> For the complete documentation index, see [llms.txt](https://help.botpenguin.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.botpenguin.com/bots/whatsapp-bot/bot-setup/whatsapp-bot-creation-with-manual-onboarding.md). # WhatsApp Bot Creation with Manual Onboarding ### What is Manual Onboarding? Manual onboarding is the process of connecting your WhatsApp Bot to BotPenguin by setting up and configuring your own Meta App and WhatsApp Business Account (WABA). Unlike the embedded signup flow, manual onboarding requires you to work directly inside the Meta Developer Dashboard to configure each component. This approach is typically used by: * Businesses that already have an existing Meta App or WABA * Agencies managing WhatsApp setups on behalf of clients * Teams that need full control over their Meta configuration *** ### Understanding the Key Components Before you begin, it helps to understand the three core components involved in this process. #### Section A: What is a WhatsApp Business Account (WABA)? A WhatsApp Business Account — commonly referred to as a WABA — is the Meta-managed account that sits behind your WhatsApp Business number. It is the account through which all WhatsApp messages are sent and received. Every WhatsApp Bot on BotPenguin is connected to a WABA. The WABA holds your: * Registered phone number * Message templates * Business profile information * Messaging usage and billing records You manage your WABA through the Meta Business Manager and Meta Developer Dashboard. *** #### Section B: Why is Adding a Payment Method Important? WhatsApp charges businesses for conversations beyond the free tier. Without a payment method added to your WABA, your bot will stop sending messages once the free limit is reached — even if the integration is correctly set up. Adding a payment method ensures: * Uninterrupted message delivery * Access to all conversation categories (Marketing, Utility, Authentication, Service) * No unexpected message failures during active campaigns or support interactions {% hint style="info" %} Your WhatsApp Bot will not be able to send messages reliably without an active payment method on your WABA. This is one of the most common reasons bots stop working after initial setup. {% endhint %} *** #### Section C: What is a System User? A System User is a Meta Business Manager entity that acts on behalf of your business without being tied to a personal Facebook account. When you assign a System User to your WABA, it gives BotPenguin the permissions it needs to send and receive messages, manage templates, and maintain the integration — without relying on an individual's personal login. Using a System User ensures: * The integration does not break if a team member leaves or changes their account * BotPenguin has stable, long-term API access to your WABA * Permissions are scoped correctly for automation *** ### Process Overview The manual onboarding process has seven steps. Complete them in order — each step depends on the one before it.
StepWhat you do
1Check prerequisites
2Create a Meta App
3Register and verify your WhatsApp number
4Subscribe the WhatsApp webhook with BotPenguin
5Add a payment method to your WABA
6Assign a System User to your WhatsApp account
7Retrieve credentials from the Meta Developer Dashboard
*** ### Step-by-Step Guides #### Step 1: Check Prerequisites Make sure you have everything in place before starting — the right account access, a verified business, and a phone number ready for WhatsApp. {% content-ref url="/pages/WFFscEENAvi0hUGtHQER" %} [Prerequisites for WhatsApp Bots](/bots/whatsapp-bot/bot-setup/whatsapp-bot-creation-with-manual-onboarding/prerequisites-for-whatsapp-bots.md) {% endcontent-ref %} *** #### Step 2: Create a Meta App Create a Meta App inside the Meta Developer Dashboard. This app acts as the bridge between your WABA and BotPenguin. {% content-ref url="/pages/hlli1Vs81Y121IX2RGWs" %} [Create a Meta App](/bots/whatsapp-bot/bot-setup/whatsapp-bot-creation-with-manual-onboarding/create-a-meta-app.md) {% endcontent-ref %} *** #### Step 3: Register and Verify Your WhatsApp Number Register the phone number you want to use for your WhatsApp Bot and complete the verification process. The number must be verified and authorised before it can send or receive messages through the WhatsApp Business Cloud API. {% content-ref url="/pages/B63gtTrCVccKbdQa7kpc" %} [Register & Verify your WhatsApp Number](/bots/whatsapp-bot/bot-setup/whatsapp-bot-creation-with-manual-onboarding/register-and-verify-your-whatsapp-number.md) {% endcontent-ref %} *** #### Step 4: Subscribe the WhatsApp Webhook with BotPenguin Connect your Meta App to BotPenguin by subscribing the WhatsApp webhook. This is what allows your WhatsApp Bot to receive incoming messages and respond to users in real time. {% content-ref url="/pages/njGzcgpvAiuR7WKLMcQz" %} [Subscribe WA webhook with BotPenguin](/bots/whatsapp-bot/bot-setup/whatsapp-bot-creation-with-manual-onboarding/subscribe-wa-webhook-with-botpenguin.md) {% endcontent-ref %} *** #### Step 5: Add a Payment Method to Your WABA Add a payment method to your WhatsApp Business Account in the Meta Developer Dashboard. Without this, your bot will stop sending messages once the free conversation limit is reached. {% content-ref url="/pages/mXRICYBfVKoZWqQrjzyt" %} [Update WA account Payment Method](/bots/whatsapp-bot/bot-setup/whatsapp-bot-creation-with-manual-onboarding/update-wa-account-payment-method.md) {% endcontent-ref %} *** #### Step 6: Assign a System User to Your WhatsApp Account Assign a System User to your WABA. This gives BotPenguin stable, long-term API access without being tied to a personal account. {% content-ref url="/pages/IDK2uxxMkfnjtwtFtjqv" %} [Assign System User to WhatsApp Account](/bots/whatsapp-bot/bot-setup/whatsapp-bot-creation-with-manual-onboarding/assign-system-user-to-whatsapp-account.md) {% endcontent-ref %} *** #### Step 7: Retrieve Details from the Meta Developer Dashboard Collect all the credentials needed to complete the integration inside BotPenguin — including your Phone Number ID, WhatsApp Business Account ID, and Access Token. {% content-ref url="/pages/mwUvYF7281sZGC4Ce6db" %} [Getting all the necessary details from Meta Developer Dashboard](/bots/whatsapp-bot/bot-setup/whatsapp-bot-creation-with-manual-onboarding/getting-all-the-necessary-details-from-meta-developer-dashboard.md) {% endcontent-ref %} *** ### You're All Set Once all seven steps are complete, your WhatsApp Bot will be live and ready to interact with users through BotPenguin. {% hint style="info" icon="lightbulb" %} Meta and WhatsApp Business Cloud API requirements can change. If any step looks different from what is described in the individual guides, refer to the [Meta Developer Documentation](https://developers.facebook.com/docs/whatsapp) or contact BotPenguin support. {% endhint %} *** ### Support If everything is correct and you are still unable to move forward, write to us at . We will respond back within 48 business hours.