WhatsApp Mastery

Here you’ll learn the most practical tips and tricks in WhatsApp so you can use it like a pro

WhatsApp Personal vs WhatsApp Business

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Having two separate WhatsApps—one personal and one business—is crucial for clean operations and sanity: your business number becomes a focused hub for clients, team chats, sales groups, and communities, while your personal number stays for family, friends, and your actual life. This separation keeps your inboxes cleaner, avoids mixing emotional contexts (no client crisis next to a message from your mom), and lets you design different notification rules for each world. On top of that, WhatsApp Business gives you extra tools like labels, quick replies, greeting/away messages, and a business profile, which only make sense in a professional context and help standardize how you interact with clients.

To make this transition work, you need to educate people: stop answering business topics from your personal number, always redirect them to your business number, and ask to be replaced in work-related groups so that all operational conversations end up there. Over time, this trains everyone to contact you the right way and turns your business number into a single, scalable and organized channel for operations.

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Archived Chats

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In WhatsApp, by default, when you archive a chat and someone writes to you again, that chat stays archived if you have the “Keep chats archived” option enabled. That means that even if there’s activity, it won’t come back to your main chat list: you have to go into “Archived” to see it. A lot of people leave this setting on without thinking about it, but it’s not always the best option if you want to use WhatsApp like a live, prioritized inbox.

That’s why turning that option off and using the setting to not keep chats archived is so powerful. When you do that, only the chats that get new messages reappear in your main list — in other words, only where something is actually happening. The rest stays out of sight and, honestly, if there are no new messages, it shouldn’t really matter to you. This way, your WhatsApp becomes a clean view of conversations that are relevant right now, and you stop carrying the visual and mental weight of old or irrelevant chats.

To use this WhatsApp feature, go to Settings > Chats and turn off the option shown in the image, so it looks exactly like that.

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Pinning Chats

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Pinning chats in WhatsApp Business is like putting your most important people on the front row of your communication. When you pin someone, their chat always stays at the top of your inbox, so you can find them instantly and you’re less likely to miss their messages, even when things get busy and your WhatsApp is flooded with conversations. Since you can only pin up to three chats, you have to use this feature strategically: reserve it for the people whose messages you always want to see first and reply to fast—like a key client, your operations lead, or your sales closer. That way, your top relationships and highest-leverage conversations are always one tap away.

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The Use of Unreads

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Using unread chats as a way to leave topics “open” is basically turning WhatsApp into a lightweight task manager. Instead of opening everything and then forgetting what you still need to answer, you can leave a chat unread (or mark it as unread again after reading) whenever there’s something pending: a decision, a reply, a follow-up, a document you still need to send, etc. That unread badge becomes a visual reminder of “this still needs action,” so when you come back to WhatsApp, you don’t have to remember everything from memory—the app itself is showing you your open loops. This is especially useful in business, where messages can easily get buried under new conversations: using unreads intentionally helps you prioritize, avoid dropping balls with clients or team members, and keeps your operational to-dos clearly visible inside the same tool where they happen.

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Creation of Communities for Clients

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Organising client communication through WhatsApp Communities is essential to staying structured and managing multiple clients without going crazy.

In this example, we will use a fictitious client called Digital Academy to show you exactly how to set up these communities on your business WhatsApp, while keeping your personal number free from work noise..

1. Open your regular WhatsApp app (not WhatsApp Business).

2. Create the community from your personal number (you cannot create communities directly from WhatsApp Business).

3. Click on the “+” icon in the app, then select “New Community”.

1. On the community creation page:

• Add a photo for the community.

• Name the community using this format: TEAM (CLIENT NAME).

  For example: TEAM Digital Academy.

• Optionally, write a short description of the team or delete it if you prefer. Everyone will already understand the purpose of the community from its context.

1. Once everything is set, click to Create the community.

Done — the community is now created.

To manage this community from WhatsApp Business instead of your personal WhatsApp, you need to add your business number to the community, make that number the owner and then from your personal WhatsApp leave the community.

1. Add your professional (business) number as a member of the community.

1. Once your professional number has been added, use your personal number to assign admin rights to your business number. To do this, first tap at the top area of the community. This will show you the Community Info, and it works the same with Groups.

1. You will see a screen where both of your numbers appear.

1. Tap on your Business number and make it an Admin.

1. Once you have made your business number an admin, leave the community with your personal number.

1. WhatsApp will ask you to assign a new owner for the community. Select your professional (business) number as the new owner.

1. Once you have transferred the ownership, confirm again to exit the community, and finally exit.

That’s it. Now go to your WhatsApp Business, and your professional number is the owner of the community.

We are ready to start configuring the community.

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Configuration of the Community

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Go to the Community Settings and apply the following configuration:

• Only admins can add new members

• Only admins can add new groups

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Creation of the Groups

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Once the community is properly configured, create the groups you need.

To do this, follow these rules of thumb:

Branding and Standardization of Group Names and Colors

• Choose a color that best represents your client’s brand.

• Maintain emoji consistency for group icons across different clients.

• Use this naming convention:

  Group Name (TEAM INITIALS)

  Example: General DA for Digital Academy.

Let’s create a group together.

1. Open the Group Info of the group you want to edit.

1. Then tap Edit in the top right corner.

1. Now:

• Edit the name following the naming convention.

• Edit the profile picture by choosing the emoji and sticker option.

1. Choose:

• A background color aligned with the client’s branding.

• An emoji that clearly represents the purpose of the group.

1. You now have your first group correctly configured.

To add more groups to the community, simply click on Add Group. I will now add the other mandatory groups.

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Mandatory Groups

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If you are working with us, there are some mandatory groups you must create.

Here is a view of all the mandatory groups with their respective emojis, which you must maintain consistently across communities for all clients:

Mandatory groups:

• 💬 General (INITIALS): Group for the entire team and overall communication.

• 👨‍💻 Tech (INITIALS): Space for Ops Managers and the team to discuss systems, operations, and tech-related topics.

• 💸 Sales (INITIALS): Channel to share sales with the team and the client, so we can celebrate all the achievements.

• 🎯 Marketing (INITIALS): Group dedicated to all marketing-related planning, ideas, and execution.

• 🗽 Leaders (INITIALS): Private group for key decision-makers and strategic discussions.

Make sure that when you create the groups (or right after), you set the Group Permissions like this:

You can find Group Permissions either when you first create the group, or later from the Group Info menu.

You can leave “Approve New Members” turned off for general groups such as General, Sales, etc. Anyone invited to the community should be able to join those without approval. But for groups like Leaders, you usually want only relevant people, so approval and restrictions make sense there.

Optional Groups

You can add any additional group you need, as long as:

• It is not redundant.

• It follows the naming and branding convention:

  • Background color aligned with the brand.

  • Representative emoji of the group theme.

  • NAME (INITIALS)

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Invite Members

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Finally, invite all the people who need to be in the community :)

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