IGFirstERP Academy ยท Operator lesson collection
WhatsApp Sales Control for Sales Teams
Customers can keep using the business WhatsApp line they already know. This programme trains the team to keep ownership, orders, payment evidence, picking, dispatch, and follow-up inside a reviewable operating trail.
Who should complete this programme
- Sales staff handling customer enquiries through a shared business WhatsApp line.
- Sales managers responsible for conversation ownership and follow-up.
- Finance staff reviewing transfer evidence.
- Picking, confirmation, dispatch, and customer-update teams receiving work after payment.
Lesson 1: One line, one visible owner per customer
Review unassigned work. Claim before continuing the sale. Do not assume that access means responsibility. Release or hand off deliberately when another person becomes responsible.
Practice: Identify five open conversations and state the current owner and next action for each.
Lesson 2: Turn the message into a business record
Confirm the customer, location, product, unit, variation, quantity, and price. Use the reviewed quote, checkout, or order path that fits the sale. Do not leave final commercial terms only inside chat.
Practice: Build one demonstration order and explain which record each action created.
Lesson 3: Keep payment evidence attached
An uploaded screenshot is evidence awaiting a decision. The authorised reviewer approves or rejects it against the customer and order context before fulfilment proceeds.
Practice: Review one demonstration payment, record the decision, and show what changed next.
Lesson 4: Move paid work through picking and dispatch
Paid work should enter picking with the correct product and location detail. Confirmation checks the package before dispatch. Delivery or pickup remains a separate state from payment.
Practice: Follow one order through picking, confirmation, and dispatch.
Lesson 5: Recover exceptions without deleting the trail
A rejected payment, short pick, wrong variation, confirmation mismatch, website-readiness gap, or package issue remains work. Record the resolution action and note before moving forward.
Practice: Create one demonstration mismatch and show the recovery state, responsible person, and resolution note.
Lesson 6: Run the end-of-shift review
Review unassigned conversations, claimed threads with no recent action, payment evidence awaiting review, paid orders not released, picking issues, package exceptions, and follow-ups still due.
Practice: Produce a short handoff note using system states instead of retelling private conversations.
Completion checklist
- I can explain the difference between shared access and visible ownership.
- I can turn a customer message into the correct reviewed sales record.
- I can distinguish payment evidence from approved payment.
- I can follow an order through picking, confirmation, dispatch, and follow-up.
- I can keep an exception open with a responsible recovery action.
- I can complete an end-of-shift review from system records.