Getting started with Cooby
Cooby connects your team's WhatsApp to your CRM. Every customer conversation syncs to HubSpot, Salesforce or the tool of your choice, so your whole team can see it, follow up on it and report on it.
This guide gets you set up in three steps, then shows you everything you can do once you're connected.
Get started in three steps
Step 1: Set up your Workspace and invite your team
Your Workspace is created when you sign up. It's where you invite members, manage your plan and connect your CRM. Everyone in the same Workspace shares the same plan and integrations.
Go to Settings > Members and click Invite members. Learn more in Invite team members.
Step 2: Connect WhatsApp
Each member connects their own WhatsApp in one of three ways. Different members can use different options.
- WhatsApp Business API (recommended): for WhatsApp Business app numbers, or a new number just for your team. How to connect
- Cloud Sync: for personal WhatsApp numbers and group chats. No browser needs to stay open. Cloud Sync Setup Guide
- Chrome extension: syncs while WhatsApp Web is open. Best for teams already using it. Install the extension
Not sure which one fits? Compare them in Connect WhatsApp to Cooby: which option is right for you?
Step 3: Connect your CRM
Open the Integration Center and choose your CRM. You only need to do this once for the whole Workspace.
- HubSpot: How to connect to HubSpot
- Salesforce: Admin Setup
- Zapier: Zapier Integration guide
- Any other system: Custom Webhook integration guide
That's it! Send a WhatsApp message to a customer and check that it shows up in your CRM. If it does, you're all set 🎉
For admins
As a Workspace admin, you decide who can connect, what syncs and who sees what.
- Member permissions: turn WhatsApp Connection Permission and Integration Permission on or off for each member in Settings > Members. See Change the member permission.
- Who sees which chats: control which team members can view each other's synced conversations. See Grant access to chats.
- Connection status: check that everyone is connected and syncing from your Homepage. See Managing Cloud Sync Connections.
- Billing: upgrade, change payment methods or download invoices. See Upgrade subscription plan. On a Custom plan? Reach out to your Customer Success Manager.
What you can do with Cooby
Once you're connected, here's what Cooby helps you do. Each feature shows where you use it.
Sync conversations to your CRM
Keep every WhatsApp conversation in your CRM automatically, without copy and paste.
Feature | What it does | Where |
|---|---|---|
Syncs every chat with a linked contact to HubSpot automatically | All connection types | |
Syncs chats to Salesforce automatically | All connection types | |
Picks specific messages to sync | Chrome extension | |
Matches WhatsApp contacts to CRM records | Chrome extension | |
Reads WhatsApp conversations right inside HubSpot | HubSpot |
Stay on top of your inbox
Organize a busy WhatsApp so nothing slips through the cracks.
Feature | What it does | Where |
|---|---|---|
Groups chats so you can focus on what matters | Chrome extension | |
Creates your own tabs for any group of chats | Chrome extension | |
Marks chats as done to clear your inbox | Chrome extension | |
Reminds you to follow up on a chat | Chrome extension | |
Saves key info about a contact or chat | Chrome extension | |
Shows a contact's details, CRM name and time zone | Chrome extension | |
Books a meeting with a contact from WhatsApp | Chrome extension |
Reach more customers
Send messages faster and to more people at once.
Feature | What it does | Where |
|---|---|---|
Saves replies you send often | Chrome extension | |
Sends one message to many contacts | Chrome extension | |
Messages a number that isn't saved in your phone | Chrome extension | |
Adds contacts to WhatsApp in bulk | Chrome extension | |
Downloads your WhatsApp contacts in bulk | Chrome extension |
Ask AI about your conversations
Connect an AI assistant to Cooby and ask questions about your team's WhatsApp in plain language.
- Connect AI Assistants to Cooby
- What can a sales rep ask an AI assistant?
- How can a sales manager track team follow-ups with AI?
Need help?
- New to Cooby's terms? Check the Cooby glossary.
- Something not syncing? See Troubleshooting Cloud Sync Issues or Why can't I connect to HubSpot?
- Using other Chrome extensions? Some may conflict with Cooby. See What extensions conflict with Cooby?
- Wondering how your data is protected? Read What are the technical measures in place to ensure data security?
- Found a bug? Here's how we handle it: Bug Service Level Agreement.
We hope this guide helps you get the most out of Cooby. For any questions, reach out to support@cooby.co 💜
Updated on: 13/10/2026
Thank you!