Restaurants & food
Take orders and reservations on WhatsApp, with the whole team replying
Connect the WhatsApp number your restaurant already uses by scanning a QR code, let the counter, kitchen and manager reply from one shared inbox at the same time, and answer routine questions with keyword auto-replies. AI replies are coming soon.
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In short
Restaurants, cafes and cloud kitchens can use whatsappx.si to handle WhatsApp orders and reservations from one shared inbox: each chat is assigned to the person handling it, and keyword auto-replies cover menu, hours and location questions during the rush. The number stays on your phone; the team replies from the browser.
Why do restaurants need a shared WhatsApp inbox?
Guests message a restaurant for a handful of reasons: Table for six tonight? Do you deliver to my area? Is this dish vegan? Where is my order? When all of that lands on one phone behind the counter, whoever holds the phone is the bottleneck, and the lunch rush is exactly when nobody can hold it.
A shared inbox turns the number into a queue the whole team works from a browser: everyone has their own account, every chat has one owner, unread counts show what is waiting, and new messages appear live. The number stays on your phone, connected as a linked device the same way WhatsApp Web is (WhatsApp Help Center).
What does a typical day look like?
The scenario below is an illustrative example, not a description of any real restaurant.
Before opening. A family-run restaurant with a small delivery operation has connected its existing WhatsApp Business number by scanning a QR code. The manager signs in to overnight messages: two reservation requests, a catering enquiry and a nut-allergy question. She confirms the bookings, assigns the catering enquiry to the owner and answers the allergy question herself.
Lunch rush. Orders arrive faster than one person can read. Counter staff and the delivery coordinator work the same inbox, and each order is assigned to whoever picks it up, so nobody confirms one twice. A keyword auto-reply answers messages that mention "menu" or "timing" with the menu link and opening hours.
Quiet afternoon. The coordinator starts a few chats by phone number to confirm tonight's larger bookings with guests who asked for a reminder: five to ten at a time, checking for replies between batches. One guest answers "make it 8:30 instead"; the change is handled in the same thread.
Closing. The manager checks that nothing is unread and every open chat has an owner. The phone sat in the drawer all day.
Which whatsappx.si features matter for a restaurant?
One inbox for orders and bookings
Every guest conversation in one list with search, unread counts, images inline and live updates.
Assign each order to one person
Give a chat one owner. Agents see only their assigned chats, so a rider sees only their own orders.
Keyword auto-replies for the rush
Reply automatically when a message contains "menu", "hours" or "delivery". Switch rules on or off and see how often each ran.
A knowledge base for the team
Write short articles on allergens, delivery areas and booking rules; staff find the right one by keyword search.
Roles for owner, manager and staff
Invite teammates by email with expiring links. Owners and admins manage the workspace; agents answer chats.
Connect a booking or POS system
No built-in integration, but the REST API can send messages and webhooks can forward incoming ones to your system.
How do you get started?
Use the number normally first
If the number is brand new, use it as an ordinary WhatsApp or WhatsApp Business number for 15–20 days before connecting it. Numbers that start sending from a tool on day one are more likely to be restricted.
Scan the QR code
Create a workspace, open the connect screen and scan the QR code with the restaurant phone, as you would for WhatsApp Web. Recent chat history syncs in.
Invite the team
Email invites to the manager, counter staff and delivery coordinator, each as owner, admin or agent.
Add auto-replies and articles
Create keyword rules for "menu", "hours" and "delivery", and knowledge-base articles on allergens and delivery areas that staff can search.
Keep the phone active
Open WhatsApp on the restaurant phone at least every 14 days, or linked devices log out (WhatsApp Help Center).
Which way of connecting fits a restaurant?
| Feature | WhatsApp Business app on one phone | whatsappx.si, QR-linked number | whatsappx.si, official WhatsApp Business Platform |
|---|---|---|---|
| Who can reply | The phone and its linked devices | The whole team, from a browser | The whole team, from a browser |
| Assign a chat to one person | Only with a paid Meta Verified multi-agent account | Yes | Yes |
| Keyword auto-replies | Greeting and away messages, not keyword rules | Yes | Yes |
| Message a guest after 24 hours of silence | Free-form chat | Free-form chat, small batches, opted-in guests | Approved templates only |
| Phone must stay active | Yes | Open WhatsApp every 14 days | No |
Business app and linked-device facts from Meta and WhatsApp documentation as of October 2026: https://whatsappbusiness.com/products/business-app-features/ , https://whatsappbusiness.com/resources/resource-library/meta-verified-business/ , https://faq.whatsapp.com/378279804439436 and https://developers.facebook.com/documentation/business-messaging/whatsapp/templates/overview
How do you handle the Friday-night rush?
A shared inbox helps most when the process is clear:
- Decide who owns what before service. For example: counter takes pickup, coordinator takes delivery, manager takes reservations and complaints. Assignment makes that visible.
- Let auto-replies absorb repeat questions. Menu, hours and delivery radius are the same answer every time; a person follows up only if the guest asks more.
- Keep outbound messages small, and never promotional. Confirmations go to guests who ordered or asked, a few at a time. whatsappx.si has no bulk broadcast feature, and WhatsApp's terms prohibit bulk and automated messaging (WhatsApp Help Center). To send offers at scale, use the official WhatsApp Business Platform with approved templates and guest opt-in.
Frequently asked questions
Can multiple people use the same WhatsApp Business number at a restaurant?
Does the inbox still work if the restaurant phone is off?
Can my WhatsApp Business account be banned for using a third-party inbox?
Do I need customer opt-in before sending WhatsApp messages to guests?
Can whatsappx.si send order updates from my POS or booking system?
Is a brand-new WhatsApp number safe to connect on the first day?
Related
Feature
Shared inbox
Answer customer WhatsApp chats as a team: one shared inbox with search, assignment, unread counts and live updates. Connect by QR code or the official API.
Feature
Connect by QR code
Link the WhatsApp or WhatsApp Business number you already use by scanning a QR code, like WhatsApp Web. Recent chats sync and your team replies from one inbox.
Feature
Keyword auto-replies
Keyword auto-replies for WhatsApp: answer common questions instantly on the number you already use, with an on/off switch and a run count for every rule.
Feature
Team collaboration
Let several people reply from one WhatsApp number at the same time. Assign chats, set owner, admin and agent roles, invite by email and run multiple workspaces.
Feature
Knowledge base
Write your policies, prices and how-tos once as articles, then let every teammate find the right answer by keyword search while replying on WhatsApp.
Feature
Official WhatsApp Business Platform
Connect Meta’s official WhatsApp Business Platform inside whatsappx.si: Embedded Signup, number verification, several numbers and templates synced with Meta.
Feature
API and webhooks
Send WhatsApp messages, list conversations and contacts, and receive incoming messages by webhook from your shared inbox. Bearer keys, signed webhooks, SSE.
Use case
E-commerce
Answer order, delivery and product questions on WhatsApp as a team. Shared inbox, chat assignment, keyword auto-replies and webhooks for online stores.
Glossary
Linked device
A linked device is a companion (WhatsApp Web, desktop, tablet or another phone) connected to the WhatsApp on your primary phone, usually by scanning a QR code.
Glossary
Opt-in
Opt-in is a person’s permission to receive WhatsApp messages from your business. Meta requires it before you message anyone, and opt-outs must be honored.
Bring your team into one WhatsApp inbox
Create a workspace, connect a number by QR code or the official API, and invite your teammates.