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WhatsApp Bot Creation with Manual Onboarding

This page walks you through everything you need to know before and during the manual onboarding process for your WhatsApp Bot on BotPenguin.

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

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.

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.

Step
What you do

1

Check prerequisites

2

Create a Meta App

3

Register and verify your WhatsApp number

4

Subscribe the WhatsApp webhook with BotPenguin

5

Add a payment method to your WABA

6

Assign a System User to your WhatsApp account

7

Retrieve 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.

✅Prerequisites for WhatsApp Bots

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.

🔤Create a Meta App

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.

✔️Register & Verify your WhatsApp Number

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.

🔗Subscribe WA webhook with BotPenguin

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.

💳Update WA account Payment Method

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.

🦸‍♀️Assign System User to WhatsApp Account

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.

📃Getting all the necessary details from Meta Developer Dashboard

You're All Set

Once all seven steps are complete, your WhatsApp Bot will be live and ready to interact with users through BotPenguin.

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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 or contact BotPenguin support.

Support

If everything is correct and you are still unable to move forward, write to us at support@botpenguin.com. We will respond back within 48 business hours.

PreviousBot Setup
NextPrerequisites for WhatsApp Bots

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