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Cloud Sync Setup Guide

Cloud Sync lets your team sync WhatsApp messages directly to your CRM without keeping WhatsApp Web open. Once a member's WhatsApp is connected to your workspace, messages sync automatically even when they are sent or received on mobile. Setup takes two steps. First connect your team members' WhatsApp accounts, then connect your CRM in the Integration Center.

Cloud Sync is available on every plan. Historical message sync is available on the Growth and Custom plans only, and covers the most recent 90 days of conversations. On the Trial or Starter plan, Cloud Sync starts syncing from the moment a WhatsApp account is connected and does not import earlier messages. If you have questions about your plan, please contact the Cooby Support Team.

Step 1. Connect members' WhatsApp

In your Cooby workspace, go to WhatsApp connections in the sidebar. You'll see a table with every team member and how each one is connected.
Find the team member you want to connect. Next to Cloud Sync, click Scan QR code.

On the member's phone, open WhatsApp, tap Menu or Settings, select Linked Devices, then tap Link a device.
Point the phone at the screen to scan the QR code.

Cloud Sync QR code dialog

Once the QR code is scanned, a green check appears next to Cloud Sync, along with the phone number and when it last synced. If your plan includes historical message sync, you'll see Importing history until earlier messages finish importing.

💡 Tip. Each member can also sign in to Cooby and connect their own WhatsApp from the WhatsApp connections page. If a member already syncs through the Cooby extension, Cloud Sync takes over all syncing for them once it's connected.

Step 2. Connect Your CRM

Click Go to Integration Center in the banner at the top of the WhatsApp connections page.

Select your preferred CRM from the available integrations, such as Salesforce, HubSpot, Zapier or Custom Webhook.
From here, follow the integration guide for your chosen CRM. The setup steps are the same as our existing guides.

Once your integration is set up, send a WhatsApp message and verify it appears in your CRM.

All done! 🎉 Your team's WhatsApp messages will now sync to your CRM automatically!

How syncing works

Once a member's WhatsApp is connected and your CRM is set up, an admin only needs to turn on the member's integration permission in your Cooby workspace. For HubSpot, go to Settings, open Members, and turn on HubSpot Integration Permission for the member. Syncing then starts automatically. Members don't need to install the Cooby extension or accept any prompt.

All individual and group chats with linked contacts sync automatically.
Messages sent or received on mobile sync too, so WhatsApp Web doesn't need to stay open.
How far back messages sync depends on your plan. See the plan note at the top of this article.

What's Next

To check connection status or disconnect a team member, see Managing Cloud Sync Connections
Running into issues? Check out Troubleshooting Cloud Sync Issues for common problems and solutions

For any concerns or questions regarding Cloud Sync, kindly email us at support@cooby.co 💜

Updated on: 19/10/2026

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