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How to Set Up WhatsApp for SchoolTracs

Updated

SchoolTracs supports sending invoices and receipts via WhatsApp. To enable this feature, you’ll need to set up a WhatsApp API account through Meta’s platform and connect it to your SchoolTracs account.

Before You Begin

To complete the setup, you'll need the following:

  • A Facebook Account with Meta Business permissions

  • A Meta Business Portfolio

  • A WhatsApp API Account (not the WhatsApp Business App)

  • A Business Profile (Phone Number) verified by Meta

  • A Payment Method added to your Meta account

⚠️ Please Note:

  • WhatsApp API Account Required: This is not the same as a WhatsApp Business App account. Once your number is used with the API, it cannot be accessed through the WhatsApp or WhatsApp Business apps. You must use a third-party app to view and reply to messages.

  • Message Charges Apply: Messages sent via the API will incur charges by Meta (WhatsApp’s parent company).

    • SchoolTracs uses the Utility message category, which covers transactional messages like receipts and invoices.

    • You can view Meta’s pricing by region here:
      👉 https://business.whatsapp.com/products/platform-pricing

    • (Final charges are subject to Meta’s rates and policies.)

You can refer to Meta’s official guide here:
Embedded Signup – WhatsApp Business Platform

Step 1: Log in to a Facebook Account

  • Log into a Facebook account that has permission to manage Meta Business tools.

  • Enable Two-Factor Authentication (if prompted) to set a 6-digit PIN for your WhatsApp number.

  • This can be done via your Meta Accounts Center

Step 2: Create or Select a Meta Business Portfolio

  • In SchoolTracs, Go to Setting > Integration > Whatsapp
  • Click on Connect Whatsapp Business
    Screenshot 2025-06-13 at 8.53.27 AM.png

  • Create or select your business’s Meta Business Portfolio.

  • Ensure your business name and details match your legal registration.
    Screenshot 2025-06-06 at 11.21.47 AM.png

Step 3: Create or Select a WhatsApp API Account

  • Create or choose your WhatsApp Business Account (API version).

  • This is used to manage your number and messaging templates via Meta’s platform.
    Screenshot 2025-06-06 at 11.40.28 AM.png

Step 4: Register a Phone Number and Create Business Profile

  • Register the phone number you wish to use and create your Business Profile.

    • This number is what students will see in WhatsApp.

    • Meta will verify the name and phone number combination.
      Screenshot 2025-06-06 at 11.41.36 AM.png

⚠️ Phone Number Tip:
Avoid using numbers that begin with +1555, as they may not be eligible for Cloud API registration.
If you receive an error like:
“Phone number is not verified through SMS or voice…”,
you may need to purchase a new SMS-enabled number to complete verification.

Step 5: Add a Payment Method

  • Add a valid payment method in Meta’s WhatsApp Manager.

  • A payment method is required to send messages via the API.
    Screenshot 2025-06-06 at 12.13.33 PM.png

Step 6: Finalize Setup in SchoolTracs

Once all the above steps are complete:

  1. Go to SchoolTracs > Settings > WhatsApp Integration

  2. If your phone number status shows Pending, click Register Phone Number on WhatsApp Cloud API
    image-20250606-042043.png

  3. Enter the same 6-digit PIN created earlier (or reset it in Meta’s Business Manager > Phone Number > Two-Step Verification)
    image-20250606-042640.png

Step 7: Test WhatsApp Messaging

To verify your setup:

  1. Enable WhatsApp as a Contact Method for Setting > Invoices and Setting > Receipts
    image-20250606-043230.png

  2. Create a test student with a valid mobile number

  3. Go to SchoolTracs > Accounting > Invoices

  4. Select the student and send a test invoice

Step 8: Template Approval Process

Once your WhatsApp setup is complete, SchoolTracs will automatically submit a fixed set of standard templates to WhatsApp for approval.

📌 Templates are currently fixed and cannot be edited.

Available Templates:

1. Invoice Notification – English
Dear {{recipient}}, your invoice {{invoice_number}} for {{invoice_amount}} is ready. Kindly review it at your convenience.\n— {{center_display_name}}

2. Invoice Notification – Traditional Chinese
{{recipient}}，你好。你的發票（編號：{{invoice_number}}，金額：{{invoice_amount}}）已準備好，請在方便時查閱。\n— {{center_display_name}}

3. Payment Acknowledgement – English
Dear {{recipient}}, we’ve received your payment. Thank you. Receipt number: {{receipt_number}}.\n— {{center_display_name}}

4. Payment Acknowledgement – Traditional Chinese
{{recipient}}，你好。我們已收到你的付款，謝謝你。收據編號：{{receipt_number}}。\n— {{center_display_name}}

You can check the approval status of these templates in your WhatsApp Manager. Approval may take some time.

If you need support during setup, our team is happy to help.

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