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WhatSync

Set up WhatsApp groups with ServiceM8.

This guide covers the full setup: connect both accounts, match WhatsApp groups to ServiceM8 jobs, check what is saved, and fix common connection problems.

How the connection works

WhatSync takes new activity from a WhatsApp group and adds it to the ServiceM8 job you selected for that group. Your field team stays in WhatsApp. Your office team finds the update in ServiceM8.

WhatsApp groupThe team sends an update
WhatSyncUses the saved mapping
ServiceM8 jobReceives the note or file
Many groups can use the same job

Create a separate mapping for every WhatsApp group. You can choose the same ServiceM8 job for several different groups.

New activity only

Syncing starts after you save a mapping. Earlier WhatsApp history is not copied into ServiceM8.

Before you start

Have these ready before opening the dashboard.

  • A WhatsApp number that is already a member of the job groups you want to connect.
  • Your phone with WhatsApp installed, so you can scan the linking QR code.
  • Access to the ServiceM8 account that contains the destination jobs.
  • Permission in ServiceM8 to read jobs, publish job notes and manage attachments.
  • The WhatsApp group names and ServiceM8 job numbers you want to match.
Use the WhatsApp number your team already knows. Connecting a different number will only show the groups available to that number.

Connect WhatsApp

WhatsApp is the source of the group messages. WhatSync links it through WhatsApp's Linked devices screen.

  1. 01

    Open the WhatSync dashboard

    Sign in to WhatSync and find the WhatsApp connection under Connections.

  2. 02

    Start the connection

    Select Connect. Wait for the WhatsApp QR code to appear in the connection panel.

  3. 03

    Open Linked devices on your phone

    In WhatsApp, open Settings or the main menu, choose Linked devices, then choose Link a device.

  4. 04

    Scan the QR code

    Scan the code shown by WhatSync. Keep the dashboard open until the status changes to Connected and shows the linked number.

If the dashboard says Relink required, start the connection again and scan a new QR code. A QR code is temporary and can expire before it is scanned.

Connect ServiceM8

ServiceM8 is the destination for the job notes and attachments created from WhatsApp.

  1. 01

    Find the ServiceM8 connection

    In Connections, find the ServiceM8 panel. Its Connect button becomes available when the WhatsApp Integration workspace is ready.

  2. 02

    Choose Connect

    WhatSync sends you to ServiceM8. Sign in there if needed and review the requested access.

  3. 03

    Allow the connection

    Approve access to read jobs, publish Job Diary notes and manage job attachments. These permissions are needed for the group-to-job workflow.

  4. 04

    Return to WhatSync

    After approval, the dashboard shows the connected ServiceM8 account. WhatSync can now load the jobs available to that account.

Map WhatsApp groups to ServiceM8 jobs

A mapping tells WhatSync exactly where one WhatsApp group's future activity should go.

  1. 01

    Choose a WhatsApp group

    Under Project mappings, open the WhatsApp group selector. Search by group name and choose the group used for that job.

    A group already present in the mapping list will not appear as an available new group.

  2. 02

    Choose the destination job

    Open the ServiceM8 job selector. Search by job number, description or address, then select the correct job.

  3. 03

    Add the mapping

    Select Add mapping. The group and job now appear together in the draft mapping list.

  4. 04

    Save the mappings

    Select Save mappings. The connection does not start until the save succeeds and the dashboard says Project mappings saved.

  5. 05

    Send a new test message

    Send a short message in the mapped WhatsApp group. Open the matching ServiceM8 job and check its Job Diary. Use a new message—WhatSync does not copy earlier group history.

Example

WhatsApp group18 River Street
ServiceM8 jobJob 103

What ServiceM8 receives

WhatSync uses ServiceM8 Job Diary notes and job attachments. The result depends on what was sent in WhatsApp.

Text messages and captionsFrom WhatsApp
A note in the ServiceM8 Job Diary

The note includes the WhatsApp group, the sender, the local date and time, and the message text.

Photos and videosFrom WhatsApp
Attachments on the ServiceM8 job

The original file is attached to the mapped job. A caption is also added as a Job Diary note when one was sent.

DocumentsFrom WhatsApp
Attachments on the ServiceM8 job

The original file name is kept when WhatsApp provides one. Otherwise, WhatSync creates a useful name from the type, sender and time.

Voice notes and audioFrom WhatsApp
Attachments on the ServiceM8 job

The audio file is attached to the job. WhatSync does not claim to transcribe the recording.

Shared locationsFrom WhatsApp
A Job Diary note with a Google Maps link

When WhatsApp includes a location name or address, it is written above the map link.

Job Diary note format

A normal text message appears in ServiceM8 in this order. The exact date and time follow the timezone selected in WhatsApp Integration.

WhatsApp - 18 River Street
Sam - 29 Aug 2026, 12:14 pm

Kitchen rough-in finished. Photos attached.

Timestamps

Use the Timezone setting in the dashboard to control the date and time written into ServiceM8 notes and attachment names. If no timezone is selected, UTC is used.

Attachment names

WhatSync keeps the WhatsApp file name when available. If it is missing, the file is named using its type, sender and timestamp so it can still be identified later.

Change or stop a connection

Mappings and account connections can be changed from the dashboard at any time. Changes apply to future WhatsApp activity.

Send a group to a different job

Find the mapping, choose another ServiceM8 job, then select Save mappings. New group activity goes to the new job. Records already written to the previous job stay there.

Remove a mapping

Select Remove beside the group, then save the mappings. Future activity from that group stops going to ServiceM8. Existing ServiceM8 notes and attachments are not deleted.

Disconnect WhatsApp

New group activity stops being captured and sent to ServiceM8. Existing mappings and records remain. To resume, connect WhatsApp again by scanning a new QR code.

Disconnect ServiceM8

New activity stops syncing, the ServiceM8 authorization is removed and queued deliveries are cancelled. Existing mappings and records already saved in ServiceM8 remain. To continue using those mappings, reconnect the same ServiceM8 account.

Troubleshooting

Start with the connection status shown in the dashboard, then check the mapping and the time the message was sent.

The WhatsApp QR code does not appear+
  • Wait for the WhatsApp status to finish loading.
  • Select Connect again if the status is not connected.
  • Refresh the dashboard if the connection remains on Starting.
  • If a code appeared earlier, generate a new one because QR codes expire.
WhatsApp says Relink required+
  • Open the WhatsApp connection and start it again.
  • On your phone, open Linked devices and scan the new code.
  • Wait for the dashboard to show the correct phone number and Connected status.
A WhatsApp group is missing from the selector+
  • Confirm the connected WhatsApp number is a member of the group.
  • Check whether that group already has a mapping.
  • Reconnect WhatsApp if the group was added after a long disconnected period.
A ServiceM8 job is missing+
  • Search by job number, description and address.
  • Confirm the connected ServiceM8 account can access the job.
  • Reconnect ServiceM8 if its authorization is no longer valid.
A new message did not reach ServiceM8+
  • Confirm both WhatsApp and ServiceM8 show Connected.
  • Confirm the group is mapped to the intended job.
  • Confirm Save mappings completed before the message was sent.
  • Send a new test message; earlier messages are not backfilled.
  • Allow a short delay for media files, which take longer than plain text.
The timestamp is wrong+
  • Open Settings in the dashboard.
  • Choose the timezone used by your team and save it.
  • Send a new test message. Existing ServiceM8 notes are not rewritten.

Frequently asked questions

Does WhatSync copy my old WhatsApp messages?+

No. A mapping is forward-only. It starts with new activity sent after the mapping has been saved.

Can several WhatsApp groups map to the same ServiceM8 job?+

Yes. Add a separate mapping for each group and choose the same ServiceM8 job as the destination.

Are direct WhatsApp chats sent to ServiceM8?+

No. This workflow is for the WhatsApp groups explicitly selected in Project mappings.

What happens when I remove a mapping?+

Future messages from that group stop syncing. Notes and attachments already created in ServiceM8 remain unchanged.

Does WhatSync transcribe voice notes?+

No. Voice notes and audio are attached to the ServiceM8 job as files.

Where do locations appear?+

A shared location becomes a Job Diary note with a Google Maps link. A location name or address is included when WhatsApp provides it.

Why is the Save mappings button disabled?+

The button is enabled only after the draft mappings differ from the last saved version. Add, remove or change a mapping first.

Ready to connect a group?

Open the dashboard, connect WhatsApp and ServiceM8, then save your first group-to-job mapping.

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