WhatsApp Employee Integration

WhatsApp Employee Registration

To access payslips and other functions via WhatsApp, an employee must first authenticate their WhatsApp mobile number. This is a crucial security step to ensure employees can only access their own personal information.

Authentication is done by matching the employee's mobile number with the corresponding ID or Passport number stored in their payroll profile.

Capturing Employee Details for WhatsApp Registration

Before an employee can register on WhatsApp, you must ensure the following information is accurately captured in their profile:

• A valid mobile number that the employee will use for WhatsApp.

• A valid South African ID Number or Passport number.

To add or verify these details for an individual employee:

1. Navigate to Payroll > Employees and select the relevant employee from the list.

2. From the menu on the left, click on Employee Details.

3. In the Personal Information section, confirm that the "ID Type" is set to either ID Number or Passport Number and that the corresponding number is entered correctly.

   • Note: The "No Identification" option is not valid for WhatsApp registration and will prevent the employee from authenticating successfully.

4. In the Contact Details section, enter the employee’s mobile number.

   • For South African numbers, you can use the format 0... or +27....

   • For international numbers, please ensure the correct country code is used:

     • Zimbabwe: +263

     • Botswana: +267

     • Namibia: +264

     • Mozambique: +258

5. Click Save Changes.

To add or verify details for multiple employees at once: WhatsApp Employee Integration

Viewing an Employee's Registration Status

After capturing the required information, you can monitor each employee's WhatsApp registration status.

1. Navigate to Payroll > Employees and select the employee.

2. Click on Employee Details from the side navigation menu.

3. Scroll down to the Contact Details section to find the WhatsApp Integration status.

4. Here, you can view the date the employee successfully authenticated their mobile number and the date of their last interaction with the system via WhatsApp.

The Employee Authentication Process

Once the employee's details are saved in the system, they can begin the authentication process.

The employee must send a message (e.g., "Hi") from their phone to the official Agrigistics WhatsApp number: +27 66 105 3246. Or alternatively, print out this QR code for employees to scan:

If they are a new user, they will receive a welcome message and be prompted to start the registration.

1. The employee will be asked to provide the

   last 5 digits of their ID or Passport number to verify their identity.

2. Upon successful verification, they will receive a confirmation message.

Troubleshooting Common Errors

If an employee fails to register, they will receive an error message with details about the submission. This information helps you quickly identify and resolve the issue.

• Authentication Error 1001: No matching employee found

  • This error means the mobile number and/or the last 5 digits of the ID/Passport number provided by the employee do not match any record in the system.

  • Solution: Verify that the employee's Mobile Number and ID/Passport Number are captured correctly on their Employee Details page. Ensure the "ID Type" is set correctly and not as "No Identification".

• Authentication Error 1002: More than one matching employee found

  • This error occurs if the same mobile number and ID/Passport number combination is linked to more than one employee profile.

  • Solution: Use the "Export all personal info" function on the Employees page to download a list of all employee data. Check the spreadsheet for duplicate entries of mobile and ID/Passport numbers and correct the information as needed before re-importing.

• Authentication Error 1003: The mobile number previously belonged to a different employee

  • To ensure employee information remains secure we do not allow employees to exchange numbers. This can cause sensitive information to be delivered to the wrong person.

  • Solution: Please contact our support team with the error message containing the affected number and the last 5 digits of their identification number.