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Building Your Team in WhatsEngine

Team management is where WhatsEngine really shines. Instead of complex project management software, you can assign tasks to team members using simple, natural language through WhatsApp. Think “Sarah should review the proposal by Friday” instead of clicking through multiple screens and dropdowns.

Add Team Members

Invite colleagues with their name and WhatsApp number

Create Tags

Group team members for easy bulk assignments

Manage Permissions

Control who can assign tasks to whom

Team Activity

Monitor workload and task completion across your team

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Adding Team Members

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The Simple Process

Adding someone to your WhatsEngine team is straightforward:
1

Go to Team Section

Dashboard → Team → “Add Team Member” button
2

Enter Basic Information

  • Full Name: How they’ll appear in assignments
  • WhatsApp Number: With country code (e.g., +1 555 123 4567)
  • Role/Title: Optional, helps with organization
3

Send Invitation

WhatsEngine sends them a WhatsApp message with setup instructions
4

They Accept

Team member replies to accept and gets added to your workspace

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Team Member Information

For each team member, you can configure: 
Name: Sarah Johnson
Phone: +1 555 987 6543
Role: Marketing Manager
Department: Marketing
Status: Active

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Bulk Team Import

For larger teams, you can import multiple members at once:
Step 1: Download the team template CSV
Step 2: Fill in team member details:
name,phone,role,department
Sarah Johnson,+15559876543,Marketing Manager,Marketing
John Smith,+15551234567,Developer,Engineering
Mike Wilson,+15555555555,Sales Rep,Sales
Step 3: Upload the file and review before importing
Step 4: Send invitations to all new members
Use the “Add Multiple” option:
  • Enter one team member per line
  • Format: Name, Phone, Role (optional)
  • Example:
Sarah Johnson, +15559876543, Marketing Manager
John Smith, +15551234567, Developer  
Mike Wilson, +15555555555

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Creating and Managing Tags

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What Are Tags?

Tags are groups that let you assign tasks to multiple people at once using natural language:
Instead of: Selecting 5 individual team members from a dropdown
You say: “Marketing team should prepare the campaign materials”

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Creating Tags

1

Navigate to Tags

Dashboard → Team → Tags → “Create New Tag”
2

Configure Tag Details

  • Tag Name: #marketing, #developers, #sales
  • Description: What this team does
  • Color: Visual organization in the dashboard
3

Assign Team Members

Select which team members belong to this tag
4

Test Assignment

Send a WhatsApp test: “Marketing team test task for tomorrow”

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Tag Examples & Best Practices

Department Tags

  • #marketing: All marketing team members
  • #sales: Sales representatives
  • #engineering: Developers and technical staff
  • #support: Customer service team

Project Tags

  • #project-alpha: Members working on Project Alpha
  • #website-redesign: Website project team
  • #q4-campaign: Q4 marketing campaign team
  • #mobile-app: Mobile app development team

Skill Tags

  • #designers: Team members with design skills
  • #writers: Content creators and copywriters
  • #analysts: Data analysis and reporting team
  • #managers: Team leads and managers

Location Tags

  • #newyork: Team members in NYC office
  • #remote: Remote workers
  • #london: London office team
  • #clients: Client-facing team members

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Advanced Tag Configuration

Create nested tag systems:
#marketing
├── #marketing-content (Content creators)
├── #marketing-design (Designers)
└── #marketing-social (Social media team)

#engineering  
├── #frontend (Frontend developers)
├── #backend (Backend developers)
└── #devops (Infrastructure team)

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Team Permissions & Roles

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Permission Levels

Full access to everything:
  • Add/remove team members
  • Create and manage all tags
  • Assign tasks to anyone
  • View all tasks and analytics
  • Configure team settings
  • Manage billing and subscriptions
Team management capabilities:
  • Add new team members
  • Create and edit tags
  • Assign tasks to any team member
  • View team analytics and reports
  • Cannot remove other admins
  • Cannot access billing settings
Limited management for specific teams:
  • Assign tasks to their tag group members
  • View analytics for their team
  • Create tasks and assignments
  • Cannot add new team members
  • Cannot modify tag memberships
Individual contributor access:
  • Create personal tasks
  • Complete assigned tasks
  • View their own task history
  • Cannot assign tasks to others
  • Cannot view team analytics

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Setting Up Role Permissions

1

Assign Roles

Go to Team → [Member Name] → Edit → Role
2

Configure Permissions

Fine-tune what each role can do in your workspace
3

Test Permissions

Have team members test their assignment capabilities

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Monitoring Team Activity

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Team Dashboard Overview

The team dashboard gives you insights into:

Workload Distribution

  • Tasks per team member
  • Completion rates by person
  • Overloaded team members
  • Available capacity

Task Flow

  • Tasks created vs completed
  • Average completion time
  • Bottlenecks and delays
  • Team productivity trends

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Individual Team Member Views

Sarah Johnson - Marketing Manager

🟠 Active Tasks: 7
🟡 Due Today: 3
🔴 Overdue: 1
🟢 Completed This Week: 12

Recent Activity:
• 2:30 PM - Completed "Review blog post" 
• 1:45 PM - Started "Prepare presentation"
• 11:20 AM - Received "Update website copy"

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Team Organization Best Practices

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🎯 Structuring Your Team

Week 1: Add 2-3 core team members
Week 2: Create basic tags (#admin, #urgent)
Week 3: Add more team members gradually
Week 4: Create specialized tags based on usage patternsThis approach helps you learn the system and identify the best tag structure for your team.
Good Tag Names:
  • #marketing-content (specific function)
  • #project-website (clear project scope)
  • #urgent-response (clear priority level)
Avoid:
  • #team1 (meaningless)
  • #stuff (too vague)
  • #sarah-group (person-dependent)
Weekly: Review team workload distribution
Monthly: Update tag memberships as projects change
Quarterly: Review and clean up unused tags
As needed: Adjust permissions based on team growth

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💬 Communication Strategies

Key Principle: WhatsEngine works best when team members use natural language, not rigid commands.
Encourage natural language: ✅ “Sarah should review this proposal by Friday afternoon”
✅ “Marketing team needs to prepare social content”
✅ “Can someone handle the client call tomorrow?”Avoid rigid syntax: ❌ “assign task sarah review proposal due friday 14:00”
❌ “create task #marketing social content”

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Common Team Setup Scenarios

Recommended Structure:
Team Members: 8 people
Tags: #everyone, #founders, #engineering, #marketing
Permissions: Everyone can assign to everyone

Usage Pattern:
- Most tasks assigned to individuals by name
- #everyone for company-wide announcements
- #engineering for technical tasks
- #marketing for content/campaign work
Recommended Structure:
Team Members: 35 people
Tags: Department-based + project-based
Permissions: Team leads can assign within department

Department Tags:
#engineering, #marketing, #sales, #support, #operations

Project Tags:
#mobile-app, #website-redesign, #q4-launch

Special Tags:
#managers, #urgent-response, #client-facing
Recommended Structure:
Team Members: 120+ people
Tags: Hierarchical with strict permissions
Permissions: Role-based assignment rights

Hierarchy:
#company-wide
├── #engineering
    ├── #frontend-team
    └── #backend-team
├── #marketing
    ├── #content-team
    └── #design-team
└── #operations
    ├── #hr-team
    └── #finance-team

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Troubleshooting Team Issues

Check these items:
  1. Phone number is correct with country code
  2. They accepted the invitation via WhatsApp
  3. Their WhatsApp is working normally
  4. They haven’t blocked the WhatsEngine bot
  5. Test by assigning them a simple task directly
Common issues:
  1. Tag name spelling in WhatsApp message
  2. Team members not assigned to the tag
  3. Tag permissions restrict who can assign
  4. Team members have blocked assignments
Quick fixes:
  1. Check team member’s role level
  2. Verify they have assignment permissions
  3. Ensure they’re not trying to assign outside their scope
  4. Review tag membership requirements

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Next Steps

Once your team is set up:

Create Your Tag System

Organize your team into logical groups for efficient assignment

Configure Team Settings

Fine-tune notifications, permissions, and team preferences

Start Team Assignments

Learn how to assign tasks to team members via WhatsApp

Monitor Team Performance

Track team productivity and optimize workflows