Connect your club’s WhatsApp

Rules and source references were reviewed on 13 October 2026. The final rates and connection status shown in your account take precedence over examples. Do not fund an unapproved connection or send members to it before the pilot checks pass.

• Owner or administrator access to the correct business portfolio in Meta and permission to manage its WhatsApp assets. Use the club’s business, not an employee’s unrelated business.
• The club’s legal name, address, website and any business verification documents Meta requests. Business verification and a verified display name are separate checks; approval is not automatic.
• Access to the business phone number for the verification method Meta offers, plus its existing two-step verification PIN when requested.
• Owner access in EasyGym, the intended club, the branch that receives enquiries, staff support hours and a responsible administrator.
• An enabled pilot, approved final prices and a payment method for EasyGym usage. The club must be entitled to connect the number and consent to the partner billing arrangement.

The ordinary WhatsApp app, WhatsApp Business app and WhatsApp Business Platform are different products. EasyGym automation uses the Platform. Having the Business app alone does not activate API access.

• An eligible WhatsApp Business app number may use Coexistence, allowing supported app and Platform use on the same number. Eligibility depends on Meta, the account and the partner; it is not guaranteed.
• A personal WhatsApp number cannot be assumed eligible for Business app Coexistence. Review the migration path shown by Meta or choose a dedicated business number.
• A number already attached to another Platform provider may require a coordinated transfer. Check ownership, PIN, outstanding charges and provider release requirements before making changes.
• Do not delete an account or disconnect the current provider just to make the wizard continue. Ask EasyGym support to confirm the supported route first.

1. 1Open Settings → WhatsApp as the owner. Check the selected organisation and the pilot status, select the routing branch, confirm your authority to connect the business and press “Continue with Meta”.
2. 2Sign in on Meta’s screen with the account authorised to manage the club’s business. Never send your Meta password, verification code or PIN to EasyGym support in a message.
3. 3Select or create the correct business portfolio and WhatsApp assets. Choose the existing business number or the new dedicated number using the route Meta offers.
4. 4Complete the number and business checks Meta requests. Review the requested access and authorise EasyGym and its disclosed partner to connect the selected assets.
5. 5Return to EasyGym and check the business name, visible number and branch routing. A phone number verification by itself does not mean the integration is ready.
6. 6Read the approved final price schedule and billing terms. Accept the partner billing arrangement and choose a prepaid balance or, when offered, a card-backed postpaid limit.
7. 7Set support hours and the staff queue for this number. Review the approved templates and the member consent text for notifications and marketing.
8. 8Run the tests below. Activate customer use only when connection, identity, delivery, staff takeover and billing checks all pass.

1. 1Write to the business number from a separate test member account. Verify that the correct club name, public schedule and menu appear.
2. 2Complete the one-time member link. Check that the test member sees only their own membership and bookings; an unlinked guest must not see private details.
3. 3Book once with the menu, then ask for a booking in ordinary text. Confirm the proposed action and check the actual booking in EasyGym. Test cancellation and a full class as well.
4. 4Open a secure member or payment link on a phone. Check that the browser needs no repeated password and that an expired or already used link does not grant access.
5. 5Ask for a person, take the conversation in Inbox and reply. Check the original business number, the staff member’s branch permissions and that the AI stays paused.
6. 6Inspect usage and delivery results in billing. Repeat a webhook or a failed operation in the test environment and confirm it does not create a second booking or a duplicate charge.

In the enabled pilot, members can use menu buttons and supported WhatsApp forms, or write a request in their own words. EasyGym’s AI interprets the request; the club’s schedule, permissions and booking rules decide what can be done.

• Find classes, see availability, book, cancel or join a waitlist where the club allows it. A booking proposal is not a confirmed place until EasyGym reports success.
• Check the member’s own membership, remaining visits and permitted renewal or subscription changes. Club rules still apply.
• Continue a purchase, outstanding payment or a more detailed member task in the secure mobile member area. No separate club app is required.
• View supported access information and ask about the club, or request a member of staff.

The first private request requires a one-time link to an existing member account using the supported member sign-in or an assisted verification process. Afterwards, the linked WhatsApp identity can use that club’s member functions without repeating the login.

• An imported or unverified phone number is not proof of account ownership. Matching digits, a name in a message or an OTP sent to the same unlinked WhatsApp account cannot by themselves unlock an old member record.
• Guests can read public information and begin the supported registration flow. They do not get another person’s membership, balance or booking history.
• Duplicate records, shared family numbers and children’s accounts need the correct explicit link and permissions. Sharing a phone does not automatically authorise access to every family member.
• After a phone change, lost phone or suspected unauthorised access, ask the club to revoke the old link and verify the new one. Do not rely on the last digits of the number.
• Secure browser links are short-lived and single-use. Do not forward them. A chat preview must not sign in or perform an action on the member’s behalf.

1. 1The member chooses “Contact the club” or asks for a person in text. The conversation enters the club’s staff queue and automated conversational replies pause.
2. 2An authorised administrator opens Inbox, takes the conversation or assigns it to a permitted colleague. A club can use a central queue and branch queues.
3. 3The employee reads the context and replies from the original connected business number. The member receives the answer in the same chat.
4. 4Use internal notes for staff-only information and transfer the case when another branch or team is responsible. Access stays limited by the employee’s permissions.
5. 5When the issue is resolved, explicitly return the conversation to the assistant or close the case. An unresolved conversation must not silently return to AI after a timeout.

An incoming member message opens or renews the 24-hour customer service window. Within that window, the Platform permits free-form service replies. Outside it, the business needs an approved template for a permitted purpose. The window controls what may be sent; it is not a promise of unlimited free delivery.

• Service: ordinary replies sent through the Platform by the assistant or a staff member. Incoming customer messages are not charged as outgoing service replies.
• Utility: qualifying transactional templates, such as a relevant booking notification. Their category and price are distinct from the service allowance.
• Marketing: promotional templates. Advertising is not included in the service allowance.
• Authentication: approved verification messages, with their own pricing conditions. These are not ordinary member AI commands.

Pro is $99 or 365 AED per branch per month. An activated connection includes 1,000 service replies per connected business number per calendar month and 1,000 member AI commands per organisation’s billing month. The service allowance is the applicable Meta allowance, not another 1,000 messages added on top of it. Unused included allowances do not roll over.

• The service allowance does not cover utility, marketing or authentication templates. Only eligible service messages belong to that counter; check the approved catalog for current conditions.
• A member AI command is one successfully handled free-text request, including an answer, clarification or proposed action. Several internal model calls for that request do not become several commands.
• Buttons, menu navigation and employee replies do not spend member AI commands. They may still cause a billable outgoing WhatsApp message.
• Technical failures and repeated processing of the same message are not separately billed as successful AI commands. The existing administrator assistant allowance is separate.
• After the AI allowance, usage is priced from the processing actually used at the published final rates. Requests can cost different amounts; there is no universal fixed price for every command.
• Paid WhatsApp delivery depends on the recipient’s country, message category and applicable price version. The club’s location alone does not determine the price.

When usage billing is enabled, “Service billing” separates the EasyGym subscription, WhatsApp, member AI, balance and invoices. The subscription is paid separately from the usage balance. Purchased balance carries forward between months.

• Prepaid top-ups: $10, $25 or $50 in a USD account; 40, 100 or 200 AED in an AED account. These are money amounts, not packs of an identical number of messages.
• Automatic top-up is off by default. Card-backed postpayment, when enabled by the owner, requires an agreed monthly limit.
• Usage paid from prepaid funds is deducted from the amount still due. It must not be charged again on the final invoice.
• Budget alerts appear at 50%, 80% and 100%. Check message counts and charges by number, category and country, plus AI consumption and the remaining allowance.
• When the AI budget runs out, the menu and human help remain available if the WhatsApp channel budget permits replies. When that channel’s paid-send budget runs out, paid outgoing messages pause while incoming enquiries are retained.
• Delivery events and provider reconciliation can arrive later than the conversation. Review the distinction between estimated, accrued and invoiced usage before disputing a charge.

• Use the approved template for the actual purpose and language of the message. A template still under review or rejected by Meta cannot be treated as ready.
• Explain what messages the member agrees to receive and record the relevant consent. A linked account or a purchase is not blanket permission for unrelated promotions.
• Provide an easy way to stop marketing and respect the member’s choice. Keep marketing consent separate from messages necessary for the requested club service.
• Do not hide a promotion in a utility message. Meta can change a template’s category, and that can affect its price.
• Use only the member data needed for the club task. Staff-only notes, other members’ details and administrative credentials never belong in a member chat.

• Connection pending: check the pilot gate, Meta review, number verification and rate approval separately. Passing one check does not pass the others.
• Access expired or revoked: the owner reconnects the correct business through the authorised Meta flow. Do not create a new member database or share a token in a support message.
• Member not recognised: complete the one-time link. Check the full international number and duplicate or family records; never merge accounts solely by matching phone digits.
• Duplicate message or booking: do not press confirmation again before checking the booking and delivery result. Report the time, business number and visible reference so support can inspect deduplication.
• Staff cannot reply: check branch permissions, takeover state, the 24-hour window, the approved template and channel budget. Do not switch sender numbers to bypass a restriction.
• AI stopped but buttons still work: inspect the member AI allowance, budget and whether a person owns the conversation. A staff takeover is intentional, not an AI failure.
• Payment succeeded but no place appears: inspect the payment and booking status together. Do not charge again to force a booking; the club must resolve an expired hold or failed confirmation.
• Unexpected charge: compare the recipient country, category, delivery result and rate version with the statement. Supply the reference to support, without posting payment credentials or the member’s full private conversation.

1. 1Have the business owner coordinate the change with EasyGym and, if relevant, the next provider. Check outstanding usage, pending cases and the agreed portability conditions.
2. 2Pause outbound automation, finish or transfer open support cases and export the records available to you before revoking the integration’s access.
3. 3Disconnect the correct number and revoke the relevant access using the supported owner flow. Check the resulting state in both EasyGym and Meta.
4. 4Verify the number with the new arrangement before publishing new instructions to members. Reconcile any final usage separately from the EasyGym subscription.

Does the member need another app?

No. The member uses WhatsApp and, for payment or a detailed account screen, their mobile browser. They do not need to install a club app.

Does the member talk to EasyGym or to my club?

To your club’s own connected number. EasyGym operates the club’s authorised services behind that conversation. Other clubs’ private records are not accessible from it.

Is ordinary chat free because we use our own AI?

No. AI processing and WhatsApp delivery are different services. Incoming member messages are not outgoing charges; outgoing API replies can be billable under the applicable service rules, including replies written by staff.

Can an existing member skip the first link?

Private access requires the one-time verified link. After it, normal use is seamless. A phone number saved in an old customer list is not sufficient proof on its own.

Can we keep replying from the Business app?

Only where the account and partner support Coexistence and the reply checks pass. Confirm that route before changing the existing app connection; it is not available for every number.

Will the AI spend the administrator’s allowance?

No. Member AI commands have a separate organisation allowance. A menu selection uses no member AI command, although the reply may use WhatsApp delivery.

Do I pay for a new app or an unlimited message package?

No new app is required for the member. Pro and the published included allowances are separate from paid usage. A top-up buys monetary balance; it does not promise unlimited messages or a fixed number of AI requests.