Documentation

Everything you need to get up and running with WelcomeWave.

Quick Start Guide

Get your first onboarding workflow running in under 10 minutes.

  • Create an account — Sign up at the login page. You'll start with a 30-day free trial, no credit card needed.
  • Set up your company — Enter your company name, upload a logo, and configure your WhatsApp messaging credentials.
  • Add your first joiners — Enter new employees manually or import a CSV with their details (name, email, start date, role).
  • Build event templates — Create the onboarding timeline: welcome messages, day-one checklist, week-one check-in, 30-day survey, and more.
  • Go live — Activate your templates. WelcomeWave will automatically send messages and track progress for every new joiner.
Tip: Start with 2–3 event templates and expand once you see what resonates with your new hires.

Setting Up Your Company

After logging in as a company admin, head to the dashboard. From here you can configure the core settings that drive your onboarding experience.

Company Profile

Set your company name, industry, and primary contact. This information appears in communications sent to joiners.

WhatsApp Configuration

WelcomeWave sends messages via the WhatsApp Business API. You'll need to provide your API URL and authentication header. If you don't have WhatsApp Business set up yet, contact us and we'll help you get started.

Billing

View your current plan, usage statistics, and manage your subscription from the Billing section in the sidebar.

Managing Joiners

Joiners are the new employees going through your onboarding process. You can manage them from the Joiners view in the sidebar.

Adding Joiners

Click Add Joiner to enter a single employee, or use Import CSV to add multiple at once. Required fields are name, email, and start date.

Lifecycle Tracking

Each joiner has a status (Pending, In Progress, Complete) and a progress bar showing how far through the onboarding timeline they are. You can see days until their start date or days since they joined at a glance.

CSV Import Format

Your CSV should include the following columns:

  • name — Full name of the employee
  • email — Work email address
  • phone — WhatsApp-compatible phone number (with country code)
  • startDate — Start date in YYYY-MM-DD format
  • role — Job title or role (optional)
  • department — Department name (optional)

Event Templates

Event templates define what happens during the onboarding journey — and when. Each template is a message or action triggered at a specific point relative to the joiner's start date.

Creating a Template

Navigate to Event Templates in the sidebar. Click Add Template and configure:

  • Name — e.g. "Welcome Message", "Week 1 Check-in"
  • Trigger Day — Number of days relative to start date (negative = before, 0 = on the day, positive = after)
  • Message Content — The WhatsApp message body. Use placeholders like {name} and {company}
  • Survey Link — Optionally attach a survey for feedback collection
Tip: A typical 30-day onboarding plan includes: Day -3 (pre-arrival welcome), Day 0 (first-day checklist), Day 7 (check-in), Day 14 (progress survey), Day 30 (final feedback survey).

WhatsApp Messaging

WelcomeWave communicates with joiners via WhatsApp, which consistently delivers 99%+ open rates compared to email's ~20%.

How It Works

When an event template is triggered, WelcomeWave sends the configured message to the joiner's WhatsApp number via the Business API. Messages are logged in the Messaging view where you can track delivery status.

Message Statuses

  • Sent — Message was delivered to the WhatsApp API
  • Delivered — Confirmed received on the joiner's device
  • Read — Joiner opened the message
  • Failed — Delivery failed (check the phone number format)

Surveys

Collect structured feedback from joiners at key milestones. Surveys are linked to event templates and accessed via a unique URL sent in the WhatsApp message.

Survey Features

  • Likert scale ratings (1–5 stars)
  • Free-text comments
  • Anonymous or identified responses
  • Real-time results viewable in the admin dashboard

Survey results feed directly into your Reports view, giving you a clear picture of the onboarding experience over time.

Reports & Analytics

The Reports view gives company admins a snapshot of onboarding health:

  • Messages Sent — Total communications and delivery success rate
  • Survey Scores — Average ratings over time with trend lines
  • Joiner Progress — How many joiners are on track, ahead, or behind
  • Time Filters — Slice data by week, month, quarter, or custom range

Super admins get a platform-wide Analytics dashboard showing cross-company metrics, leaderboards, and monthly trends.

Frequently Asked Questions

Can I use WelcomeWave without WhatsApp?

Yes. While WhatsApp is the primary communication channel, you can use WelcomeWave purely for joiner tracking, event scheduling, and surveys without configuring WhatsApp messaging.

Is my data secure?

All data is encrypted in transit (HTTPS) and at rest. We use token-based authentication with scoped access — company admins can only see their own organisation's data.

Can I import existing employee data?

Yes. Use the CSV import feature in the Joiners view. See the Managing Joiners section for the expected format.

What browsers are supported?

WelcomeWave works in all modern browsers: Chrome, Firefox, Safari, and Edge. We recommend keeping your browser up to date for the best experience.

How do I get help?

Visit our Contact page or email info@puresurvey.co.za. We typically respond within 24 hours.