Index
What is this integration?
The Twilio integration lets you send and receive WhatsApp messages from Golfmanager. Twilio is the service that connects Golfmanager with WhatsApp. With it you can send booking confirmations and reminders, payment confirmations and links, messages with files (for example, an invoice in PDF) and receive your customers' replies.
Twilio is a messaging platform. This integration uses Twilio as a bridge to send your communications via WhatsApp to customers and to receive what they reply.
What problem does it solve?
Communication through the preferred channel of many customers: WhatsApp.
Fewer no-shows: booking reminders.
Faster collections: sending payment links via WhatsApp.
Everything recorded: there is a history of sent and received messages.
What can it send?
Message type | What for |
Booking confirmation | Notify the customer that their booking is confirmed (can be sent automatically) |
Booking reminder | Remind of the appointment and reduce no-shows (from the booking record) |
Payment confirmation / link | Confirm the charge or send a link to pay (in bulk from the sales list) |
Message with file | Send images or PDFs (for example, an invoice) |
Message to several customers | Bulk send of a message (with optional image) to selected customers |
Inbound messages | Receive and record the customer's replies |
Which systems does it connect and in which direction does the data flow?
It connects Golfmanager with WhatsApp through Twilio, in both directions:
Golfmanager → customer: sends the messages (confirmations, reminders, payments, files).
Customer → Golfmanager: inbound replies reach Golfmanager through an automatic notification (webhook) and are recorded. The system can reply with automatic responses to keywords (hello, booking, help…).
Twilio also reports the status of each message (sent, delivered, read, failed) through another automatic notification.
Prerequisites (before activating the integration)
Have a Twilio account.
Have the WhatsApp Twilio module installed in your Golfmanager.
The Twilio credentials: Account SID and Auth Token.
A WhatsApp number: Twilio's test (sandbox) number or your own verified WhatsApp Business number for production.
Administration permissions to configure.
How to set it up (step by step)
Log in to Golfmanager with an administrator user and go to Settings > WhatsApp.
Enter the Twilio Account SID and Auth Token.
Indicate the origin number in
whatsapp:+…format (with country code).Choose test mode (sandbox) to start, or disable it for production with your own number.
(Optional) Assign a payment template for sending payment links.
Save the changes.
To receive messages and delivery statuses, configure in Twilio the webhooks (inbound and status) that point to your Golfmanager.
Check that the customers have their phone on their record and WhatsApp enabled.
⚠️ WhatsApp has its own rules for business-initiated messages: they require the customer's consent (opt-in) and, outside the 24-hour window since their last message, approved templates. These approvals are managed in your Twilio/WhatsApp account.
Explanation of each field
Below is a description of each field in the integration: where it is, what it means, its impact on the system, and a usage example (what happens when it is used and how the system behaves).
A) Settings (Settings > WhatsApp)
1. Account SID and 2. Auth Token
Description: your Twilio account credentials: the account identifier and its key.
Impact on the system: essential to connect with Twilio.
Usage example: you copy the Account SID and the Auth Token from the Twilio dashboard.
What happens when it is used: each message is sent authenticating with those credentials.
System behavior: if they are missing, "WhatsApp is not configured. Please set up your Twilio credentials first" appears and nothing is sent.
3. Origin number
Description: the WhatsApp number messages are sent from, in
whatsapp:+…format.Impact on the system: essential. It is the sender of each message.
Usage example: in tests you use Twilio's sandbox number; in production, your WhatsApp Business number.
What happens when it is used: the messages go out from that number.
System behavior: if it is missing or not registered in Twilio, "The origin number is not registered in Twilio. For the sandbox use: whatsapp:+14155238886" appears.
4. Test mode (sandbox)
Description: indicates whether Twilio's test environment or the production one is used.
Impact on the system: in sandbox the customer must activate the test number before receiving messages.
Usage example: you leave it enabled while testing and disable it when going live.
What happens when it is used: enabled, it sends via the sandbox; disabled, via your WhatsApp Business number.
System behavior: in sandbox only the customers who have activated it receive messages.
5. Payment template
Description: the text template used when sending payment links (it has a slot where the link is inserted).
Impact on the system: needed for the bulk send of payment links.
Usage example: you select the template "you can pay at this link: …".
What happens when it is used: when sending payment links, the message goes out with that template and the customer's link.
System behavior: if it is not configured, "There is no payment template set up. Configure it in Settings > WhatsApp > Templates" appears.
B) On the customer
Field name: WhatsApp (on the customer record).
Description: indicates whether the customer accepts receiving WhatsApp messages (consent).
Impact on the system: automatic booking confirmations are only sent if it is enabled and the customer has a phone.
Usage example: the customer enables it in their profile, or you enable it on their record.
What happens when it is used: the customer is included in the automatic sends.
System behavior: if it is disabled, they do not receive the automatic confirmations; if they have no phone, "The customer does not have a phone number set up" appears.
C) Message history and errors
Message (history): each message sent or received, with its direction (outbound/inbound), its status (queued, sent, delivered, read, failed, received), the text, the file if any and the date. Behavior: it is read-only; the status is updated with Twilio's notifications.
Errors: the sends that failed, with the error code and message, the recipient and the detail. Behavior: it is the screen to diagnose why a message did not arrive.
How to use it day to day
Booking confirmations are sent via WhatsApp automatically when the booking is confirmed (if the customer has WhatsApp enabled and a phone).
Booking reminders: from the booking record, with the send-reminder action.
Payment links: from the sales list, in bulk, each customer is sent their link to pay from the phone.
Message to several customers: select the customers and send a message (with optional image).
Customer replies: what they reply is recorded in Golfmanager.
You can consult the message history (sent and received) and the possible errors in sending.
Test mode (sandbox) and production
Sandbox (testing): uses Twilio's test number. It is free and without approvals, but customers must first send an activation code to the sandbox number. Useful for validating the integration.
Production: uses your own verified WhatsApp Business number. This is what you must use with real customers.
Limitations to keep in mind
WhatsApp requires consent (opt-in) from the customer for the messages the club initiates.
24-hour window: outside the 24 h since the customer's last message, WhatsApp requires approved templates (managed in your account).
The sandbox is for testing only: the customer must activate it and it is not for real use.
Production needs a verified WhatsApp Business number.
The customer must have their correct number (with country code) on their record to receive the messages.
It depends on Twilio and WhatsApp: if the service is unavailable, sends may fail.
Frequently asked questions
The messages are not sent.
The most common cause is missing credentials. "WhatsApp is not configured. Please set up your Twilio credentials first" appears. Review the Account SID, the Auth Token and the origin number in Settings > WhatsApp.
"The origin number is not registered in Twilio" appears.
The sender number is not registered. In tests you must use Twilio's sandbox number (whatsapp:+14155238886); in production, your verified WhatsApp Business number.
The customer does not receive the message in sandbox.
They have not activated the sandbox. The customer must send the activation code to Twilio's sandbox number before being able to receive test messages.
"The customer does not have a phone number set up" appears.
The phone is missing on the customer record (or it has no country code). Complete it and try again.
"The From and To numbers must be from the same channel" appears.
It is a Twilio notice when the sender or the recipient are not in WhatsApp format. Check that the origin number is in whatsapp:+… format.
It does not let me send payment links.
The payment template is usually missing: "There is no payment template set up" appears. Assign it in Settings > WhatsApp > Templates and try again.
The customer's replies do not arrive.
The inbound webhook in Twilio is not configured. Configure in your Twilio account the notification (webhook) that points to your Golfmanager for inbound messages.
A message shows as "failed". Why?
Review the history and the errors screen: they show the Twilio code and message (for example, invalid number, outside the 24 h window, template not approved). There you will see the specific cause.
Why do the messages the club initiates outside a conversation fail?
WhatsApp requires the customer's consent and, outside the 24-hour window since their last message, approved templates. Those approvals are managed in your Twilio/WhatsApp account.
How do I control which customers get messages?
With the WhatsApp field on the customer record: if it is disabled, they do not receive the automatic confirmations. Also keep the phone correct and with country code.
Can I send images or PDFs?
Yes. In the send to customers you can attach an image, and files (for example, an invoice) can be sent as a message with a file.
Does the system reply to inbound messages by itself?
There are basic automatic responses to keywords (hello, booking, help…). The rest of the conversation is handled by your team; everything is recorded.
What country code is used if I don't enter one?
If a phone does not start with "+", the system assumes Spain (+34). For customers from other countries, save the number with its international code.
Is there a cost to send via WhatsApp?
Yes. Twilio charges per message depending on the country and the type. Check it in your Twilio account.
Recommended best practices
Test first in sandbox and move to production with your WhatsApp Business number.
Keep customers' phones up to date (with country code) and their WhatsApp enabled.
Prepare and approve the templates you are going to use in your Twilio/WhatsApp account.
Configure the webhooks (inbound and status) to receive replies and know the status of the sends.
Review the history and the errors to spot failed sends.