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If you already message candidates and clients on WhatsApp, those conversations usually live only on your phone. Connecting WhatsApp to Stardex logs 1:1 text chats onto the right person’s timeline automatically, so the rest of your team can see the thread without anyone forwarding screenshots. WhatsApp is a paid add-on and is currently in Beta. Stardex has to enable it for your organization. Anyone on the team can then connect their own WhatsApp from Settings → Email & other integrations → VoIP & messaging. If you do not see WhatsApp there, ask Stardex support to turn it on for your workspace.
Stardex never sends WhatsApp messages. Connecting only imports conversations from your phone. You still message people in WhatsApp itself.

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Connecting your WhatsApp account

  1. Go to Settings → Email & other integrations → VoIP & messaging: stardex.com/settings?tab=email-calendar&section=voip
  2. Find WhatsApp and click Connect.
WhatsApp card on VoIP & messaging with Connect WhatsApp card on VoIP & messaging with Connect
  1. A browser window opens with a QR code. On your phone, open WhatsApp, go to Settings → Linked devices → Link a device, and scan the QR code. The code expires after a few minutes; if it times out, go back to Stardex and click Connect again.
WhatsApp QR code in the link-a-device window WhatsApp QR code in the link-a-device window
  1. After a successful scan you can close that window. Stardex keeps linking in the background and returns you to VoIP & messaging. You should see a Connected badge (you may briefly see Connecting or Importing first).
Connecting does not dump your entire chat history onto every person. New text messages start syncing. To pull older messages onto a specific person, use Resync WhatsApp messages on their profile.

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What syncs (and what does not)

A text message that also has an attachment still syncs the text. Media-only messages are skipped.

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Unmatched chats

If Stardex cannot match a WhatsApp thread to a person, it shows up under Unmatched chats on the same VoIP & messaging page. Only the person who connected that WhatsApp account sees this list. Link the chat to the right person from there. Unmatched chats on VoIP & messaging Unmatched chats on VoIP & messaging

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Resync a candidate

Connecting WhatsApp only starts live sync. Past texts do not land on a candidate until you ask Stardex to pull them. That action is Resync WhatsApp messages on the candidate’s profile. Resync WhatsApp messages on a person profile Resync WhatsApp messages on a person profile Use it when:
  • You just connected WhatsApp and want an existing thread on the profile
  • You know you have older messages with this candidate that are not on the timeline yet
  • A live message arrived but history looks incomplete

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How to resync

  1. Open the candidate in Stardex.
  2. Open the actions menu.
  3. Click Resync WhatsApp messages. The item only appears when WhatsApp is connected in this workspace.
  4. You should see WhatsApp resync started — Messages will appear on the timeline as they import. Leave the profile open or come back in a few minutes; a long thread is not instant.
Resync looks up this candidate’s phone in your connected WhatsApp, links the 1:1 chat if it can, and imports up to 12 months of text. You can run it more than once; it refreshes history rather than duplicating messages.

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What you need first

  • WhatsApp is Connected in VoIP & messaging (not Disabled, and not waiting on Reconnect)
  • The candidate has a phone number with the country code
  • That number is the one they use on WhatsApp
  • You actually have a 1:1 WhatsApp chat with them
  • The number is unique in your workspace, or the chat is already linked to this candidate

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If resync does not start

Stardex tells you why instead of failing silently: