Manage Collaborators in Go4WhatsUp CRM

Manage Collaborators in Go4WhatsUp CRM

The Manage Collaborator section in Go4WhatsUp CRM allows admins to create, control, and monitor team members who handle WhatsApp chats, tickets, campaigns, and customer interactions.

Collaborators work based on roles, permissions, availability, and plan limits, ensuring secure access and fair ticket distribution.

What Is a Collaborator in Go4WhatsUp?

A collaborator is a team member (sales agent, support agent, manager, etc.) who can:

  • Log in to Go4WhatsUp CRM

  • Handle WhatsApp tickets

  • Respond to leads

  • Manage assigned groups and campaigns (based on role permissions)

A) Active Collaborators

Active collaborators are fully functional users.

They can:

  • Log in to the Go4WhatsUp dashboard

  • Access assigned boards (Normal, Social, Excel)

  • Receive and handle tickets

  • Use features allowed by their role

B) Enabled Toggle (Login Control)

The Enabled toggle controls whether a collaborator can log in.

  • ON → Collaborator can log in and work

  • OFF → Collaborator account exists but cannot log in

Why this is useful:

  • Temporarily suspend access (leave, notice period, holidays)

  • No need to delete and recreate accounts

C) Deactivated Collaborators

Deactivated collaborators are users who cannot log in or receive tickets.

Common Reasons for Deactivation

  • Subscription plan downgraded (extra collaborators auto-deactivated)

  • Admin manually moved collaborator to Deactive

To restore access, the collaborator must be reactivated manually or by upgrading the plan.

D) Creating & Managing Collaborators (Overview)

  1. Ensure roles & permissions are already created

  2. Create collaborator and assign a role

  3. Use On Duty toggle to manage availability

  4. Use Enabled toggle to control login access

  5. Collaborators move between Active and Deactive based on plan limits and admin control

Use Case Example

Scenario: Plan-Based Collaborator Management

  • Company subscribes to a plan allowing 5 collaborators

  • Admin creates 7 collaborators

    • 5 remain Active

    • 2 move to Deactive automatically

  • During holidays:

    • Admin turns Enabled OFF for one agent

  • Another agent is marked On Duty

    • System auto-assigns tickets to them

Result:
The business stays within plan limits while managing access and workload smoothly.

Tips & Best Practices

  • Use Enabled toggle instead of deleting collaborators on temporary leave

  • Regularly review Deactive collaborators after plan changes

  • Always update On Duty status daily for accurate ticket assignment

  • Assign roles carefully (avoid giving admin access to support agents)

How to Create a Collaborator

Step 1: Create Collaborator

  1. Go to Collaborator → Create Collaborator

  2. Fill in the details:

    • Name* → Collaborator’s full name

    • Description → Notes about role or responsibility

    • Mobile Number* → Used for login & communication

    • Email* → Login ID

    • Assignee Role* → Select from predefined roles

  3. Click Save

✅ Collaborator is created and listed under Active or Deactive (based on plan)

How to Manage Collaborators

Active Collaborator Listing

Shows all currently active collaborators.


Field
Description
S.No.
Serial number
Name
Collaborator name
Description
Notes about role
User Type
Admin / Regular
Role
Assigned role & permissions
Email
Login ID
Mobile Number
Contact number
On Duty
Toggle to receive tickets
Enabled
Login access control
Group Restriction
Board access (Normal / Social / Excel)
Action
Edit or Delete

Deactive Collaborator Listing

Shows collaborators who are inactive.

Deactivation happens when:

  • Subscription limit is exceeded

  • Admin manually deactivates the user

🚫 Deactivated collaborators:

  • Cannot log in

  • Cannot receive tickets

  • Must be reactivated to resume work

Collaborator Assign Ticket Tracking

This section helps admins monitor ticket assignment and performance.

Fields

  • Group → Ticket group (Sales, Support, etc.)

  • Collaborator Name / Email / Mobile

  • Ticket Number → Unique ID

  • Ticket Type → Normal / Social / Excel

  • Ticket Status → Open / Closed / Pending

  • Ticket Closing Reason

  • Ticket Status Date

  • Created Date

FAQs – Manage Collaborators in Go4WhatsUp

1. What is the difference between Active and Deactive collaborators?

Active collaborators can log in and work.
Deactive collaborators cannot log in or receive tickets.

2. What does the Enabled toggle do?

It controls login access only. Turning it OFF temporarily blocks login without deleting the collaborator.

3. What is the On Duty toggle used for?

It marks whether a collaborator is available to receive tickets via auto-assignment.

4. Why did some collaborators move to Deactive automatically?

This happens when your subscription plan limit is exceeded.

5. Can I reactivate a deactivated collaborator?

Yes. Reactivate them manually or upgrade your plan to allow more collaborators.

6. Should I delete collaborators who leave the company?

For temporary leaves, use Enabled OFF.
For permanent exits, deletion is recommended.

7. Can collaborators access all boards?

Only if allowed. Group restriction limits access to Normal, Social, or Excel boards.


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