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Message delivery hierarchy (order of priority)

Table Of Contents

When a subaccount has more than one WhatsApp number connected, WaFloW.ai uses a sending hierarchy to decide which number each message is sent from.

This system ensures control, consistency, and continuity in communication, even in environments with multiple devices.

Why is there a shipping hierarchy? #

Without a clear hierarchy, problems such as the following could arise in scenarios with multiple numbers:

  • Messages coming from different numbers without control.
  • Loss of continuity with the contact.
  • Confusion in sales or support.
  • Unpredictable behavior when climbing.

WaFloW.ai’s dispatch hierarchy avoids these problems by defining a clear and predictable order of priority.

How the sending hierarchy works #

Each time a message is sent from a GoHighLevel subaccount connected to WaFloW.ai, the system evaluates the rules in the following order, from highest to lowest priority:

Manual override (Highest priority) #

If the message contains a manual override instruction, it is always respected, regardless of the other rules.

How it works #

If the message text includes the structure:

#WA#ID

For example:

#WA#3
Hola, te escribo para confirmar tu cita.

👉 The message will be sent from the device with the ID 3.

When to use it #

  • Specific cases.
  • Highly specific shipments.
  • Controlled tests.
  • Situations where you need absolute control.

Automatic contact tag (High priority) #

When a contact writes for the first time, WaFloW.ai automatically assigns them a tag associated with the number from which the conversation was initiated.

From that moment on:

  • The system prioritizes that same number to communicate with that contact.
  • Continuity is maintained in the conversation.

Key advantage #

The contact always receives messages from the same number, avoiding confusion.

Device marked as favorite (Medium priority) #

If there is no manual override or automatic tag:

  • WaFloW.ai will use the device marked as a favorite within the subaccount.

The favorite device acts as:

  • Default primary number.
  • Reference for general messages.

Automatic priority shipping (Low priority) #

If none of the above rules are met:

  • The system will automatically select the available device with:
    • Highest priority set, or
    • Minor device ID.

This behavior ensures that there is always a valid output.

Visual summary of the hierarchy #

Evaluation order:

  1. #WA#ID
  2. Automatic contact tagging
  3. Favorite device
  4. Automatic by priority / ID

The first rule that is followed is the one that applies.

Complete practical example #

Setting:

  • Subaccount with 3 connected numbers.
  • A contact writes to number 2 for the first time.
  • The corresponding tag is automatically assigned.

What happens next:

  • All messages after that contact will be sent from number 2.
  • Even if there is a different favorite device.
  • Unless a manual override is used.

Best practices #

  • Use manual forcing only when necessary.
  • Rely on automatic tagging for continuity.
  • Clearly define the preferred device.
  • Do not change priorities without understanding the impact.

Common mistakes #

  • ❌ Manually force all messages.
  • ❌ Not understanding why a message is sent from a specific number.
  • ❌ Change favorite devices without criteria.
  • ❌ Thinking that the system chooses numbers at random.

Final summary #

The WaFloW.ai sending hierarchy:

  • Guarantees total control over shipping.
  • Maintains continuity through contact.
  • Scales correctly with multiple numbers.
  • Avoid unpredictable behavior.

It is one of the pillars of the system when working with more than one WhatsApp.

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Updated on 26 de January de 2026