RecoverPay

Help center

How to use RecoverPay

Step-by-step guides for workspaces, WhatsApp connections, leads, campaigns, and team roles — written for everyday users, not platform operators.

01

Create your workspace

Register with email or Google. RecoverPay creates a personal workspace where you are the Owner.

02

Connect WhatsApp

Link a phone number via QR scan or connect WhatsApp Business API from Connections.

03

Add your leads

Import a CSV, paste numbers, or add leads one by one. Verify WhatsApp numbers before messaging.

04

Run a recovery campaign

Pick an audience, write your follow-up message, and start sending within your monthly quota.

Getting started

Account setup, workspaces, and your first login.

Create an account

Sign up and land in your own RecoverPay workspace.

  1. 1Go to the RecoverPay homepage and click Get started, or open the Register page directly.
  2. 2Enter your name, email, and password — or continue with Google.
  3. 3After signup you are signed in automatically and taken to the dashboard.
  4. 4RecoverPay creates a workspace named after you (for example, "Alex's Workspace") with the Free plan and default quotas.

Who can do this

All workspace members

Understand your workspace

Everything you do in RecoverPay belongs to one workspace at a time.

  1. 1A workspace is your team's shared RecoverPay account — leads, campaigns, WhatsApp channels, and message quota all live here.
  2. 2When you sign up, you become the workspace Owner with full access.
  3. 3The workspace name appears in the top bar next to the organization switcher.
  4. 4Plan limits (messages per month, WhatsApp channels, team seats) apply to the workspace, not to individual users.

Who can do this

All workspace members

Switch between workspaces

If you belong to more than one team, pick the active workspace from the top bar.

  1. 1Click the workspace name in the top navigation bar to open the organization switcher.
  2. 2Select the workspace you want to work in. Invited workspaces show your role badge (Admin, Member, or Viewer).
  3. 3RecoverPay reloads your permissions and dashboard data for that workspace.
  4. 4Always confirm the correct workspace is active before connecting WhatsApp or creating leads — data does not cross workspaces.

If you were invited to a teammate's workspace, switch to it before connecting channels or importing their leads.

Who can do this

All workspace members

Dashboard overview

Track recovery progress, quota, and recent activity.

Read your dashboard

The home screen summarizes lead recovery at a glance.

  1. 1Open Dashboard from the sidebar to see welcome stats: total leads, messages sent, reply rate, and remaining quota.
  2. 2Lead Pipeline shows how many leads are in each stage — New, Contacted, Replied, and Converted. Click a stage to filter leads.
  3. 3Campaign Pipeline shows campaign counts by status — Draft, Scheduled, Running, and Completed.
  4. 4Recent Activity lists the latest replies, sent messages, campaign events, and channel updates in real time.

Who can do this

All workspace members

Monitor your message quota

Every outbound WhatsApp message counts against your workspace quota.

  1. 1The Remaining Quota card on the dashboard shows how many messages you can still send this cycle.
  2. 2The sidebar footer also displays your plan and messages remaining.
  3. 3Manual messages to individual leads and campaign messages both consume quota.
  4. 4When quota runs low, finish or pause active campaigns and contact support if you need a higher limit.

The Free plan includes 100 messages per month. Check Settings → Workspace Snapshot for exact usage.

Who can do this

All workspace members

WhatsApp connections

Link phone numbers and WhatsApp Business accounts to send messages.

Connect via QR code (phone)

Scan a QR code with WhatsApp on your phone to link a personal or business number.

  1. 1Go to Connections in the sidebar.
  2. 2Under Phone connections, click Connect with QR.
  3. 3A modal opens with a QR code — open WhatsApp on your phone, go to Linked devices, and scan the code.
  4. 4Wait for the status to change to Connected. The channel appears in your connections list and is available for campaigns.
  5. 5If the QR expires, click Retry in the modal to generate a new one.

Your plan limits how many WhatsApp channels you can connect. The Free plan supports one channel.

Who can do this

Owner
Manager

Connect WhatsApp Business API (1-Click Popup & Direct API)

Link an official Meta WhatsApp Cloud API account via 1-Click Popup or Direct API Credentials (BYOT).

  1. 1Go to Connections in the sidebar and expand the "Official Business API Setup" accordion.
  2. 2Option 1 — Direct API (BYOT, Recommended for Instant Setup): Enter your Meta App Phone Number ID, optional WABA ID, and Permanent Access Token.
  3. 3In your Meta Developer Dashboard (developers.facebook.com) under WhatsApp → Configuration, set Callback URL to "https://api.recoverpay.cloud/api/whatsapp/webhook" and Verify Token to "858465a03b3827b566f6cb0ae531fde5394712312c927740". Subscribe to the "messages" field.
  4. 4Generate a Permanent System User Access Token in Meta Business Manager (business.facebook.com/settings/system-users) with whatsapp_business_messaging and whatsapp_business_management permissions.
  5. 5Option 2 — 1-Click Meta Popup (Embedded Signup): Click "Connect via Meta Popup", log in with Facebook, select your WhatsApp Business Account, and RecoverPay automatically connects your line and subscribes webhooks.

Direct API (BYOT) credentials work immediately without waiting for Meta App Review. RecoverPay automatically routes incoming webhooks by matching the phone_number_id in Meta's payload.

Who can do this

Owner
Manager

Meta Developer App & Webhook Configuration Guide

Detailed instructions for setting up Meta App webhooks and System User tokens.

  1. 11. Create a Meta Developer Account at developers.facebook.com and click Create App (Type: Business).
  2. 22. Add the WhatsApp product to your Meta App. Under WhatsApp → API Setup, copy your Phone Number ID and WABA ID.
  3. 33. Navigate to WhatsApp → Configuration → Webhook in your Meta App Dashboard. Set Callback URL: https://api.recoverpay.cloud/api/whatsapp/webhook and Verify Token: 858465a03b3827b566f6cb0ae531fde5394712312c927740.
  4. 44. Click Verify & Save, then click Manage Webhook Fields and check the "messages" field. This is required for inbound messages to reach your RecoverPay inbox.
  5. 55. Generate a Permanent Access Token: Go to Meta Business Manager → Settings → System Users. Add an Admin System User, click Generate Token, select your Meta App, and check whatsapp_business_messaging.
  6. 66. Enter your credentials in RecoverPay under Connections → Direct API Credentials (BYOT) and click Verify & Connect.

RecoverPay automatically creates leads when new customer messages arrive, and automatically unarchives existing leads when they reply.

Who can do this

Owner
Manager

Disconnect a channel

Remove a WhatsApp connection you no longer need.

  1. 1Open Connections and find the channel you want to remove.
  2. 2Click Disconnect and confirm. Active campaigns using that channel may pause or fail until you connect another channel.
  3. 3You can reconnect the same number later by scanning a new QR code.

Who can do this

Owner
Manager

Lead management

Add, import, verify, message, and track recovery stages.

Add a lead manually

Create a single lead from the Leads page.

  1. 1Go to Leads and click Add lead.
  2. 2Enter the contact name, phone number (with country code), and any optional notes.
  3. 3Save — the lead appears in your list with status New.
  4. 4Open the lead drawer to view details, activity history, and send a direct message.

Who can do this

Owner
Manager
Agent

Import leads from CSV

Bulk-upload leads from a spreadsheet.

  1. 1Go to Leads and click Import.
  2. 2Upload your CSV file or paste CSV text. RecoverPay previews detected columns.
  3. 3Map columns to name, phone, and optional fields, then review the import preview.
  4. 4Commit the import — new leads are added to your workspace and appear in the leads table.

Include country codes in phone numbers (for example, +1 or +92) for best delivery results.

Who can do this

Owner
Manager
Agent

Send a message to one lead

Send a one-off follow-up outside of a campaign.

  1. 1Open a lead from the table to open the details drawer.
  2. 2Click Send message, type your follow-up, and send.
  3. 3The message goes out through your connected WhatsApp channel and counts against quota.
  4. 4Outbound messages move the lead to Contacted. Replies update the lead to Replied automatically.

Who can do this

Owner
Manager
Agent

Understand lead stages

Track where each lead sits in the recovery funnel.

  1. 1New — lead added but not yet messaged.
  2. 2Contacted — at least one outbound message was sent.
  3. 3Replied — the lead responded on WhatsApp.
  4. 4Converted — mark manually when a lead is won or closed successfully.
  5. 5Use filters on the Leads page or click pipeline stages on the dashboard to focus on one stage.

Who can do this

All workspace members

Spot leads that need attention (Hot / Warm / Cold)

Every lead gets an automatic Hot, Warm, or Cold badge so you know where to focus first.

  1. 1Look at the Temp column on the Leads table — every lead is scored automatically, no setup needed.
  2. 2Hot means recent activity and good engagement — reply while it is fresh.
  3. 3Warm covers newer or moderately active leads, including any lead you have not contacted yet.
  4. 4Cold means it has gone quiet for a while — worth a re-engagement message or a scheduled follow-up.
  5. 5Click the column header to sort the whole list by temperature.

The score updates itself every time the lead list loads — there is nothing to configure.

Who can do this

All workspace members

Leave a note for your team

Internal notes live on the lead but are never sent to WhatsApp.

  1. 1Open a lead and find the team chat panel inside the drawer, alongside the WhatsApp conversation.
  2. 2Type a note — for example, "Wants a 3-bed, budget 2 crore" — and post it.
  3. 3Notes show with a distinct style in the timeline so nobody mistakes them for a message sent to the customer.
  4. 4Any teammate assigned to or viewing the lead can read and add notes.

Who can do this

Owner
Manager
Agent

Schedule a message for later

Queue a one-off follow-up to send at a specific date and time.

  1. 1Open a lead and click Send message as usual.
  2. 2Turn on Send later, then pick a date and time.
  3. 3Click Schedule — the message is queued and sent automatically at that time, even if you are offline.
  4. 4Scheduled messages for that lead appear in a small list in the same dialog, each with a cancel button.

Scheduled messages are text-only for now — works on both QR and Business API numbers.

Who can do this

Owner
Manager
Agent

Edit or delete leads

Keep your lead list accurate.

  1. 1Open a lead's details drawer and click Edit to update name, phone, or notes.
  2. 2To delete, select leads and use the bulk delete action, or delete individually from the drawer.
  3. 3Deleted leads are removed from campaigns and reports permanently.

Who can do this

Owner
Manager

Recovery campaigns

Send follow-up messages to groups of leads at scale.

Create a campaign draft

Build a campaign in four steps before sending.

  1. 1Go to Campaigns and click New campaign.
  2. 2Step 1 — Channel: pick a connected WhatsApp channel.
  3. 3Step 2 — Audience: choose existing leads by status, paste phone numbers, or upload a CSV file.
  4. 4Step 3 — Message: write your follow-up template. Use placeholders if your template supports personalization.
  5. 5Step 4 — Review: confirm audience size, quota availability, and optional schedule time, then save as draft.

Campaign creation is available to Members. Starting and controlling live sends requires Admin or Owner.

Who can do this

Owner
Manager
Agent

Start, pause, or cancel a campaign

Control when messages go out.

  1. 1Open Campaigns and find your draft or scheduled campaign.
  2. 2Click Start to begin sending. Status changes to Running and messages go out with natural delays between recipients.
  3. 3Click Pause to temporarily stop sending — resume later without losing progress.
  4. 4Click Cancel to stop permanently. Completed campaigns show final sent, failed, and replied counts.

Who can do this

Owner
Manager

Schedule a campaign for later

Set a future send time when creating a campaign.

  1. 1In the campaign creation flow, set a schedule date and time on the final review step.
  2. 2Save the campaign — it stays in Scheduled status until the start time.
  3. 3An Admin or Owner starts the campaign manually, or it can be started when the scheduled time arrives depending on your setup.

Who can do this

Owner
Manager
Agent

Track campaign progress

Monitor delivery and replies in real time.

  1. 1Click a campaign row to open the details drawer.
  2. 2View recipient status: Pending, Sent, Failed, Replied, or Skipped.
  3. 3Progress updates live while the campaign is running.
  4. 4When finished, status changes to Completed and counts appear on the dashboard Campaign Pipeline.

Who can do this

All workspace members

Duplicate or delete campaigns

Reuse a successful campaign or clean up old ones.

  1. 1Open the campaign actions menu and choose Duplicate to copy message and audience settings into a new draft.
  2. 2Delete individual campaigns or select multiple and bulk-delete from the campaigns table.

Who can do this

Owner
Manager

Team & roles

Invite teammates and understand what each role can do.

Invite a team member

Add colleagues to your workspace.

  1. 1Go to Team in the sidebar.
  2. 2Click Invite member, enter their email, and choose a role: Admin, Member, or Viewer.
  3. 3The person must already have a RecoverPay account with that email. If they are new, ask them to register first.
  4. 4Once added, they see your workspace in their organization switcher and can access it immediately.

Inviting does not send an email yet — share the invite verbally and ask them to log in and switch to your workspace.

Who can do this

Owner
Manager

Change or remove a member

Keep workspace access up to date.

  1. 1Open Team and find the member in the list.
  2. 2Use the role dropdown to change between Admin, Member, and Viewer.
  3. 3Click Remove to revoke their access to this workspace. Their personal workspace is not affected.

Who can do this

Owner
Manager

Check who is actually working their leads

See per-agent reply rates, response time, and overdue follow-ups in one view.

  1. 1Go to Performance in the sidebar.
  2. 2Each team member gets a card: assigned leads, messages sent, reply rate, average response time, overdue follow-ups, and won/lost counts.
  3. 3Sort by Most Overdue, Fastest Response, Highest Reply Rate, or Most Messages to find who needs a nudge or who is doing great.
  4. 4Click a card's arrow icon to jump straight to that agent's assigned leads.

Average response time only counts real replies to a customer message — not a burst of follow-up messages, and not a proactive first outreach.

Who can do this

Owner
Manager

Settings & account

Profile, workspace info, and sign-out.

Update your profile

Change your display name and phone number.

  1. 1Go to Settings in the sidebar.
  2. 2Edit your name and phone number in the Profile section.
  3. 3Click Save profile to apply changes across your RecoverPay account.

Who can do this

Owner
Manager
Agent

View workspace usage

See channels, quota, and your role at a glance.

  1. 1Open Settings and scroll to Workspace Snapshot.
  2. 2Connected Channels shows how many WhatsApp channels are linked versus your plan limit.
  3. 3Usage This Cycle shows messages sent against your monthly quota.
  4. 4Access Level shows your role in the active workspace.

Who can do this

Owner
Manager
Agent

Set up automatic after-hours replies

Never leave a lead unanswered overnight — send a reply automatically outside business hours.

  1. 1Go to Settings and open the Auto-Replies tab.
  2. 2Turn on Enable auto-replies.
  3. 3Pick your time zone, opening and closing time, and which days count as business hours.
  4. 4Write the message leads see when they message you while closed — for example, "Thanks for reaching out! We will reply during business hours."
  5. 5Save — a lead who messages outside those hours gets this reply automatically, once per closed period, so they are never spammed with repeats.

This applies workspace-wide across every connected number, not per-channel.

Who can do this

Owner
Manager

Sign out

End your session on this device.

  1. 1Open Settings and click Log out in Account Actions.
  2. 2Or use the account menu in the top navigation bar.
  3. 3You can sign back in anytime at the Login page.

Who can do this

All workspace members

WhatsApp Lead Recovery Playbook

Proven cadences, AI follow-up frameworks, and anti-spam strategies to recover dropped WhatsApp leads.

What is WhatsApp Lead Recovery & Why Leads Go Cold

Understand the drop-off phenomenon and why 68%+ of inbound WhatsApp chats go unanswered.

  1. 1Inbound leads arrive on WhatsApp expecting real-time answers. If no reply is sent within 60 minutes, conversion likelihood drops by 7x.
  2. 2Common drop-off causes include out-of-hours messages (nights, weekends), peak team overload, and failure to follow up after the first exchange.
  3. 3WhatsApp lead recovery introduces structured, multi-day automated follow-up sequences that bring prospects back into active buying conversations.
  4. 4RecoverPay automates this recovery process while safeguarding your WhatsApp account with natural message pacing and instant sequence stops upon customer response.

Enable after-hours auto-replies in Settings so incoming night and weekend leads receive an immediate friendly greeting.

Who can do this

All workspace members

The 1-3-7 Day WhatsApp Follow-Up Cadence

Implement the industry-standard follow-up cadence that delivers 30-50% lead re-engagement.

  1. 1Day 1 (Warm Check-In): 24 hours after drop-off, send a conversational check-in asking if they were able to review the initial details or if they have questions.
  2. 2Day 3 (Value & Social Proof): Share a quick client win, pricing clarification, or address common objections relevant to their industry.
  3. 3Day 7 (Courteous Break-Up): Respectfully notify the prospect that you will close their inquiry file for now. This creates gentle urgency and consistently yields the highest reply rates.
  4. 4Automatic Stop: Whenever a lead replies, RecoverPay immediately cancels subsequent automated follow-ups so an agent can converse directly.

Keep messages concise and conversational. WhatsApp is personal; avoid sounding like a robotic newsletter.

Who can do this

All workspace members

Personalizing Follow-Ups with AI Dynamic Rewrites

Use AI to generate tailored follow-ups that avoid repetitive spam patterns.

  1. 1Open Campaign or Lead Follow-up and select Draft with AI.
  2. 2Input your campaign goal, industry tone (professional, friendly, or urgent), and target audience.
  3. 3The AI generates personalized variations utilizing merge tags such as {{name}} and contextual message hooks.
  4. 4Review the AI draft suggestions, adjust samples if needed, and save to your workspace template library.

AI variations ensure each recipient receives uniquely phrased text, drastically minimizing WhatsApp spam flags.

Who can do this

Owner
Manager
Agent

WhatsApp Anti-Ban Rules & Compliance Best Practices

Ensure safe sending whether using QR linked device or the official Meta Business Cloud API.

  1. 1Only follow up with warm contacts who previously initiated contact with your WhatsApp number or opted in.
  2. 2Space automated sends with paced delivery delays rather than blasting hundreds of contacts at the same second.
  3. 3Provide clear, polite opt-outs in messages (e.g., "Reply STOP if you would not like further updates").
  4. 4For high-volume outreach (over 500 messages/day), connect the official WhatsApp Business Cloud API for verified green-tick authenticity and higher tier limits.

RecoverPay automatically spaces out campaign messages with randomized jitter to respect WhatsApp network limits.

Who can do this

Owner
Manager

Role permissions

What each workspace role can and cannot do inside RecoverPay.

Owner

Full workspace control including billing.

Can

  • Everything an Admin can do
  • Update billing and plan settings
  • Delete the workspace
Manager

Manage the workspace day to day.

Can

  • Connect and disconnect WhatsApp channels
  • Invite, remove, and change team roles
  • Start, pause, cancel, and delete campaigns
  • Create, import, message, and delete leads
  • Update workspace settings

Cannot

  • Change billing plan
  • Delete the workspace
Agent

Operate leads and draft campaigns.

Can

  • View dashboard, leads, campaigns, and connections
  • Add, edit, import, export, verify, and message leads
  • Create and edit campaign drafts

Cannot

  • Start, pause, or cancel campaigns
  • Connect or disconnect WhatsApp
  • Manage team members
  • Delete leads
Read-only

Read-only access for monitoring.

Can

  • View dashboard, leads, campaigns, and connections

Cannot

  • Create or edit anything
  • Send messages or run campaigns
  • Access Team or Settings

Frequently asked questions

Quick answers to common workspace and recovery questions.

Still need help?

Our team can help with onboarding, WhatsApp setup, plan limits, and workspace questions.

contact@recoverpay.cloudChat on WhatsAppCreate free account
AI
RecoverPay AI
Ask us anything