Shared Inbox
WhatsApp Shared Inbox: One Number, Your Whole Team
Stop passing one phone around. SyncMate's shared inbox lets your team answer customers from the same WhatsApp number, each from their own browser — with chat assignment, internal notes and conversation status.
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SM
Conversation
Shared with 3 teammates
Customer
David · Acme Corp
Assigned to
Mike (Support)
Status
Open
Viewing
Sarah, Mike
Internal note
Added 2 min ago
Order shipped — reply to David
DA
David · Acme Corp
online
Hi David! Your order #1042 is out for delivery and should arrive by 5 PM.
16:20
Brilliant, thanks Mike!
16:28
One number, many teammates
Chat assignment and notes
Your own WhatsApp number
No Meta verification
Definition
What Is the SyncMate Shared Inbox?
The SyncMate shared inbox puts one WhatsApp number in front of your whole team. The admin connects the number once and shares access keys — teammates see the same chats in real time, claim conversations, leave internal notes and reply from their own browser.
Who is it for?
Support, sales and operations teams that run customer conversations on WhatsApp and have outgrown one shared phone.
Teammates join with an access key, so there is no phone to pass around and no QR code to rescan. Run it on your existing number with no Meta verification, or connect the official WhatsApp Business API when you need a verified business identity — both are supported.
Setup
How to Set Up Your WhatsApp Shared Inbox
Five steps, under five minutes, no code at any point.
1
Step 1 — Create Your SyncMate Account
Sign up at app.assistro.co and choose a Shared Inbox plan — plans start at $10/month.
2
Step 2 — Connect Your WhatsApp Number
Scan a QR code to link your personal or WhatsApp Business number, or connect the official Meta Business API. With Assistro Standard the inbox stays online 24/7 without a computer left on.
3
Step 3 — Install the Chrome Extension
Add the free SyncMate extension to Chrome and paste your Assistro token to switch the shared inbox on.
4
Step 4 — Invite Your Team
Generate an access key for each teammate, or sync your team from your Assistro account. Revoke a key at any time.
5
Step 5 — Start Answering Together
Teammates paste their key, join the inbox and start claiming chats. Messages, statuses and notes stay in sync on every screen.
Prefer a walkthrough? Read the complete guide to the WhatsApp shared inbox.
Capabilities
Everything Your Team Gets in the Shared Inbox
Twelve features for answering WhatsApp together — without stepping on each other.
Shared Team Access
Everyone works the same WhatsApp number from their own browser.
Chat Assignment
Claim a conversation so two people never answer the same customer.
Internal Notes
Leave private context on a thread that customers never see.
Conversation Status
Mark chats open, waiting or closed so nothing falls through.
Typing Indicators
See when a teammate is already replying.
Real-Time Sync
New messages, read receipts and reactions show up for everyone at once.
Media and Attachments
Send and receive images, documents and files from the inbox.
Group Chats
Work WhatsApp groups alongside one-to-one conversations.
Access Keys
Give each teammate their own key and revoke it in one click.
Three Ways to Connect
WhatsApp Web, Assistro’s 24/7 cloud relay or the official Meta API.
CRM Actions
Save contacts and create deals, tickets and tasks in HubSpot, Zoho CRM and ClickUp.
Flat Monthly Pricing
One plan price for the inbox — no fee per conversation.
Every Teammate Sees the Same Inbox
When a customer messages, the chat appears for everyone at once. One person claims it, and the rest can see who has it.
Claim: take ownership so nobody double-replies
Notes: hand over context without the customer seeing
Status: close it when it is done, reopen when they reply
SM
Conversation timeline
Live
New chat from David
WhatsApp · 16:19
Claimed by Mike
Inbox · 16:20
Internal note from Sarah
Inbox · 16:24
Status → Closed
Inbox · 16:31
Online Without a Phone in Hand
Connect through Assistro Standard and the cloud relay keeps the inbox live 24/7, so the team can work even when the admin’s laptop is closed.
Scan the QR code once — no rescans for each teammate
Switch to the official Meta API when you need the verified badge
Remove a teammate’s access the moment they leave
Use cases
Real Use Cases for a WhatsApp Shared Inbox
Named, concrete workflows — not abstractions.
Support: One Queue for Every Customer
Customers message one number, and the first free agent claims the chat.
Example workflow
New chat → claimed by an agent → closed when solved
Sales: Hand Over Hot Leads
The rep who owns the account takes the chat, with notes from whoever spoke first.
Example workflow
Pricing question → internal note → reassigned to the rep
E-commerce: Order Questions at Scale
Order and delivery questions get answered fast, not when one phone is free.
Example workflow
Where is my order? → agent checks the store → reply in minutes
Shopify integration
Agencies: Client Groups Without Chaos
Client groups stay visible to the whole account team, not just one phone.
Example workflow
Client group message → account manager claims → status set to waiting
ClickUp integration
3 Ways to Connect Your WhatsApp
Choose the connection method that fits — from a two-minute browser setup to the official enterprise API.
Web WhatsApp
Connect through WhatsApp Web — the fastest way to start. Scan a QR code in your browser and automate.
Instant setup — under 2 minutes
Works with personal WhatsApp
No API approval needed
Requires your machine and browser to stay on
Assistro Standard
Scan a QR code once and Assistro's cloud relay keeps your WhatsApp connected 24/7 — no machine needed.
No machine-on limitation
Cloud-based 24/7 relay
Works with personal WhatsApp
No API approval needed
Always connected — no machine required
Meta Business Number
Use the official WhatsApp Business API via Meta for enterprise messaging with a verified business identity.
Official Meta verification
Green badge verified business
Higher messaging limits
The most reliable way to send at scale
Inside the inbox
Everything in one view
Chat list, conversation and customer record side by side — the way your team actually works.
Chat assignment — claim a conversation so two people never answer the same customer
Internal notes — private context on a thread that only your team can read
Real-time sync — one thread, same state on everyone's screen
CRM context — HubSpot, Zoho CRM or ClickUp record beside the chat
Works best with the Chrome extension — add SyncMate to Chrome for free.
SyncMate Inbox
NR
TM
LP
AC
Acme Ltd
Looks great — approving now.
3m
Nadia R.
BC
Beta Co
Can you resend the invoice?
20m
1
TR
Tom Reilly
Is the demo still on for 3pm?
2h
AC
Acme Ltd
Nadia R.
Open
Proposal sent — let me know if you have questions.
16:20
Looks great — approving now.
16:28
Internal note · Nadia R.
Asked about annual billing — loop in finance before Friday.
CU
HubSpot
Contact
Acme Ltd
Deal stage
Proposal
Assignee
Nadia R.
Follow-up
Friday
Synced
Comparison
SyncMate vs. the Official WhatsApp Business API
SyncMate supports both routes. Run it on your existing personal or WhatsApp Business number, or connect through the official Meta WhatsApp Business API — same integration, two connection paths, switchable later. Here is what actually differs.
Capability
SyncMate · personal number
SyncMate · Meta Business API
BSP-only tools
Meta business verification
Not required
Required
Required
Time to go live
Minutes
Days to weeks
Days to weeks
Works with your existing number
Green verified business badge
Send to groups
Send to channels
Message template pre-approval
Not required
Required
Required
Per-conversation fees
None
Meta rates
Meta rates + markup
Available inside SyncMate
—
BSP (Business Solution Provider) is a Meta-approved partner that resells access to the official WhatsApp Business API. Going that route normally means business verification, template pre-approval and per-conversation pricing. SyncMate can run either way — through a BSP-free personal number, or through the official API when you need the verified badge.
Pricing
Transparent Pricing for the WhatsApp Shared Inbox
Plans start at $10/month. No per-conversation fees on the personal-number route.
Most popular
Professional
$10/month
or $100 billed yearly
Shared team inbox · 1 WhatsApp connection
Chat assignment, notes and statuses
Media up to 4 MB · 12h support
500 MB / month attachment limit
Business
$15/month
or $150 billed yearly
Shared team inbox · 4 WhatsApp connections
Chat assignment, notes and statuses
Media up to 8 MB · 12h support
1 GB / month attachment limit
Need the full breakdown? Compare all SyncMate plans.
Watch & learn
See the shared inbox in action
A quick tour of SyncMate, plus step-by-step guides to get your team inbox live.
Related articles
FAQs
WhatsApp Shared Inbox FAQs
What is a WhatsApp shared inbox?
One WhatsApp number that your whole team can read and reply from, each in their own browser, with chat assignment, internal notes and conversation status to stop double replies.
Do I have to share my phone or rescan a QR code for each teammate?
No. The admin connects the number once. Teammates join with their own access key, which you can revoke at any time.
Does my phone or computer need to stay on?
With Assistro Standard the cloud relay keeps your number connected 24/7. If WhatsApp Web is your source, the admin’s WhatsApp Web tab needs to stay open for the team to see chats.
How much does the shared inbox cost?
The shared inbox is $10/month on Professional and $15/month on Business, and paying yearly gets you 12 months for the price of 10. Prices in INR, BRL, NGN and MXN are in the pricing table above.
Can customers see internal notes?
No. Internal notes stay inside SyncMate and are only visible to your team.
Can I use my existing WhatsApp number?
Yes. Link your existing personal or WhatsApp Business number by scanning a QR code, or connect the official Meta Business API if you need the verified badge.
Does it work with my CRM?
Yes. With the SyncMate Chrome extension you can save contacts and create deals, tickets and tasks in HubSpot, Zoho CRM and ClickUp straight from a chat.
Is my data secure?
Messages move over encrypted connections, every teammate has their own revocable key, and Assistro never sells conversation data.
Ready to Share Your WhatsApp Inbox?
One number, your whole team, no phone passing around. Set up in under five minutes.