Go to Settings > Integrations > WhatsApp, connect your school's WhatsApp Business account and register your number. To change it later, select Change Number on the same card; history, forms and QR codes move to the new number.
For admins: connect your school's WhatsApp Business number to OpenApply.
Why it helps
- Reach families where they reply fastest. In many countries parents answer WhatsApp far sooner than email.
- One shared history. Every message is saved on the student or contact record, not on someone's phone.
- Change numbers without losing anything. History, forms, links and QR codes all move to the new number.
Before you start
- Your school needs its own WhatsApp Business account with Meta.
- You need permission to manage the WhatsApp integration in OpenApply.
Connect WhatsApp
Go to Settings > Integrations > WhatsApp.
Follow the steps to connect your school's Meta (WhatsApp Business) account and register your number.
When the number is ready, the Register WhatsApp Number card shows Active.
Change your WhatsApp number
On the Register WhatsApp Number card, select Change Number.
Enter the new number and choose to receive a code by SMS or voice call.
Enter the code to verify the number. The card shows the new number as Pending, then Active.
Re-share any QR codes or links you printed or posted outside OpenApply. OpenApply reminds you to do this.
- The old number keeps sending until the new one is Active. If the new number fails, the old one stays connected.
- Past conversations stay on Contact and Student profiles. Earlier messages are labelled with the old number.
- Existing WhatsApp forms, links and QR codes point to the new number automatically.
- Each change is recorded in the Audit Log.
Message templates and their category
Templates let you message a parent outside the 24-hour reply window. To set one up, go to Settings > Admissions > Notification and attach a WhatsApp template to a notification email or event notification. Once Meta approves it, it appears under Send Template on the profile.
Meta decides each template's category. The template editor shows the approved category next to the approval status, with a hint when it differs from what you submitted.
If Meta approves a template as Marketing instead of Utility, it costs more to send and cannot be delivered to US (+1) numbers. If parents in the US stop receiving a message, check the template's category.
Things to know
- OpenApply does not provide chatbots or automatic replies. You can set an away message in your WhatsApp Business account.
- Bulk WhatsApp campaigns are not available.