Broadcaster Quick Start Guide
Last updated: July 1, 2026
Welcome to Broadcaster! This guide will help you get set up and sending WhatsApp messages in about 20-30 minutes.
IMPORTANT: Before you start you need a Facebook ( Meta ) account in good standing – read this guide first: prerequisite-a-facebook-meta-account-in-good-standing
First, choose how you want to connect
There are two ways to get connected. Pick the one that matches you, because the steps (and the warning further down) are different for each.
- I already use the WhatsApp Business app on my phone. This is the best choice for most existing businesses. You keep your number, keep using the app, and Broadcaster connects to the same number alongside it. Your past chats and contacts can be brought across with a one-time import during setup (done within 24 hours of connecting), and nothing on your phone is lost. Follow the separate guide instead: Connect your existing WhatsApp Business app to Broadcaster.
- I am starting fresh with a new number, or a number that is not currently used on WhatsApp. Carry on with this guide below.
⚠️ Important: only if you are starting fresh with a number already on WhatsApp
This warning applies only to the second option above (starting fresh), and only when the number you want to use is currently on the WhatsApp Business app or on personal WhatsApp.
If you want to keep the chats on that number, do not start fresh. Use the first option above instead (connect your existing WhatsApp Business app), which brings your chats and contacts across and loses nothing.
If you still choose to start fresh, be aware that moving the number over this way means the old chat history on it will be permanently lost and cannot be recovered. If you have chats you want to save first, export them before you begin: see the export steps in the Advanced Setup Guide.
Before You Begin
Make sure you have these ready:
-
- Can be a landline or mobile number
- Preferably not currently active on another WhatsApp account, if it
is you may need a pin number to migrate it. This applies to the start fresh path only. If you are connecting your existing WhatsApp Business app, you keep that number on the app, which is the whole point. - Must be in the same country as your business
- Will receive a verification code via SMS or voice call
-
- Set up with Meta during the onboarding process
- WhatsApp charges for templates used in conversations (see Meta’s
pricing for current rates)
Step 1: WhatsApp Business Setup (5-10 minutes)
This step connects your Broadcaster account to WhatsApp Business through Meta’s official signup process.
What You’ll Do
- Click “Connect WhatsApp Business” on the
Broadcaster welcome screen - Log in to Facebook when the Meta popup appears
- Select or create a WhatsApp Business Account
- If you don’t have one, Meta will guide you through creating it
- Add and verify your phone number
- Enter your dedicated phone number
- Choose verification method (SMS or voice call)
- Enter the 6-digit verification code
- Set up payment method (if not already configured
with Meta) - Wait while Broadcaster completes the connection
- This happens automatically – you’ll be redirected back to
Broadcaster
- This happens automatically – you’ll be redirected back to
Once selected hit NEXT, If you select a new number then you will move to voice or text verification and have to enter the code provided.
Only after clicking finish will you return to Broadcaster and the system will start registering you, this may take 30 seconds or more.
If you cancel or refresh at any thing you will start over, but that is not a problem.
WhatsApp Business App keeping your existing WhatsApp number
If the number provided is already on your WhatsApp Business App, hit NEXT again ( it may seem stuck but if NEXT is enabled hit it again, it is Facebook thing ).
There are additional steps, in most cases you are presented with a QR code, use your phone that has WhatsApp Business App on it to continue, or you can manually use codes as follow.
You will get a message from Facebook Business on your WhatsApp device
Click Connect
On your desktop Facebook will connect your account
And once Facebook connects your WhatsApp account, click Finish which will start the connection to Broadcaster.
If you cancel or refresh onboarding will start again but that is OK.
After about 30 seconds when Broadcaster has linked you will get the option to import your WhatsApp Business App chats and contacts if you want.
You have to actively click these buttons within 24 hours if you want it to upload your history. If you don’t do this and later want to, you will have to disconnect broadcaster within the business settings of the WhatsApp Business App.
What Happens Behind the Scenes
- Your phone number is registered to the Broadcaster app
- Default message templates are created (you’ll review these in Step
3)
Troubleshooting
“Phone number already in use” – On the start fresh path, this number is active on another WhatsApp account, so you must remove it from the other account first. Remember: export chat history before disconnecting if you want to save it. Connecting your existing WhatsApp Business app instead? Then this is expected, not an error: do not remove the number. Use the existing-app option, which keeps the number on both the app and Broadcaster.
“Failed to connect” – Meta’s services can be temporarily unavailable – Wait a few minutes and try again – Check your internet connection
Stuck on loading screen – Refresh the page and try again – Clear browser cache if problem persists – Contact support if issue continues
Step 2: Company Settings (5 minutes)
Configure your default business hours and your regional preferences
Timezone
⚠️ Important: Select the correct timezone for your business location. This ensures appointment reminders and scheduled messages are sent at the right time.
Business Hours
Set when your business is available to respond to customers:
- Select working days – Check the days you’re open
(e.g., Monday through Friday) - Set start time – When you begin working (e.g., 9:00
AM) - Set end time – When you stop working (e.g., 5:00
PM)
Click “Next Step” when done.
Step 3: Template Review & Approval (10-15 minutes)
Review and submit your WhatsApp message templates to Meta for approval.
Understanding WhatsApp Templates
WhatsApp requires all business message templates to be pre-approved by Meta to prevent spam. Templates are needed for:
- Appointment reminders – Notifications about
upcoming appointments - Out-of-office responses – Auto-replies when you’re
unavailable - Marketing messages – Promotional campaigns to
customers - Any message sent to a customer who hasn’t messaged
you in 24 hours
The 24-Hour Rule: After a customer messages you, you can send free-form messages for 24 hours. After that, you must use pre-approved templates.
What You’ll Do
- Read the explanation page about template
approval - Click “Go to Template Management”
- For each template:
- Click “Edit” to view
- Read the template content carefully
- Customize text to match your business tone
- Keep variables like
{{client_first_name}}{{apt_datetime_words}}– these insert customer names, dates, etc. - Ensure compliance:
- Professional language
- Clear purpose
- No misleading content
- Click “Save”
- Submit each template for approval
- Wait for Meta approval (typically 15 minutes to 24
hours)
Template Types You’ll See
| Template | Purpose | Example Variables |
|---|---|---|
| welcome | Welcome a new user | {{company_name}} {{client_first_name}} |
| appointment_scheduled | 7-day confirmation | {{client_first_name}} {{apt_datetime_words}} |
| appointment_reminder | 1-day before reminder | {{client_first_name}} {{apt_datetime_words}} |
| appointment_complete | 1-day after follow-up | {{client_first_name}} {{apt_datetime_words}} |
| out_of_office_response | After-hours auto-reply | {{client_first_name}}{{business_hours_range}}{{business_days_range}} |
| we_will_get_back | Busy auto-reply | {{company_name}} {{client_first_name}} |
| continue_conversation | Client Service Window expired message | {{company_name}} {{client_first_name}} |
| invoice_notification | Advise an invoice was sent by email | {{client_first_name}} |
| invoice_reminder | Remind an invoice was sent by email | {{client_first_name}} |
Understanding Variables
Variables are placeholders that get filled in automatically:
Before: Hi {{client_first_name}}, your appointment is on {{apt_datetime_words}}.
After: Hi John Smith, your appointment is on 15th March 2:00 PM.Avoid removing variables – they’re used for personalization.
Approval Status
- DRAFT – Not yet submitted to Meta
- PENDING – Awaiting Meta review
- APPROVED – Ready to use ✓
- REJECTED – Needs revision (Meta provides
reason)
Tips for Faster Approval
✓ Be specific about your business purpose ✓ Use professional grammar and spelling ✓ Keep language clear and direct ✓ Include opt-out instructions for marketing templates ✗ Avoid overly promotional language in utility templates ✗ Don’t use ALL CAPS or excessive punctuation!!! ✗ Never promise things you can’t deliver
Troubleshooting
Template rejected by Meta – Check the rejection reason in the template detail – Common issues: promotional content in utility templates, misleading language – Edit the template or create a new one, address the issue, and resubmit
How long does approval take? – Usually 15 minutes to 24 hours, more normally closer to 24 hours – You’ll receive email from Meta when status changes – You can refresh the template page to check status.
Step 4: Setup Complete! 🎉
Your Account is Ready
Congratulations! You’ve completed the core setup. While waiting for template approvals, you can:
Receive Messages
You will most likely get your first message from WhatsApp with a link to a WhatsApp Business Account completion checklist, follow those instructions.
Send Messages to anyone that messages you
They will appear in your feed, you can then send text or media messages for the next 24 hours to that prospect
Once you have approved templates you can send messages to other contacts
- Add a contact manually:
- Go to Contacts → Add Contact
- Enter name and phone number
- Add tags or notes (optional)
- Opt them in to WhatsApp ( you should be confident they are happy with this )
- Save
- Send a message:
- Go to Messages (Message Hub)
- Click the contact from your list
- If they have not contacted you in the last 24hours use the Continue Conversation template or any other appropriate template
- Click Send
Note: The first message to a customer who hasn’t messaged you must use an approved template. Once they reply, you have 24 hours for free-form messaging.
What to Do While Templates Are Pending
- ✓ Add more contacts manually
- ✓ Explore the dashboard – see your metrics and
quick actions - ✓ Set up browser notifications – so you don’t miss
incoming messages - ✓ Review the FAQ – learn answers to common
questions - ✓ Check Advanced Setup Guide – for optional
features like calendar sync and imports
Once Templates Are Approved
You’ll receive email notifications from Meta. Then you can:
- Send appointment reminders to customers
- Set up automatic reminder schedules
- Send marketing campaigns (Growth Plan)
- Use all template-based features
Next Steps Checklist
Recommended tasks to complete your Broadcaster setup:
Getting Help
Resources
- FAQ Guide – Quick
answers to common questions - Advanced Setup Guide – Optional features and
imports - Support – use the help icon to contact support or
email [email protected]
Support Response Times
- Core Plan – Within 48 hours
- Growth Plan – Within 24 hours
Before Contacting Support
- Check the FAQ for your question
- Verify all templates are approved (if having issues sending)
- Confirm your WhatsApp Business Account is active
- Have your company ID ready (found in Settings → Company)
What’s Next?
Now that you’ve completed the quick start:
- Wait for template approvals – Check your email and
the template page - Add contacts – Manually or via CSV import
- Send your first messages – Practice with a test
contact - Explore advanced features – See the Advanced Setup Guide
- Learn about all features – See the Feature
Reference Guide (coming soon)
You’re ready to start communicating with customers via WhatsApp! 🎉
Written by alan