response

times and better workload distribution. This feature is particularly beneficial for businesses with

growing teams or those managing high message volumes.

Enhanced functionality compared to the standard app

WhatsApp Business Premium introduces several features that elevate your business's

communication capabilities. These include enhanced web page capabilities, multi-agent

support, and customisable links. The table below highlights these unique features:

These features make it easier for your team to collaborate and provide a seamless customer

experience. For example, the ability to create a WhatsApp web page helps you establish a

stronger online presence, while custom links simplify customer navigation.

Limitations of WhatsApp Business Premium

Restricted availability

Despite its advantages, WhatsApp Business Premium is not universally available. Its rollout

depends on your region and the specific features WhatsApp has enabled for your account. This

restricted availability may limit its adoption for some businesses. You should check whether this

option is accessible in your area before planning to upgrade.

Limited automation and no tablet support

WhatsApp Business Premium lacks advanced automation tools like chatbots or auto-replies.

This limitation means your team must manually handle repetitive tasks, which can slow down

operations. Additionally, the platform does not support tablets, restricting the types of devices

your team can use. These constraints make it less suitable for businesses requiring high levels

of automation or flexibility in device usage.

Tip: If your business needs automation or tablet compatibility, consider exploring the WhatsApp

Business API powered by Cue for more robust solutions.

WhatsApp Business Premium provides a middle ground for businesses seeking more

functionality than the standard app but not requiring the full capabilities of the API. It is a

practical choice for small to medium-sized teams managing WhatsApp Business multiple users

effectively.

Leveraging WhatsApp Business API for multiple users

with Cue

The WhatsApp Business API, powered by Cue, offers a robust solution for businesses

managing WhatsApp Business with multiple users. It is designed to enhance team collaboration,

streamline workflows, and scale operations effectively. This section explores its key features,

setup process, and benefits.

Key features of the API

Multi-user support and team collaboration

The WhatsApp Business API provides centralised communication for all team members. It

allows unlimited users to access the platform, ensuring seamless collaboration. Automated

message routing directs customer queries to the right agents, reducing response times.

Real-time monitoring of agent availability ensures that no customer is left waiting. The API also

supports easy handovers between team members, enabling a smooth customer experience.

The Cue platform is ideal for businesses aiming to scale operations. It enhances team

collaboration by offering tools that simplify communication management. For instance, you can

track which agent is handling a query and monitor ticket statuses in real-time. These features

ensure transparency and accountability within your team.

Automation tools like chatbots and

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Automation powered by artificial intelligence is a standout feature of the WhatsApp Business

API. You can leverage AI-driven chatbots to handle repetitive tasks intelligently, such as

answering frequently asked questions and providing personalized responses based on

customer history. Auto-replies enhanced by AI ensure that customers receive relevant, instant

responses, even outside business hours. These smart tools free up your team to focus on more

complex customer inquiries, improving efficiency and customer satisfaction.

The API also supports AI-powered quick reply templates that learn from past interactions. These

intelligent, predefined responses save time and maintain consistency in communication while

adapting to your customers' needs. For example, you can create smart templates for common

queries like refund policies or delivery timelines, with the AI suggesting the most appropriate

response based on context. This feature ensures that your team delivers accurate, contextual

information quickly while continuously improving response accuracy through machine learning.

Setting up the API

Steps to integrate the API with third-party platforms

Integrating the WhatsApp Business API with third-party platforms enhances its functionality.

Follow these steps to set up the API:

1. Ensure your business meets WhatsApp's eligibility criteria for high-volume messaging.

2. Create a Facebook Business Manager account to manage your API and link phone

numbers.

3. Apply for API access by submitting your business information for approval.

4. Install the API client on your server to facilitate communication with WhatsApp's servers.

5. Configure your server to handle the API's operational demands.

6. Establish a secure connection to send and receive messages through the API.

Once integrated, the API can connect with tools like CRMs or platforms like Cue. This

integration streamlines customer interactions and automates data synchronisation, making your

operations more efficient.

Adding and managing users

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Adding users to your WhatsApp Business platform (powered by the WhatsApp Business API) is

straightforward. Through platforms like Cue that leverage the API, you can assign roles and

permissions to team members, ensuring that each user has access only to the data they need.

This feature enhances security and prevents unauthorised access. Managing users involves

monitoring their activity and performance, which helps in optimising team efficiency.

The platform's integration with the WhatsApp Business API enables multi-agent access,

allowing multiple team members to handle customer queries simultaneously. This capability

ensures that your team can manage high message volumes without compromising on response

times.

Benefits of using the API

CRM integration and performance tracking

The WhatsApp Business API integrates seamlessly with CRM systems. This integration

centralises communication, allowing you to manage customer interactions from a single

interface like Cue. You can analyse customer data from WhatsApp conversations to tailor

marketing strategies and improve service delivery. The API also offers analytics and reporting

tools to track message performance and identify areas for improvement.

For example, you can monitor metrics like delivery and read receipts to understand how your

messages are performing. Custom reports provide detailed insights into engagement rates and

customer satisfaction scores. These features help you align your communication efforts with

your business goals.

Scalability for growing businesses

The API is designed to support businesses as they grow. It handles high message volumes

efficiently, making it suitable for scaling operations. Automation reduces the need for human

intervention, allowing your team to focus on strategic tasks. Flexible pricing options make it

accessible for businesses of all sizes.

Multi-agent access ensures that your team can provide 24/7 customer support. This capability

enhances customer satisfaction and builds trust in your brand. By adopting the WhatsApp

Business API, you can future-proof your business and stay ahead in a competitive market.

Tip: Use the API's analytics tools to monitor team performance and identify opportunities for

improvement.

Comparing WhatsApp Business App and API for multiple

users

Feature comparison

Device and user limits

The WhatsApp Business App and API differ significantly in their device and user limits. The app

allows you to connect up to five devices, including one smartphone and four companion

devices. However, it does not support multiple phone connections. This limitation can hinder

businesses with larger teams or those requiring flexibility in device usage. Additionally, the app

restricts user access to five devices, which may not suffice for growing teams.

In contrast, the WhatsApp Business API offers unlimited device connections and user access. It

supports high-volume messaging and allows multiple team members to collaborate

simultaneously. This scalability makes it ideal for businesses managing extensive customer

interactions. The table below highlights these differences:

Tip: If your business requires flexibility and scalability, the API provides a more robust solution.

Automation and collaboration capabilities

Automation and collaboration tools are essential for efficient communication. The WhatsApp

Business App offers basic features such as automated greetings, quick replies, and a business

profile. These tools work well for small businesses with straightforward needs. However, the app

lacks advanced automation and team collaboration features, such as chat assignment or CRM

integration.

The WhatsApp Business API, on the other hand, excels in these areas. It supports advanced

automation tools like chatbots, auto-replies, and message routing. These features streamline

workflows and reduce response times. The API also integrates seamlessly with CRMs, enabling

you to manage customer interactions from a single platform. The table below summarises these

differences:

Note: For businesses handling high message volumes, the API’s automation and collaboration

capabilities can significantly enhance efficiency.

Use case scenarios

Small businesses with low message volumes

The WhatsApp Business App suits small businesses with limited customer interactions. You can

use it to prequalify leads by asking targeted questions or to maintain engagement with trial

users through personalised tips. The app also helps you address objections in real-time, create

urgency with limited-time offers, and re-engage dormant leads. These features make it ideal for

handling low-volume support queries or upselling related products.

Medium to large enterprises with complex needs

Medium to large enterprises benefit more from the WhatsApp Business API. It supports use

cases like order updates, booking confirmations, and marketing campaigns. For example, you

can send transactional messages such as order confirmations or delivery updates. The API also

facilitates secure payments, making it a valuable tool for e-commerce businesses. The table

below outlines some common use cases:

Tip: The API’s scalability and advanced features make it the preferred choice for enterprises

with complex communication needs.

Best practices for managing WhatsApp Business multiple

users

Managing WhatsApp Business with multiple users effectively requires a combination of robust

security measures and strategies to optimise team collaboration. By implementing these best

practices, you can ensure smooth operations and safeguard sensitive customer data.

Security measures

Securing devices and managing notifications

Securing devices is crucial when multiple users access a single WhatsApp Business account.

Start by conducting a Data Protection Impact Assessment (DPIA) to identify potential risks. This

assessment helps you understand vulnerabilities and implement necessary safeguards. Be

transparent with your customers about how you collect and use their data. Always obtain explicit

permission before using client data for purposes beyond messaging. Allow clients to withdraw

their consent easily to build trust.

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Limit data collection to what is essential for your business needs. Regularly review your data

handling practices to ensure compliance with updated policies. Encourage your team to use

strong passwords and enable two-step verification on all devices. This feature adds an extra

layer of security by requiring a PIN in addition to the password. Manage notifications carefully to

prevent sensitive information from being displayed on unlocked screens.

Logging out of unused devices

Regularly review the list of linked devices in your WhatsApp Business account. Unlink any

device that is no longer in use to minimise security risks. This practice ensures that only

authorised users have access to the account. Encourage your team to log out of devices when

they are no longer needed. This step is especially important for shared devices or those used in

public spaces. By maintaining control over device access, you can protect your business from

potential data breaches.

Tip: Schedule periodic audits of linked devices to ensure your account remains secure.

Optimising team collaboration

Assigning roles and permissions

Assigning roles and permissions is essential for managing a team effectively. The WhatsApp

Business API allows you to define user roles, ensuring each team member has access only to

the data they need. This feature enhances security and prevents unauthorised access. For

example, you can assign customer service agents to handle queries while restricting access to

sensitive business information. Clear role definitions also improve accountability within your

team.

Using automation to streamline workflows

Automation can significantly enhance team efficiency. The WhatsApp Business API on platforms

like Cue offers tools like chatbots and auto-replies to handle repetitive tasks. Chatbots can

answer frequently asked questions, such as store hours or refund policies, freeing up your team

to focus on complex queries. Auto-replies ensure customers receive instant responses, even

outside business hours. Quick reply templates also save time by providing predefined answers

to common questions.

For smaller teams, the WhatsApp Business App includes features like greeting messages, away

messages, and quick replies. These tools help you maintain consistent communication with

customers. Larger enterprises can benefit from the API’s ability to connect multiple devices to a

single number, improving scalability and coordination. By leveraging these features, you can

optimise workflows and enhance customer satisfaction.

Tip: Use automation strategically to balance efficiency with a personalised customer

experience.

A real-world example of a WhatsApp Business using

multiple users

AutoZone’s improved customer engagement with Cue

AutoZone, a leading distributor of automotive parts, leveraged Cue to transform its customer

engagement strategy. By using Cue, AutoZone enabled its sales and support teams to

collaborate seamlessly. The platform’s live chat feature allowed team members to track ticket

statuses and ensure no query went unanswered. AutoZone also used chatbots to automate

responses to frequently asked questions, such as product availability and store locations. This

automation not only saved time but also ensured consistent and accurate information delivery.

With Cue’s solution, AutoZone achieved faster response times and higher customer satisfaction

rates.

Deliver superior customer experience

WhatsApp Business provides flexible solutions for managing multiple users, making it suitable

for both small teams and large enterprises. The WhatsApp Business API, especially when

powered by Cue, offers advanced features like automation, scalability, and seamless team

collaboration. These tools enable teams to handle complex customer interactions efficiently.

By implementing best practices, you can optimise your operations and enhance security.

Assigning roles, automating workflows, and securing devices improve efficiency and

transparency. These measures also ensure swift responses, personalised engagement, and

better client satisfaction. Features like appointment reminders, real-time support, and secure

document sharing further streamline your processes.

If you aim to scale your business and improve team collaboration, The Cue platform is an

excellent choice. Request a demo today and explore its capabilities to transform your customer

service and build stronger relationships.

Frequently Asked Questions

Can I use the WhatsApp Business API without technical expertise?

No, the API requires some technical setup. You need to integrate it with third-party platforms or

use a provider like Cue. Cue simplifies the process by offering a user-friendly interface and

support for businesses without in-house technical teams.

How does Cue enhance WhatsApp Business API functionality?

Cue provides tools like live chat, chatbots, and quick reply templates. These features streamline

customer interactions and improve team collaboration. Cue also integrates with CRMs, enabling

you to manage customer data and track performance from a single platform.