# WhatsApp Employee Integration

## WhatsApp Employee Registration

To access payslips and other functions via WhatsApp, an employee must first **authenticate their WhatsApp mobile number**. This is a crucial security step to ensure employees can only access their own personal information.

Authentication is done by matching the employee's **mobile number** with the corresponding **ID or Passport number** stored in their payroll profile.

{% hint style="info" %}
As the Payroll Administrator, it is your responsibility to ensure that the correct mobile number and identification details are captured for each employee, as this information is used to verify their identity and grant access to sensitive payroll data.
{% endhint %}

### Capturing Employee Details for WhatsApp Registration

Before an employee can register on WhatsApp, you must ensure the following information is accurately captured in their profile:

* A valid **mobile number** that the employee will use for WhatsApp.
* A valid **South African ID Number** or **Passport number** or **Asylum seeker permit number**.

{% hint style="danger" %}
Employees cannot register if they do not have a valid **South African ID** or **Passport number** or **Asylum seeker permit number**.
{% endhint %}

<figure><img src="/files/i0yXEUsuQYMP44TVTdvb" alt=""><figcaption></figcaption></figure>

To add or verify these details for an individual employee:

1. Navigate to [**Payroll > Employees**](https://app.allwage.com/#/payroll/employees) and select the relevant employee from the list.
2. From the menu on the left, click on Employee Details.
3. In the **Personal Information** section, confirm that the "ID Type" is set to either **ID Number** or **Passport Number** and that the corresponding number is entered correctly.
   * Note: The "No Identification" option is not valid for WhatsApp registration and will prevent the employee from authenticating successfully.
4. In the Contact Details section, enter the employee’s mobile number.
   * For South African numbers, you can use the format `0...` or `+27...`.
   * For international numbers, please ensure the [correct country code](https://countrycode.org/) is used:
     * Zimbabwe: +263
     * Botswana: +267
     * Namibia: +264
     * Mozambique: +258
5. Click **Save Changes**.

**To add or verify details for multiple employees at once:** [#bulk-edit-upload-information](#bulk-edit-upload-information "mention")

### Viewing an Employee's Registration Status

After capturing the required information, you can monitor each employee's WhatsApp registration status by using the WhatsApp View or by navigating to the employee's Personal Information.

#### WhatsApp View

Use the "WhatsApp Registration" column in the [WhatsApp View](/fundamentals/users-and-employees/employees.md#column-customisation) to monitor employees' Registration Status.

#### Employee Personal Information

<figure><img src="/files/4FmN8Aum5hRbpDPf1TAm" alt="" width="526"><figcaption><p>Employee WhatsApp Integration Status</p></figcaption></figure>

1. Navigate to [**Payroll > Employees**](https://app.allwage.com/#/payroll/employees) and select the employee.
2. Click on Employee Details from the side navigation menu.
3. Scroll down to the **Contact Details** section to find the **WhatsApp Integration** status.
4. Here, you can view the date the employee successfully authenticated their mobile number and the date of their last interaction with the system via WhatsApp.

### The Employee Authentication Process

Once the employee's details are saved in the system, they can begin the authentication process.

The employee must send a message (e.g., "Hi") from their phone to the official **AllWage WhatsApp** number: **+27 66 105 3246**. Or alternatively, print out this QR code for employees to scan:

<figure><img src="/files/22hnY0XeRY9Lu34K6pey" alt="" width="301"><figcaption><p>AllWage Portal QR Code</p></figcaption></figure>

{% embed url="<https://www.youtube.com/watch?v=fqSOxA5rXro>" %}
Employee WhatsApp Registration
{% endembed %}

If they are a new user, they will receive a welcome message and be prompted to start the registration.

1. The employee will be asked to provide the

   last **5 digits** of their **ID** or **Passport number** to verify their identity.
2. Upon successful verification, they will receive a **confirmation message**.

#### Troubleshooting Common Errors

If an employee fails to register, they will receive an error message with details about the submission. This information helps you quickly identify and resolve the issue.

<figure><img src="/files/AEPxBzv5OZxhQsYIRuB2" alt="" width="371"><figcaption><p>Authentication Error</p></figcaption></figure>

* **Authentication Error 1001: No matching employee found**
  * This error means the mobile number and/or the last 5 digits of the ID/Passport number provided by the employee do not match any record in the system.
  * Solution: Verify that the employee's Mobile Number and ID/Passport Number are captured correctly on their Employee Details page. Ensure the "ID Type" is set correctly and not as "No Identification".
* **Authentication Error 1002: More than one matching employee found**
  * This error occurs if the same mobile number and ID/Passport number combination is linked to more than one employee profile.
  * Solution: Use the [WhatsApp View](/fundamentals/users-and-employees/employees.md#column-customisation) on the Employees page to check for duplicate entries of mobile and ID/Passport numbers. The information can be corrected by navigation to the employees' [personal information](/modules/payroll/employee-information.md#employee-personal-information-fields).
* **Authentication Error 1003: The mobile number previously belonged to a different employee**
  * To ensure employee information remains secure we do not allow employees to exchange numbers. This can cause sensitive information to be delivered to the wrong person.
  * Solution: Please contact our support team with the error message containing the affected number and the last 5 digits of their identification number.


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