ProSchool360 Send fee reminders, attendance alerts, and exam results to parents via WhatsApp using Meta's official Business API. Path: Sidebar → WhatsApp.
WhatsApp Settings WhatsApp → Settings
Configure your Meta WhatsApp Business API credentials and notification triggers.
| Field | Status | Description |
|---|---|---|
| Phone Number ID | Required | From Meta Business Manager → WhatsApp → API Setup. The numeric Phone Number ID of your WhatsApp business number. |
| Access Token | Required | Permanent access token from Meta Business Suite. Keep this secret. |
| WhatsApp Business Account ID | Required | Your WABA ID from Meta Business Manager. |
| App ID | Optional | Your Meta App ID — needed for webhook verification. |
| Webhook Verify Token | Required | A secret string you set here AND in Meta's webhook configuration. Must match exactly. |
Toggle which events automatically send a WhatsApp message to parents:
- Fee Invoice Created — Notify parent when a new fee invoice is generated.
- Fee Payment Received — Send a payment confirmation with receipt details.
- Fee Due Reminder — Remind parents of pending dues (configurable frequency).
- Attendance Absent — Notify parent when a student is marked absent.
- Attendance Late — Notify parent when a student is marked Late.
- Homework Added — Notify parent when new homework is added for the student's class.
- Exam Results Published — Notify parent when marks are published.
- Birthday Wish — Auto-send birthday wishes to students on their birthday.
- Admission Confirmation — Notify parent when a new student is admitted.
Connect WhatsApp → Connect
Shows the live connection status of your WhatsApp number — green = connected, red = disconnected. Also shows message stats: sent, delivered, read, and failed counts for the last 30 days.
Chat WhatsApp → Chat
A full inbox-style WhatsApp chat interface. You can see incoming messages from parents and reply directly — without leaving ProSchool360. Each contact's conversation history is shown in a thread.
Templates WhatsApp → Templates
View and manage WhatsApp message templates. All broadcast and campaign messages must use a pre-approved template. New templates are submitted here for Meta approval.
- Approved (green) — Ready to use in campaigns and automated notifications.
- Pending (orange) — Submitted to Meta and awaiting review (usually 1–24 hours).
- Rejected (red) — Meta rejected the template. Edit the content and resubmit.
Template Name — Lowercase letters and underscores only (e.g. fee_reminder).
Category — Utility, Marketing, or Authentication.
Language — English, Hindi, etc.
Header (Optional) — Text, Image, Document, or Video.
Body (Required) — The message text. Use {{1}}, {{2}} for variables (e.g. "Dear {{1}}, your fee of ₹{{2}} is due.").
Footer (Optional) — Small note at the bottom.
Buttons (Optional) — Quick Reply or Call to Action buttons.
Click Submit. ProSchool360 sends the template to Meta's WhatsApp Business API for review.
Contacts WhatsApp → Contacts
View and manage your WhatsApp contact list. Contacts are automatically synced from the student guardian mobile numbers in the system. You can also manually add contacts or import via CSV.
Campaigns WhatsApp → Campaigns
Send bulk WhatsApp messages to selected parents or all parents using an approved template.
Choose an Approved template. Fill in the variable values (e.g. for {{1}} = Student Name, {{2}} = Fee Amount).
Choose All Parents, a specific Class, Section, or upload a custom contact list.
Send immediately or schedule for a specific date and time.
After sending, the campaign shows Sent, Delivered, Read, and Failed counts in real-time.
Flow Builder WhatsApp → Flow
Build automated WhatsApp chatbot flows. A "flow" is a visual decision tree — when a parent replies with a keyword, the chatbot sends an automated response or fetches data (like fee balance, attendance) from the school system.
AI Settings WhatsApp → AI Settings
Configure an AI assistant that handles parent queries automatically. Set the AI's persona, knowledge base, and which questions it should escalate to a human agent.
Frequently Asked Questions
Why is my WhatsApp template getting rejected by Meta?
Common reasons: (1) Promotional language in a Utility template — e.g. "Buy now" or "Limited offer". (2) Placeholder variables like {{1}} with no sample text provided. (3) Template name has spaces or capital letters. (4) Content violates WhatsApp's commerce policy. Edit the template to fix these issues and resubmit.
How do I get a Meta WhatsApp Business API access token?
Go to Meta Business Manager → WhatsApp → API Setup. Create a System User with WhatsApp Business Messaging permission, then generate a permanent token. Copy this token into ProSchool360 WhatsApp Settings → Access Token.
Can I send images or PDFs (like fee receipts) via WhatsApp?
Yes, when a fee payment is collected, ProSchool360 can auto-send the PDF receipt to the parent's WhatsApp. This requires the Fee Payment Received notification to be ON in WhatsApp Settings, and your Meta API account to have Document messaging enabled.