Complete User Guide

1. Logging in & your profile

Open wa.callextreme.in in any browser (works on mobile too) and sign in with the email & password your provider gave you.

Change your password (do this first)

1. After logging in, click your avatar (the coloured circle with your initial) in the top-right corner.
2. In the menu, click 🔒 Change password.
3. Enter your current password, then the new one twice, and press Update password.

2. The dashboard layout

On the left is the menu (sidebar), grouped into sections. The top bar shows the page title and your profile. On a phone, tap the ☰ icon to open the menu.

wa.callextreme.in

CallExtreme

Main

▦ Overview

Campaigns

📣 Campaigns

📝 Templates

📇 Data / Lists

Inbound

💬 Conversations

⏰ Follow-ups

🔀 Flow Builder

🧑‍💼 Agents

Infra

📱 Gateways

🗂️ Groups

📡 Monitor

Insights

📊 Reports

🔑 License valid till 2027-08-18 · 375 days left

Overview

1/1

Gateways connected

6

Campaigns

15

Sent today

9985

Daily limit left

• Campaigns / Templates / Data — everything to build and send a campaign.
• Conversations / Follow-ups / Flow Builder / Agents — incoming chats, reminders, auto-replies and your reply team.
• Gateways / Groups / Monitor — your WhatsApp numbers and their health.
• Reports — delivery results and exports.

3. How it all fits together

You set things up once, then reuse them. The order is:

Gateway (number)  →  Group  →  Template  +  Data list  →  Campaign  →  Live reports
   scan QR         bundle     the message   your Excel     the send      delivered / read

• A Gateway is one WhatsApp number connected by scanning a QR.
• A Group bundles gateways so a campaign can share the load.
• A Template is your message with {{name}} style placeholders.
• A Data list is your contacts, from Excel/CSV.
• A Campaign = one list + one template, sent through one group.

4. Connect a WhatsApp number (Gateway)

Open Gateways from the menu, then:

1. Click + Add Gateway. Give it a name (e.g. “SIM-1 Marketing”).
2. Set the two safety limits:
   • Per-minute limit — how many messages this number sends each minute (keep it low, e.g. 5–10).
   • Daily limit — the most it can send in a day.
3. Click Create, then press Connect / QR on that row.
4. On the phone with that number: WhatsApp → Linked devices → Link a device → scan the QR shown.
5. When the status turns connected, the number is live.

5. Gateway groups

A group lets a campaign send through several numbers at once (load shared automatically). Open Groups:

1. Type a group name (e.g. “Marketing Numbers”) and click + Add.
2. Go back to Gateways, Edit each gateway, and assign it to this group.

6. Message templates

Open Templates → + New Template. Write your message; click a field chip to insert a placeholder that fills from your data. You can also attach an image.

1. Give the template a name.
2. Type the message. Click chips like {{name}} {{city}} to insert fields — they fill per contact when sending.
3. Optional: click ⬆ Upload image to attach a picture, or paste an image URL. The image is sent with the message.
4. Click Create.

7. Upload your data (Excel / CSV)

Open Data / Lists → ⬆ Upload Excel / CSV. Your file needs a phone column; any other columns become placeholders for templates.

1. Click Download sample file to see the exact format.
2. Prepare your file like this:

   phone,name,city,amount
   9812345678,Ravi Kumar,Delhi,4999
   9876543210,Sita Sharma,Mumbai,2999

3. Give the list a name, drop the file in, and click Upload & parse.

8. Create a campaign

Open Campaigns → + New Campaign. A 3-step wizard guides you:

1. Choose data — pick the list to message (or upload a new one).
2. Choose template — pick which message to send to that data.
3. Gateways & settings — pick the sending group, the inbound group (for replies), and the delay between messages. Click Create campaign.

9. Start & monitor live

On the Campaigns page each campaign is a card showing its status (draft / running / paused / completed) and time (Started or Created). Click a card to open it, then press ▶ Start.

Open a campaign to see live counters, a progress bar, and the Live activity feed streaming every message as it goes out. The whole thing updates in real time — no refresh needed.

10. Message status guide

11. Reports & export

Reports lists every campaign with delivered / read / failed counts and read-rate. Open any campaign for the full lead-wise report — every contact, its status, which number sent it, times, and any failure reason. Use ⬇ Export CSV to download it all (times are in IST).

Gateway Monitor shows, per number, how many messages went out today vs its daily limit, plus a 30-day history.

12. Agents & SIM assignment

Agents are real people on your team with their own login who handle incoming chats — and can also start new outgoing ones. Open Agents → + New Agent:

1. Enter the agent's name, email and a password (this becomes their login).
2. Assign one SIM to the agent — they handle that number's incoming and send from it.
3. Click Create agent and share the login with them.

How SIM assignment works

Each agent gets one active SIM (one number = one agent). In the assign box, SIMs are grouped so it's clear what you can pick:

• Available (free & active) — connected SIMs not yet taken. Pick one of these.
• Already assigned (occupied) — greyed out, showing which agent owns them. To free one, edit that agent and remove it.
• Offline — connect first — greyed out until the number is connected.

13. Conversations (team inbox)

Incoming messages land in Conversations — a WhatsApp-style inbox. Open a chat, type, and send: the reply always goes from the same number the message came in on, so the chat stays continuous.

• Customer's real number & photo — each chat shows the customer's WhatsApp profile picture and their real 10-digit number (no country code clutter). If someone has no photo (or hides it), a neat placeholder shows instead.
• Send photos & files — tap the 📎 button to attach an image or a document (PDF, Word, Excel, etc.). Incoming images & files from customers show right in the chat too.
• Sound alert — every time a new message arrives you hear a soft ring and see a pop-up, so agents never miss a chat.
• Who replied — outgoing messages show which agent sent them, so you always know who handled a chat.
• Set a follow-up — the ⏰ Follow-up button on a chat schedules a reminder to contact that customer later (see Follow-ups).
• New message — press + New message, pick your SIM, type a 10-digit number and a message to start a fresh chat.

14. Follow-ups (reminders)

A follow-up is a reminder to contact a customer again at a set date & time — perfect for “promised to pay Friday” or “call back tomorrow”.

Set one from a chat

1. Open the customer's chat and click ⏰ Follow-up (top-right).
2. Pick the date & time (IST) and add an optional note (e.g. “Confirm payment”).
3. Click Set follow-up. The chat now shows a reminder bar, and a ⏰ due badge appears on it in the list (it turns red once overdue).

The Follow-ups list

Open Follow-ups from the menu to see them all in one place — sorted by due time, overdue ones highlighted:

• Filter by Pending / Done / All.
• Open chat jumps straight to that customer, ✓ Done marks it complete, Delete removes it.
• Agents see only their own follow-ups. You (owner) see everyone's, with a “Set by” column showing which agent scheduled each one and when.

15. AI replies & Flow Builder

Let the system answer incoming chats automatically until a human takes over. Open Flow Builder.

• AI Agent (auto) — describe your business once, and the AI greets each customer, understands their need and replies helpfully in their own language. It hands off to a human when the customer asks for one.
• Ready-made templates — start from a template (welcome/FAQ, lead capture, loan-recovery, or a step-by-step menu) and tweak it.
• Step-by-step flows — for fixed journeys, send messages/questions in a set sequence.
• Free AI included — set your AI provider & key in AI settings (profile menu) and press Test to confirm it works.

16. Limits, license & time (IST)

• Daily limit — the Overview shows “Daily limit left”, counting down as you send. It resets at midnight IST.
• License — the Overview shows your validity (e.g. “valid till 2027-08-18 · 375 days left”). It turns amber near expiry.
• Time — every time in the app and in exports is shown in IST (India time), whatever your device.

17. Staying safe — protect your numbers

• Keep per-minute low (5–10) and let the delay between messages stay human.
• Message people who expect to hear from you; avoid random purchased lists.
• Personalise with {{name}} and vary content — identical mass texts look like spam.
• Use several numbers in a group so load is shared.
• Give people a way to opt out, and honour it.

18. FAQ & troubleshooting