Never Miss a WhatsApp Message Again (Shared Inbox Guide)
One WhatsApp number cannot sit on one person's phone and still serve a business. A shared inbox puts every conversation in one place, assigns messages to the right agent, keeps handovers clean, and drafts AI replies so nothing waits for a free moment.
Zero missed messages with assignments and an unassigned-conversation queue
Faster first responses with AI reply drafts
After-hours auto-replies that customers actually answer
01 · The problem
Where messages get lost
When WhatsApp lives on one personal phone, every message competes with the owner's other life: meetings, deliveries, and the moment the phone runs out of battery.
One person holds the number; everyone else forwards screenshots
No conversation history survives a handover
Messages at night wait for morning, and buyers move on
There is no record of who promised what to whom
02 · The setup
The shared inbox in practice
Connect the number once and the whole team sees every conversation in one shared inbox. Messages no longer live on a device; they live in the workspace.
All conversations from one number in one inbox, with WhatsApp and Telegram together
Assignments: an agent takes a conversation, and the team sees who owns it
Collision avoidance: two agents never answer the same chat at the same time
Tags and notes keep pipeline stages and context visible
03 · The handover
Handovers without context loss
When the assigned agent leaves or a shift ends, reassign the conversation with a note. The full history stays in the chat, so the next agent picks up mid-sentence, not from scratch.
04 · After hours
After-hours coverage
An auto-reply acknowledges the message instantly, AI drafts a helpful answer, and a booking link captures the intent that would otherwise leak overnight.
05 · The templates
Copy-paste templates
Adjust the placeholders and send. These work as WhatsApp templates (utility category) or plain messages inside the service window.
Ready to use
Copy, adapt, send
Adjust the placeholders, then copy and paste. Works as WhatsApp templates or plain messages.
After-hours auto-reply
Thanks for messaging {business}. We're closed until {time}, but {name} will reply first thing. Need to book? Reply BOOK and we'll reserve your slot now.
Handover note
Assigned from {agent1} to {agent2}. Context: {summary}. Customer waiting since {time}, replied {n} times. Next step: {action}.
Assignment acceptance
Hi {name}, {agent} here. I'm taking over your chat. I can see {context}. How can I help?
While you wait
Thanks for waiting, {name}. Your message is with {team} and someone will reply within {time}. Anything urgent? Reply URGENT and we'll bump you up.
Common questions
Yes. A shared inbox in Wutt lets every agent answer from one number, with assignments and history.
No. Collision avoidance keeps a conversation with one active agent until it is closed or reassigned.
Reassign the conversation with a handover note. The full chat history stays in the inbox.
No. Every reply comes from the same business number; the customer sees one business.
The after-hours auto-reply acknowledges instantly, and booking links capture intent until a human takes over.
No. One number serves the whole team. Add agents, not phone lines.