Home Getting Started Manage Projects

Manage Projects

Last updated on Feb 25, 2026

A Project is the central workspace in WappSense. It represents a real-world job or engagement (construction, maintenance, inspection, repair, etc.) and connects together:

  • A Company (your organization / branding)

  • A Client (who the work is for)

  • A WhatsApp group (where messages, media, and activity are captured by the bot)

  • Optional services (Translation, Voice Transcription, AI Summary, and daily automation services such as Weather/Traffic)

Projects are used to collect messages from WhatsApp, organize them by date, and generate reports (PDF/HTML) using templates.

5.1 Create a New Project (Project Details)

To create a project:

  1. Open Projects from the left navigation menu.

  2. Click Create Project (or Create New Project +).

  3. Complete the Project Details step.

  4. Click Next to proceed to Link WhatsApp Group.

Note: Project Name and Project Type are required. The Next button remains disabled until required fields are valid.

Project fields (what each one means)

Project Name (Required)

  • The display name for the job or site (e.g., “Main Office Renovation”, “Roof Repair – Client A”).

  • Used throughout the system and in reports (#project_name).

Project Type (Required)

  • Select the category that best matches the project (examples may include Construction, Engineering, General Site, Home Inspection, etc.).

  • Helps keep projects organized and may affect default template/report organization.

Language (Required / Default language)

  • Defines the primary language used for the project’s reports and UI context.

  • Important when Translation is enabled, because messages can be normalized into the project language for reporting.

Project Logo (Optional)

  • Upload a logo specific to the project (JPG/PNG).

  • Useful when the project needs its own branding different from the company’s branding.

  • Can be used in templates (#project_logo).

Company (Recommended)

  • Select the company associated with this project.

  • Company data and branding (logo/header/footer/signature) can be used in report templates.

  • Use the + button to quickly create a new company without leaving the project form.

Client (Recommended)

  • Select the client for this project.

  • Client data (name, address, type, image, etc.) can appear in reports through template tags.

  • Use the + button to create a new client from here if needed.

Timezone (Required / Important)

Defines the local time context for the project (e.g., “(UTC-08:00) Pacific Time (Tijuana)”).

Impacts:

  • How message timestamps are interpreted for reporting ranges

  • When scheduled automations run (e.g., daily summaries)

  • The time used for daily Weather/Traffic delivery (if enabled)

Best practice: Set the timezone to the location where the project work is happening so daily automations and report ranges align with the team’s actual schedule.

Services (per-project capabilities)

In the Services section you can enable features that enhance how WappSense processes messages for this project.

Weather (Optional)

·        Enables daily weather information delivery to the WhatsApp group linked to this project.

·        The system indicates that weather/traffic can be sent daily at 8:00 AM (adjusted by project timezone).

Traffic (Optional)

·        Enables daily traffic information delivery (typically paired with weather).

·        Timing follows the project timezone for consistency.

Translation (Optional)

·        When enabled, the bot can translate messages sent in Spanish into English (or to the project language) for reporting and consistency.

·        Useful for bilingual teams or when management wants all reports in one language.

AI Summary (Optional)

·        Enables AI-generated summaries for selected messages when generating a report.

·        Helps condense large sets of updates into a structured narrative.

Voice Transcription (Optional)

·        When enabled, audio messages captured by the bot can be transcribed into text.

·        The transcription text can then be searched and included in reports.

Note: Available services depend on your subscription plan and current usage limits.

5.2 Link WhatsApp Group to a Project

After creating the project details, you must link a WhatsApp group so the bot can capture messages and media for reporting. Linking is done by adding the WappSense WhatsApp Business number to your group and sending a unique linking code.

Linking steps (as shown in the system)

Step 1: Create a WhatsApp group (or use an existing one)

·        You can link either a brand-new group or a group your team already uses.

Step 2: Add the WappSense WhatsApp Business number to the group

·        The system displays the phone number you must add as a contact and then add to the group.

·        Tip: You can tap/copy the number and add it manually in WhatsApp.

Step 3: Send the linking code into the WhatsApp group

·        The system displays a unique code in this format:

o   #link P-#####

o   Or simply: P-#####

·        Send the code as a message in the WhatsApp group.

Step 4: Automatic detection and connection

·        Once the code is sent, WappSense automatically detects it and links the project to that WhatsApp group.

·        The status shows Waiting for connection… until the code is detected.

Check Status and Complete

·        Click Check Status to refresh the connection state.

·        When the connection is confirmed, click Complete to finish setup.

Important: Once the linking code is sent in the WhatsApp group, the project should connect automatically. You can close the dialog and verify the “Connected” status from the project page.

After linking: what gets captured

Once linked, the bot will capture only the messages and media that pass through that WhatsApp group, such as:

·        Text messages (English and Spanish)

·        Photos and videos

·        Documents (if supported)

·        Voice notes (and transcriptions if enabled)

·        Message timestamps and context for reporting

If Translation and/or Voice Transcription are enabled, WappSense will enrich the captured content so it can be searched and used in reports more effectively.

Troubleshooting tips

·        Confirm the WappSense number is added to the group (not only saved as a contact).

·        Confirm the linking code was sent exactly as shown (including the P-##### portion).

·        If it stays in “Waiting for connection…”, click Check Status after a few seconds.

·        If needed, resend the code message in the group.