WhatsApp notifications overview
MyGeotab supports WhatsApp notifications for rules and exceptions, allowing fleet managers to deliver real-time alerts on the messaging platform drivers and staff already use.
In addition to existing notification options, MyGeotab now supports WhatsApp notifications for rules and exceptions.
WhatsApp notifications allow fleet managers to deliver real-time alerts to the users on the messaging platform they already use for personal and business communication. This is particularly valuable in regions where WhatsApp is the primary mobile communication channel, such as Europe, Asia, Latin America, and Australia/New Zealand.
WhatsApp notifications are sent automatically when a configured rule or exception is triggered. No manual action is required once notifications are set up.
WhatsApp notifications are currently only available for rules notifications and are subject to the limitations described in this content.
How WhatsApp notifications differ from SMS and email
WhatsApp notifications use fixed, Meta-approved message templates rather than customizable templates, which is an important distinction from SMS and email notification methods.
Understanding how WhatsApp notifications work differently from SMS and email templates is important before you get started.
Meta-approved templates
Unlike SMS or email notifications, where you can create templates with custom free text and tokens, WhatsApp notifications use a fixed, pre-approved set of message templates.
This is a Meta (formerly Facebook) requirement. Any business sending notifications over WhatsApp must have their message templates reviewed and approved by Meta before they can be used. This approval process ensures messages are non-promotional, accurate, and compliant with WhatsApp's Business Messaging Policy.
What this means for you:
You cannot create your own WhatsApp templates.
You select from the approved templates provided by Geotab when configuring a rule notification.
Template content cannot be customized beyond the data tokens (vehicle name, driver name, rule name, event time, etc.) built into each template.
Templates follow a consistent, professional format designed to be clear and actionable.
Templates are available in all the supported languages in MyGeotab.
This differs from SMS notifications, where MyGeotab allows you to build templates by combining tokens in any order, and from email notifications, which support rich formatting and free-form text.
Comparison summary
| Feature | SMS | ||
|---|---|---|---|
| Create custom templates | Yes | Token-only | No - fixed approved set |
| Free-form text | Yes | No | No |
| Template approval required | No | No | Yes (Meta) |
| Phone number required | No | Yes (US/CA only) | Yes (international supported) |
| Explicit opt-in required | No | Yes | Yes |
| Opt-out via device | N/A | Text STOP | Text STOP |
| Regional availability | Global | US and Canada | Global |
| Per-channel message limit | No | Yes | Yes |
Enabling WhatsApp notifications
Setting up WhatsApp notifications requires two configuration steps: opting users in and configuring rules.
Setting up WhatsApp notifications requires two steps:
Once you've completed your setup, you may also want to configure distributions lists for WhatsApp notifications.
Setting up users for WhatsApp notifications
Learn how to opt users in to receive WhatsApp rule notifications.
Each user who will receive WhatsApp notifications must explicitly opt in. This is a regulatory requirement under WhatsApp's Business Messaging Policy.
Configuring rules for WhatsApp notifications
Learn how to configure new or existing rules to trigger WhatsApp notifications.
Configuring distribution lists for WhatsApp notifications
Create a distribution list to send WhatsApp notifications to multiple opted-in users simultaneously.
Follow steps 1-4 in Creating a distribution list, and then use the workflow here to add WhatsApp notifications to your distribution list.
- Select .
- Select the recipient and the template in their preferred language.
- Continue adding recipients and their corresponding templates until your list is complete.
- Click Save.
To learn how to add your distribution list to a rule, see Adding distribution lists to rules.
Available WhatsApp notification templates
MyGeotab provides eight Meta-approved WhatsApp notification templates, each designed around common fleet events.
MyGeotab provides eight Meta-approved templates for your use. Each template is designed around the most common fleet exception events based on usage data across Geotab's customer base. All templates are currently available in each of the supported languages in MyGeotab.
All templates include dynamic data tokens that auto-populate from the exception event. Tokens include vehicle name, driver name, event time, location, and a link to review the event in MyGeotab. Templates are capped at 1,024 characters per Meta requirements and include an opt-out note in the footer for compliance.
| Template name | Trigger | Use when |
|---|---|---|
| Speeding Alert | Speeding rules (covers all speeding violation variants) | You want fleet managers to receive real-time alerts for speed violations. One of the most common exception rules in MyGeotab and a high-priority notification for safety programs. |
| Collision Detected | Collision detection events (including enhanced collision variants) | You need immediate notification of a collision or impact event so managers can follow up with the driver and initiate an incident response. |
| Harsh Driving Event | Harsh braking, harsh acceleration, harsh cornering | You run a driver coaching or safety scoring program and want to send real-time feedback to supervisors after harsh driving events. |
| Engine Fault Alert | Engine diagnostic and fault code rules | You want maintenance staff to be immediately aware of engine diagnostic alerts that may require inspection or service. |
| Device Removal Alert | Device tamper or removal detection | You need to be alerted to potential device tampering or unauthorized removal for asset protection and compliance. |
| Low EV Battery Charge Alert | Vehicle with low battery charge | You want to be alerted when an electric vehicle is low on charge. |
| Safety Incident Alert | Unsafe driving detection | You want to be alerted for unsafe driving (harsh cornering, braking, etc.). |
| Generic Notification | Catch-all template for any other rule type | You want to send a notification for a rule type not covered by the other templates. |
WhatsApp notifications use cases
WhatsApp notifications are best suited for use cases where the channel's reach, immediacy, and accessibility provide a meaningful advantage over SMS or email.
Driver safety and coaching
- Real-time safety alerts: Send speeding or harsh driving notifications immediately after an event.
- Collision response: Alert managers and safety coordinators instantly when a potential collision is detected so they can contact the driver and initiate incident protocols.
Maintenance and operations
- Engine fault notification: Notify maintenance coordinators the moment a fault code is triggered on a vehicle, enabling faster diagnosis and reduced downtime.
- Device removal alerts: Alert fleet administrators immediately when a GPS device may have been tampered with or removed, enabling timely investigation.
Geofence and routing compliance
- Zone entry/exit monitoring: Receive notifications when vehicles arrive at or depart from job sites, depots, or customer locations to improve coordination.
- Restricted area violations: Alert managers when vehicles enter unauthorized zones.
Regional use cases
- Europe, Latin America, Australia/New Zealand: In many regions, WhatsApp is the dominant mobile messaging platform. WhatsApp notifications reach these users more reliably and at lower cost than SMS.
- International fleets: Unlike SMS (currently US and Canada only), WhatsApp notifications support international phone numbers, making it the right choice for global or cross-border fleet operations.
Understanding WhatsApp notification limits
Geotab applies weekly messaging limits to WhatsApp notifications to ensure fair usage and cost sustainability, calculated as a shared pool across all devices in your database.
To ensure fair usage and cost sustainability, Geotab applies weekly messaging limits to WhatsApp notifications. At this time, WhatsApp and SMS limits are tracked separately. Each channel has its own independent weekly pool.
How the limit works
The weekly limit is calculated as a shared pool across all devices in your database, not a per-device hard cap. The pool size is based on the number of devices in your fleet, subject to a minimum floor and maximum ceiling.
Your pool limit is updated on a daily basis. If you add new devices in the middle of the week, your limit will be updated to reflect the change.
| Limit type | Value |
|---|---|
| Pool size formula | Number of devices x 7 messages per week |
| Minimum floor (small fleets) | 50 messages per customer per week |
| Maximum ceiling (large enterprises) | 10,000 messages per customer per week |
| Warning threshold | 70% of your effective weekly pool |
| Reset cadence | Weekly |
Because the limit is a shared pool, individual devices can exceed 7 messages in a given week, as long as the total consumption across all devices stays within the pool. For example, a vehicle with a frequently triggered speeding rule may generate 20 notifications in a week. If other vehicles generate none, and the total pool is still not exhausted.
Examples
- A fleet with 20 vehicles has a weekly pool of 140 WhatsApp messages (20 x 7). Vehicle A might consume 20 of those, Vehicle B might consume 15, and the remaining vehicles share the rest," as long as the combined total stays under 140.
- A fleet with 5 vehicles would have a calculated pool of 35, but because this falls below the minimum floor of 50, the floor applies. This fleet's shared pool is 50 WhatsApp messages per week.
- A fleet with 2,000 vehicles would have a calculated pool of 14,000, but because this exceeds the ceiling, the ceiling applies. This fleet's shared pool is 10,000 WhatsApp messages per week.
In a future release, Geotab may introduce a unified messaging pool where SMS and WhatsApp notifications draw from a single combined weekly limit. More information will be provided ahead of any such change.
What happens when you approach the limit
A warning notice appears in the My Notification section for admins when your database reaches 70% of its effective weekly pool. Users can also subscribe to receive system notices found in the Rules page.
An audit log entry will be created when the pool is exhausted.
Messages above the pool limit will be suppressed until the weekly counter resets.
Requirements and considerations for WhatsApp notifications
WhatsApp notifications in MyGeotab have specific requirements related to template customization, message direction, and user opt-in.
- Rules notifications only. WhatsApp notifications are only available for rule notifications.
- Templates cannot be customized. You must use one of the 8 Meta-approved templates. Free-form text is not allowed.
- New templates require Meta approval. If you need a template type not covered by the initial set, Geotab must submit the template to Meta for review. Additional templates will be added in future releases. Contact your Account Manager or Geotab Support if you have suggestions for new templates.
- One-way messaging only. WhatsApp notifications are outbound only. Users cannot reply to a notification message to communicate back through MyGeotab.
- Read receipts are not displayed in MyGeotab. You cannot see from within the platform whether a user has read a WhatsApp notification.
- Opt-in is required per user. Administrators cannot send WhatsApp notifications to users who have not explicitly opted in.
Opting out of WhatsApp notifications
Users have two ways to opt out of WhatsApp notifications: through the MyGeotab user profile or directly from their device using the opt-out link included in every notification.
Users have two ways to opt out of WhatsApp notifications:
Opt-in and opt-out events are recorded in the Audit Log for accountability and compliance tracking.
Opting out of WhatsApp notifications via MyGeotab
Learn how to opt out of WhatsApp notifications by updating the user's System Communications settings in MyGeotab.
- Navigate to in the main menu.
- Select the user you want to opt out from the list.
- Go to the System Communications tab.
- Uncheck the WhatsApp Notifications checkbox.
- Click Save.
Opting out of WhatsApp notifications directly from your device
Learn how to opt out of WhatsApp notifications by following the opt-out link included at the bottom of every WhatsApp notification.
- Open the WhatsApp notification.
- Enter the provided keyword at the bottom of the WhatsApp message in the message bar.
- Click Send.
If a user opts out via their device, it is strongly recommended that the user or their administrator also update the user's profile in MyGeotab to reflect this change. This keeps the system in sync and avoids confusion.
Geotab-initiated opt-out from WhatsApp notifications
In some cases, Geotab may remove a user from WhatsApp notifications when a phone number is identified as generating repeated delivery errors.
In some cases, Geotab may remove a user from WhatsApp notifications on your behalf without requiring action from the user or administrator. For example, this will occur when a phone number is identified as generating repeated delivery errors:
- The user has opted out of WhatsApp notifications directly on their device but their MyGeotab profile has not been updated to reflect this.
- The phone number on file is not registered to an active WhatsApp account and is therefore unable to receive WhatsApp messages.
When Geotab removes a user in this way, an audit log entry will be created so administrators can see the change was made. Geotab recommends periodically reviewing your opted-in user list and ensuring phone numbers are current and valid.
WhatsApp notification best practices
Follow these recommendations to get the most out of WhatsApp notifications while avoiding common issues such as pool exhaustion and recipient opt-outs.
- Choose the right template for each rule. Match the template to the exception type. Using the Generic template for everything reduces clarity and may lead users to ignore messages. Use specific templates where possible, such as speeding, collision, or harshdriving.
- Don't duplicate notifications across channels. If you are already sending SMS notifications for a rule, consider whether adding WhatsApp for the same rule and recipient is necessary. Choose the channel most appropriate for the recipient's region and preferred communication platform.
- Use WhatsApp for international recipients. SMS notifications are currently limited to US and Canadian phone numbers. For users with international phone numbers, WhatsApp is the right channel.
- Review your rules before enabling WhatsApp. High-frequency exception rules, such as rules that trigger on every GPS ping, can rapidly consume your weekly message pool. Review rule sensitivity and recipient lists before enabling WhatsApp notifications.
- Keep the user experience in mind. Before enabling WhatsApp for a rule, ask: Would I want to receive this notification on my personal WhatsApp? If the answer is no, reconsider the rule configuration. Notification overload leads to opt-outs.
- Comply with Meta's Business Messaging Policy. All WhatsApp notifications must comply with Meta's Business Messaging Policy and Twilio's Acceptable Use Policy. Geotab's approved templates have been designed to meet these requirements.