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.

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#

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