Your number, or Timed's
Timed connects to WhatsApp through Meta's WhatsApp Cloud API, in one of two ways:
- Your own WhatsApp Business number, so messages show your company's name and you can create your own message templates.
- Timed's shared number, if you'd rather not manage a Meta app yourself. Messages show as Timed, and Timed's shared templates are available to you.
You can switch between the two later. See setting up the WhatsApp integration.
What employees can do on WhatsApp
When an employee messages your Timed WhatsApp number from the cell number on their employee record, they can:
- Request leave. They send a short
LEAVEmessage with the type (sick, annual or family), the dates and a reason. If they write it in plain words instead, like "I need Tuesday off", Timed can reply with the message to send. The request lands in Timed as pending. - Check their leave. Sending
LEAVESlists their pending requests and their recent decisions. - Send documents. Sending
DOCstarts a short menu for an ID, proof of address, bank letter or other document, then they send a photo or PDF. It's saved on their profile for a manager to approve. See employee documents. - Confirm they got a message, by replying
RECEIVEDto a broadcast that asks for it.
Sending HELP shows what they can do.
A shared inbox for the team
The Communication page has a two-pane inbox for every WhatsApp message your company receives. Messages are grouped by employee when the number matches their cell number. Anyone with the right permission can reply, see whether a message was delivered and read, and search by name, number or message text.
Free-form replies are allowed within 24 hours of the person's last message, as Meta requires. After that you send an approved template. See the WhatsApp inbox.
Broadcasts and templates
Send one message to all employees, the employees at chosen locations, chosen employees, or your managers. Templates approved by Meta work any time. Free text only reaches people who've messaged you in the last 24 hours. The recipient count is shown before anything is sent, and you can track who has confirmed they received it. See WhatsApp broadcasts and managing templates.
The WhatsApp AI copilot for managers
Managers can text questions like "who's late today?" or "who didn't clock in at the Cape Town office?" and get an answer from the Attendance Copilot over WhatsApp. It works with the manager's own access in Timed, so it only sees what they can see. It can also send links to downloadable reports.
If someone without manager access texts in, their message is flagged in the inbox for a person to review. You can turn the copilot's replies off in settings. See the WhatsApp AI copilot.
Frequently asked questions
Can employees request leave on WhatsApp?
Yes. They send a LEAVE message with the leave type, dates and a reason to your Timed WhatsApp number, and it's recorded in Timed as a pending request for approval.
Do we need our own WhatsApp Business number?
No. You can use Timed's shared number with no Meta setup, or connect your own verified WhatsApp Business number so messages carry your company's name.
Can we send a message to all our employees at once?
Yes. A broadcast goes to all employees with a cell number, everyone at chosen locations, or chosen people. Use an approved template to reach people who haven't messaged you in the last 24 hours.
Can employees ask the AI copilot questions?
The copilot answers managers. When someone without manager access texts in, they get an acknowledgement and their message is flagged for a manager to review in the inbox.