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Welcome to Team Inbox!

Your Team Inbox is deployed and running. Now let’s configure it for your team’s daily use.
This guide takes about 15-20 minutes and covers essential configuration before inviting your team.

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Step 1: Initial Login

1

Access Your Frontend URL

Navigate to your Railway frontend URL (e.g., https://your-app.railway.app)
2

Log In as Admin

Use the admin credentials you created during deployment:
  • Email: admin@yourcompany.com
  • Password: (the password you set)
3

Verify Login Success

You should see the Team Inbox dashboard with empty conversation list
✅ Successfully logged in to Team Inbox

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Step 2: Configure Application Settings

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Update Your Profile

1

Open Settings

Click on your profile icon → “Settings”
2

Update Name and Email

  • Full Name: Your actual name
  • Email: Your work email
  • Password: (optional) Change from default
3

Save Changes

Click “Save Profile”

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Configure Notifications

1

Enable Push Notifications

Settings → Notifications → “Enable Browser Notifications”Click “Allow” when browser prompts for permission

Set Email Notifications

(If you configured Resend in deployment)
  • ✅ New message notifications
  • ✅ Assignment notifications
  • ⚠️ Daily summary (optional)
3

Test Notifications

Send yourself a test WhatsApp message to verify notifications work

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Step 3: Customize Appearance

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Set Language Preference

1

Open Language Settings

Settings → Language
2

Choose Your Language

Available languages:
  • 🇺🇸 English
  • 🇪🇸 Español (Spanish)
  • 🇫🇷 Français (French)
  • 🇩🇪 Deutsch (German)
  • 🇮🇹 Italiano (Italian)
  • 🇵🇹 Português (Portuguese)
3

Save Preference

Interface will immediately update to selected language

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Configure Theme (Optional)

1

Choose Theme

Settings → Appearance
  • Light mode (default)
  • Dark mode
  • System (auto-detect)

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Step 4: Send Your First Test Message

1

Send WhatsApp to Your Business Number

From your personal phone, send: “Hello, this is a test!”
2

Verify Message Appears

Message should appear in Team Inbox within 1-2 seconds
3

Reply from Team Inbox

Click on the conversation → Type response → Click Send
4

Confirm on Phone

Check your phone - reply should arrive instantly
✅ Two-way messaging working correctly!

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Step 5: Set Up Conversation Management

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Create Conversation Tags (Optional)

1

Go to Settings → Tags

Create tags for organizing conversations
2

Add Common Tags

Suggested tags:
  • 🔴 Urgent
  • 💰 Sales
  • 🛠️ Support
  • 📦 Orders
  • ❓ Question
3

Assign Colors

Give each tag a distinct color for visual scanning

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Configure Auto-Assignment (Optional)

1

Settings → Assignment Rules

Set up rules for automatic conversation assignment
2

Create Round-Robin Rule

Distribute new conversations evenly across team members
3

Set Business Hours

Define when auto-assignment is active

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Step 6: Configure WhatsApp Business Profile

1

Go to Meta Business Suite

Visit: business.facebook.com
2

Select Your WhatsApp Account

Click WhatsApp → Business Profile
3

Update Profile Information

  • Business Name
  • Profile Picture
  • Business Description
  • Business Category
  • Business Address
  • Business Hours
  • Website URL
4

Save Profile

These details appear to customers when they message you
A complete profile builds trust with customers and provides important context

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Step 7: Set Up Quick Replies (Optional)

1

Go to Settings → Quick Replies

Create templated responses for common questions
2

Create Common Replies

Examples:
/greeting → "Hello! Thanks for reaching out. How can we help you today?"
/hours → "We're open Monday-Friday, 9 AM - 6 PM EST"
/shipping → "Standard shipping takes 3-5 business days"
3

Use Shortcuts

Type / in message box to see available quick replies

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Step 8: Configure Business Hours & Away Messages

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Set Business Hours

1

Settings → Business Hours

Define your operating hours
2

Set Schedule

  • Monday-Friday: 9 AM - 6 PM
  • Saturday: 10 AM - 4 PM
  • Sunday: Closed
3

Set Timezone

Ensure timezone matches your business location

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Create Away Message (Optional)

1

Settings → Auto-Reply

Message sent when outside business hours
2

Write Away Message

Example:
Thanks for your message! We're currently offline.
Our business hours are Monday-Friday, 9 AM - 6 PM EST.
We'll respond when we're back.
3

Enable Auto-Reply

Toggle “Send outside business hours”

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Step 9: Import Existing Contacts (Optional)

If you have existing customer contacts:
1

Prepare CSV File

Format:
phone,name,email,notes
+1234567890,John Doe,john@example.com,VIP customer
+1234567891,Jane Smith,jane@example.com,
2

Go to Contacts → Import

Upload your CSV file
3

Map Fields

Confirm field mapping is correct
4

Import

Contacts will be available in system immediately

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Step 10: Test Full Workflow

Before inviting your team, test the complete workflow yourself
1

Receive Message

Have someone send a WhatsApp message to your business number
2

Check Notification

Verify you received:
  • Browser push notification
  • Email notification (if configured)
3

Assign Conversation

Practice assigning conversation to yourself
4

Send Reply

Reply to the message
5

Verify Delivery

Confirm customer received your reply
6

Close Conversation

Mark conversation as resolved
✅ Full workflow tested and working!

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Configuration Checklist

Successfully accessed Team Inbox with admin account
Name, email, and password set
Push and email notifications enabled and tested
Interface language set to preference
Two-way messaging verified working
Business information filled out on Meta
Common responses templated
Operating hours and timezone configured
Conversation organization system in place
End-to-end functionality verified

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Common Configuration Issues

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Push Notifications Not Working

Symptoms: No browser notifications when message arrives Solutions:
  1. Check browser notification permissions (Settings → Site Settings → Notifications)
  2. Verify HTTPS is enabled (required for push notifications)
  3. Check VAPID keys are correctly set in backend environment
  4. Ensure service worker is registered (F12 → Application → Service Workers)

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Email Notifications Not Sending

Symptoms: Not receiving email alerts Solutions:
  1. Verify Resend API key is correctly set
  2. Check email sender domain is verified (if using custom domain)
  3. Look at backend logs for email errors
  4. Test with different email address (check spam folder)

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Messages Not Appearing

Symptoms: WhatsApp messages don’t show up in inbox Solutions:
  1. Verify WhatsApp webhook is configured correctly in Meta dashboard
  2. Check backend logs for webhook events
  3. Ensure WHATSAPP_PHONE_NUMBER_ID matches your business number
  4. Test webhook with Meta’s webhook tester tool

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Small Team (2-5 people)

✅ Enable push notifications (everyone)
✅ Enable email notifications (everyone)
✅ No auto-assignment (manual distribution)
✅ Basic tags only (Urgent, Support, Sales)
❌ Advanced automation (not needed yet)

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Medium Team (5-15 people)

✅ Enable push notifications (everyone)
✅ Enable email notifications (managers only)
✅ Round-robin auto-assignment
✅ Comprehensive tag system
✅ Quick replies for common questions
✅ Business hours with away message
⚠️ Team-specific assignment rules

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Large Team (15+ people)

✅ Push notifications (optional per user)
✅ Email notifications (managers + escalations)
✅ Skills-based assignment routing
✅ Detailed tag taxonomy
✅ Extensive quick reply library
✅ Automated workflows
✅ Performance analytics
✅ Team-specific channels/groups

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Next Steps

Invite Your Team

Add team members and configure permissions

Learn Team Features

Master collaboration workflows

Set Up Integrations

Connect Team Inbox with your other tools

Monitor Performance

Track metrics and system health

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Need Help?

Questions about configuration? We’re here to help!