Flowgento documentation

1. Getting started

1. Create your workspace. Sign up at flowgento.com with your business email. You become the workspace OWNER automatically — invite teammates after the WhatsApp connection.
2. Connect WhatsApp via Embedded Signup. Open Settings → WhatsApp and click Continue with WhatsApp. Meta's Embedded Signup popup walks you through verifying your business, selecting (or creating) a WhatsApp Business Account, and registering a phone number. When the popup closes, the inbox is ready.
3. Send your first message. Either let a customer message you first, or send an approved template from the inbox composer to open a 24-hour service window. After that you can send free-form replies until the window closes.

The Embedded Signup flow is Meta's official path. Flowgento never sees your Facebook password — Meta returns short-lived tokens to us which we exchange for a workspace-scoped credential.

2. Shared inbox

One unified inbox for every WhatsApp conversation in your workspace, designed to feel like WhatsApp Web but with team-friendly controls.

• Reply vs. internal notes. The composer has two tabs — Reply sends to the customer, Note is visible only to teammates. Notes are timeline events; they never go to WhatsApp.
• Labels and priority. Attach one or more labels (custom or default) to a conversation; flag it Low / Normal / High / Urgent priority to surface it in filters.
• Snooze. Hide a thread until 8 hours, 1 day, 1 week, or a custom time — it returns to the OPEN list automatically.
• Resolve. Mark a thread as RESOLVED to clear it from the active list. Resolving is reversible.
• Starred messages. Star any individual message; the Starred page collects them across every conversation for quick reference.
• 24-hour service window. The conversation header shows the live window state. When it's closed, only approved templates can be sent — the composer guides you to the template picker.
• Search. Search by contact name, phone, or message text from the inbox header.

3. Templates

Templates are Meta-approved reusable messages. They are required for business-initiated conversations and for re-engaging contacts after the 24-hour window has closed.

• Create. Templates → New template opens a builder for header, body, footer, buttons, and variable placeholders. On save, the template is submitted to Meta for review.
• Sync from Meta. Click Sync at the top of the list to pull every template (and its current status) from your WhatsApp Business Account in one pass.
• Status badges. Each row shows the live state — APPROVED, PENDING, or REJECTED. Only APPROVED templates can be sent.
• Send from a chat. Inside any conversation, click the template icon in the composer. The picker filters to APPROVED templates and lets you fill variables before sending.

4. Broadcasts

Send an approved template to many contacts at once. The wizard walks you through template selection, variables, and recipients — Flowgento handles dispatch, retries, and per-message delivery status tracking.

Recipient modes

• Upload CSV. Drop a CSV with a phone column (E.164 format). Optional extra columns become per-recipient variables — see "From CSV" below.
• Paste numbers. Paste a phone-per-line list directly into the wizard — fastest path for ad-hoc lists.
• Tag segment. Build a segment from your contacts using the multi-criteria builder.

Segment builder

Combine up to four criteria with AND / OR semantics:

• Tags — pick one or more tags (e.g. VIP, Repeat).
• Labels — pick one or more conversation labels.
• Priority — Low / Normal / High / Urgent.
• Status — OPEN / RESOLVED / SNOOZED.

The wizard shows a live recipient count as you adjust criteria so you can size the broadcast before sending.

Variable modes

For each template placeholder ({{1}}, {{2}}, …) pick one of:

• Static value — same text for every recipient (e.g. "20% off").
• From CSV — bind to a column in the uploaded CSV (e.g. first_name).
• From contact field — bind to a contact-record field (name, email, phone), so segment-based broadcasts personalise automatically.

5. Contacts & tags

The Contacts page lists every customer your workspace has ever messaged. Each row links straight to its conversation history and lets you edit name, email, tags, and notes.

Default tags

Six tags ship with every workspace. You can edit colours, rename them, or add your own from Settings → Tags:

• First-time — first message received.
• Repeat — returning customer.
• VIP — high-value account.
• Premium — paid-tier customer.
• Fraud-risk — flagged for review.
• Wholesale — bulk/B2B account.

Google Contacts sync

Connect a Google account from Settings → Integrations to pull contacts from your Google address book. Sync is one-way (Google → Flowgento) and re-runs on demand. Duplicates by phone are deduplicated automatically.

6. CRM

The CRM modules sit alongside the inbox and share the same contact records — every deal, task, and sequence is tied to a real WhatsApp conversation.

• Deals / Pipeline. A kanban board with custom stages. Drag a deal between columns to update its status; each card links to its contact and conversation.
• Tasks. Assign follow-ups to teammates with due dates. Open tasks appear on the Analytics dashboard.
• Drip sequences. Build a multi-step automated WhatsApp flow (template + delay + template …) and enrol contacts manually or via tag triggers.
• Analytics dashboard. KPI overview of conversation volume, open tasks, won deals, and broadcast delivery — with CSV export for every chart.

7. Storage / Media

Every image, video, audio file, and document sent or received in your workspace is collected in Settings → Storage. Filter by media type, search by filename, and preview or download files directly. Files are stored on Flowgento's multi-cloud media layer (Cloudflare R2 + iDrive e2) with per-tenant isolation.

8. Team & roles

Invite teammates from Settings → Team. Each user holds one of three roles inside the workspace:

9. Billing & plans

Flowgento ships six plan tiers, each named after a Sanskrit word that captures its scale. See the pricing page for current monthly cost, message quotas, and feature gates.

• Aarambh — start free.
• Pragati — growth.
• Vistaar — expansion (API access unlocked).
• Shikhar — peak / pro.
• Vishwa — enterprise (contact sales).
• Sampoorn — complete (contact sales).

Upgrading. An OWNER changes plan from Settings → Billing. Plan changes take effect immediately; quotas reset on the next billing cycle. WhatsApp message charges from Meta are billed separately at pass-through rates with no markup.

Usage. The billing page also surfaces current-cycle conversation volume so you can size up before hitting a cap.

10. Settings & API

• Business profile. Settings → Profile — workspace name, logo, business hours, and customer-facing reply signature.
• WhatsApp numbers. Settings → WhatsApp — your connected WhatsApp Business Account, registered phone number, display name, and quality rating. The platform supports adding additional WABAs as your business grows.
• API keys. Settings → API issues per-workspace keys for server-to-server integrations (Vistaar plan or higher). Full developer reference, including endpoints, scopes, rate limits, and webhooks, lives on the API documentation page.
• Webhooks. Settings → Webhooks registers HTTPS endpoints that Flowgento POSTs to on every workspace event (message received, status changes, contact tagged, etc.). HMAC-signed; up to 5 retries with exponential backoff. See the webhooks section of the API docs for verification snippets.

11. Support

Stuck or have a feature request? Email support@flowgento.com — we reply within one business day. Include your workspace name and a short description of what you're trying to do; if you can attach a screenshot we can usually help in one round-trip.

For partnership and reseller enquiries, contact partnerships@flowgento.com.