Send workers their links by WhatsApp
Business and above
Send a worker their personal portal link, or tell them about a new site file, by WhatsApp instead of copying the link into a message yourself. The worker taps the link and lands in their portal, where they read and sign the site safety documents for their work.
Available on Business and above, wherever Site Access portal users are, for account owners and admins.
Send one worker their portal link
Open your project and click the Access tab.
Scroll to Portal users and find the worker.
On a phone, tap Jump to section at the top of the page.
Click Send by WhatsApp next to Copy and Rotate link.
The button only shows for a worker with a mobile number saved. A status appears beside it: Sent, then Delivered and Read as WhatsApp reports them, or Failed.
Send a site file update by WhatsApp
Open your project's Site Info tab and go to Site files.
Click Notify all or Notify selected on the file.
Under Shareable notification links, click Send by WhatsApp for a worker.
Use this for anyone you want to reach on WhatsApp straight away.
Make WhatsApp your company default
Open Settings → Integrations and choose your company at the top.
Account owners and admins only.
In the Messaging section, tick Send worker links by WhatsApp by default on the WhatsApp row.
From then on, Notify all and Notify selected on a site file send by WhatsApp to workers with a mobile number saved, and by email to everyone else. This includes notifying from Site files in the Site Book app.
Check usage and delivery
The WhatsApp row in Settings → Integrations shows how many of this month's messages your company has used, and your latest messages with their status. Phone numbers are partly hidden there.
Sent means WhatsApp accepted the message. Delivered means it reached the worker's phone, and Read means they opened it (if they have read receipts turned off, it stays at Delivered).
Frequently asked questions
Do I need a WhatsApp Business account?
No. Messages come from The Site Book's own WhatsApp business number, so there is nothing to connect or set up on your side. Each message says who it is from: your name and your company.
Which number does the message go to?
Only the mobile number saved on the worker's portal record (the Phone field when you add or Edit them in Portal users). You can't type a different number at send time. If a worker has no number saved, the Send by WhatsApp button doesn't appear for them. If two active workers in your company have the same number saved (for example a foreman's mobile on several rows), their personal links go by email instead, so one phone never receives another worker's link.
What happens if a worker replies STOP?
Their number is opted out straight away and they get a confirmation. The Site Book won't send that number any more WhatsApp messages, from your company or anyone else. Their links still go by email if they have an email address saved. They can reply START to opt back in.
What if WhatsApp can't deliver the message?
If WhatsApp refuses the message, or reports later that it couldn't be delivered (for example the number isn't on WhatsApp), The Site Book emails the worker the same link instead, as long as they have an email address saved. The status shows Failed, with "emailed instead" when the email went.
Is there a limit, and does it cost extra?
There's no extra charge. Each company has a monthly WhatsApp allowance, shown on the WhatsApp row in Settings → Integrations. Once it's used, links go by email until the next month starts.
Is the link safe to send by WhatsApp?
The link is personal to the worker, so the message asks them not to forward it. If a link is ever shared by mistake, use Rotate link on the worker's row in Portal users; the old link stops working straight away.
Related guides
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