Create a Workspace

This guide walks you through creating a new workspace in Waflow. Workspaces help you organize your WhatsApp campaigns, contacts, and team members into separate, isolated environments.

Prerequisites

Before creating a workspace, ensure you have:

• A Waflow account with an active subscription
• Available workspace slots on your plan
• Account-level permissions to create workspaces

Check your plan's workspace limits:

Step-by-Step Guide

Step 1: Access Workspace Settings

1. Log in to Waflow at app.waflow.com
2. Click on the workspace name in the top-left corner of the dashboard
3. Select Manage Workspaces from the dropdown menu

Alternatively, go to Settings > Workspaces.

Step 2: Create New Workspace

1. Click the Create Workspace button
2. You'll see a dialog with workspace configuration options

Step 3: Configure Workspace Details

Fill in the required information:

Workspace Name

Choose a clear, descriptive name for your workspace.

The name can be changed later but should be meaningful from the start.

Workspace Description (Optional)

Add a brief description to help team members understand the workspace's purpose:

Example: "Marketing campaigns for Acme Retail's
e-commerce customers. Handles promotional
messages, product announcements, and sale notifications."

Workspace Icon (Optional)

Upload a custom icon or select from available options:

• Upload: Use your brand logo (PNG/JPG, max 1MB, square recommended)
• Select: Choose from built-in icon library
• Default: Uses the first letter of the workspace name

Step 4: Initial Settings

Configure initial workspace settings:

Timezone

Select the primary timezone for this workspace. This affects:

• Campaign scheduling
• Analytics time displays
• Reporting periods

Choose the timezone where most of your audience is located.

Default Language

Set the primary language for:

• Default template suggestions
• UI labels in shared reports
• Automated message fallbacks

Step 5: Review and Create

1. Review all settings
2. Click Create Workspace
3. Wait for confirmation (usually instant)

You'll be automatically switched to the new workspace.

Post-Creation Setup

After creating your workspace, complete these setup tasks:

1. Connect WhatsApp (Required for Messaging)

If you haven't already, connect a WhatsApp number:

1. Go to Settings > Channels
2. Click Connect WhatsApp
3. Follow the WhatsApp Setup Guide

You can assign an existing WhatsApp number from another workspace or connect a new one.

Note: Each WhatsApp number should ideally be assigned to only one workspace to avoid confusion.

2. Invite Team Members

Add your team to the workspace:

1. Go to Settings > Team
2. Click Invite Member
3. Enter email addresses and select roles
4. Send invitations

See Team Management for detailed instructions.

3. Import Contacts

Add your audience:

1. Go to Contacts
2. Click Import
3. Upload a CSV file with contact data

See Import Contacts for the complete guide.

4. Create Templates

Set up message templates:

1. Go to Templates
2. Click Create Template
3. Design your first message template

Templates need WhatsApp approval before use.

5. Configure Settings

Customize workspace preferences:

• Branding: Logo, colors for shared elements
• Notifications: Email alerts for campaign events
• Integrations: Connect external tools
• Billing allocation: Track costs per workspace

Workspace Configuration Options

General Settings

Access via Settings > General:

Notification Settings

Configure email notifications:

• Campaign completed
• Campaign failed
• High failure rate alerts
• Daily/weekly summary reports
• Template approval status

API Access

For developer integrations:

• Workspace API key
• Webhook configurations
• API rate limits

Creating Workspaces for Specific Use Cases

For Agencies (Client Workspaces)

When creating workspaces for clients:

1. Use the client's name: "Client: BigCorp"
2. Add a description with key details
3. Assign client-specific team members
4. Connect the client's WhatsApp number
5. Set appropriate billing tracking

For Multi-Brand Businesses

When creating workspaces per brand:

1. Name after the brand: "Acme Retail"
2. Use brand logo as workspace icon
3. Set brand-appropriate timezone
4. Invite brand-specific team members

For Departments

When creating workspaces per department:

1. Name after the department: "Marketing Team"
2. Describe the use case: "Promotional campaigns only"
3. Invite department members
4. Share the same WhatsApp number if appropriate

Workspace Limits and Quotas

Each workspace inherits limits from your account plan:

These limits are per-workspace. Contact support to increase limits.

Managing Existing Workspaces

Edit Workspace

1. Go to Settings > General
2. Modify any setting
3. Click Save Changes

Archive Workspace

If you no longer need a workspace but want to preserve data:

1. Go to Settings > General
2. Click Archive Workspace
3. Confirm the action

Archived workspaces:

• Cannot send campaigns
• Data is preserved
• Can be restored anytime
• Don't count toward workspace limits

Delete Workspace

Warning: This action is permanent and cannot be undone.

To delete a workspace:

1. Go to Settings > General
2. Scroll to Danger Zone
3. Click Delete Workspace
4. Type the workspace name to confirm
5. Click Permanently Delete

All data will be permanently removed:

• Contacts
• Templates
• Campaigns
• Analytics
• Team assignments

Switching Between Workspaces

To switch workspaces:

Method 1: Workspace Selector

1. Click the workspace name in the top-left
2. Select the target workspace from the dropdown

Method 2: Keyboard Shortcut

1. Press Cmd/Ctrl + K
2. Type the workspace name
3. Press Enter to switch

Method 3: URL Navigation Navigate directly to: app.waflow.com/workspace/{workspace-id}/

Troubleshooting

Cannot Create Workspace

Issue: "Workspace limit reached" error

Solution:

• Upgrade your plan for more workspaces
• Delete or archive unused workspaces
• Contact support for temporary limit increase

Workspace Not Appearing

Issue: Newly created workspace doesn't show in selector

Solution:

• Refresh the page
• Log out and log back in
• Clear browser cache
• Check if another user deleted it

Cannot Connect WhatsApp

Issue: WhatsApp connection fails in new workspace

Solution:

• Ensure you have an available phone number
• Check your Meta Business Account permissions
• See WhatsApp Setup troubleshooting

Best Practices

Planning Your Workspace Structure

Before creating workspaces, plan your structure:

1. List all brands, clients, or use cases
2. Determine which need separate data isolation
3. Identify team members for each
4. Map WhatsApp numbers to workspaces

Naming Conventions

Establish consistent naming:

• Agencies: "Client: [Client Name]"
• Brands: "[Brand Name] - [Purpose]"
• Regions: "[Region] - [Country]"
• Departments: "[Department] Team"

Documentation

For each workspace, maintain:

• Purpose and scope
• Team member list
• WhatsApp numbers assigned
• Key contacts/owners

Next Steps

After creating your workspace:

1. Invite team members
2. Import contacts
3. Create templates
4. Send your first campaign