Projects

WhatsApp import

A lot of project communication happens on WhatsApp. This feature lets you paste a conversation dump and have AI extract tasks, queries, and decisions — turning informal chats into structured project work.

Who can use this

WhatsApp import is available on the Studio and Agency plans. It uses AI (GPT-4o mini with Gemini fallback) to process the conversation.

How to use it

Inside any project, click the WhatsApp button in the top-right actions area. This opens the WhatsApp import panel.

Paste your conversation text — this is the raw export you get from WhatsApp when you email yourself a chat. It looks like:

[14/02/2025, 09:12:34] Mika: Can we add a dark mode?
[14/02/2025, 09:13:01] Client: Yes please, and also change the logo colour
[14/02/2025, 09:14:22] Mika: Will do. What's the deadline for this?
[14/02/2025, 09:15:05] Client: End of this week would be great

Click Extract tasks. The AI reads through the conversation and identifies:

•Tasks — actionable items one party committed to doing
•Queries — open questions that need a response
•Decisions — things that were agreed or decided

Each extracted item appears as a card. Review them, edit any details, and click Add to project to create tasks on the task board.

Exporting a WhatsApp chat

On WhatsApp (mobile):

•Open the chat with your client
•Tap the three dots menu → More → Export chat
•Choose Without media
•Send to yourself via email or copy-paste the text

Note: Don't worry about timestamps or formatting — the AI handles raw WhatsApp export text correctly, including group chats.

What happens to the extracted items

Tasks extracted from WhatsApp are added to the project's task board in the To Do column. Queries are placed in the Query column so they stand out. You can then assign, prioritise, and track them like any other task.

Tips for better results

•Include a reasonable chunk of conversation — 20–100 messages works well
•You don't need to clean up the text first. Raw export format works fine
•If a task is ambiguous, the AI tends to create a query instead of a concrete task
•You can run the import multiple times — just review carefully to avoid duplicates

Tip: Use this after every client call or WhatsApp thread to turn unstructured chat into tracked deliverables. It takes about 10 seconds and saves significant admin time.

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