The Ultimate Guide to Managing WhatsApp Business Account (WABA) and Meta Business Manager (BM)

As more and more organizations choose to communicate with and manage their customers through WhatsApp, many critical business operations rely on Meta's Business Manager (BM) platform.

However, Meta enforces strict policies on BM and WhatsApp Business Accounts (WABA), and failure to comply may result in the account being restricted or blocked.

In this article, we'll break down best practices for managing BM and WABA to help you stay compliant, avoid common mistakes, and ensure uninterrupted business operations.

By following these guidelines, you can reduce the risk of account suspension and maximize the benefits of WhatsApp Business for your company.

What is Business Manager (BM)?

BM is a business management tool provided by Meta that allows companies to efficiently manage multiple WhatsApp Business Accounts (WABA), ad accounts, and Facebook pages.

What is WhatsApp Business Account (WABA)?

WABA is WhatsApp's enterprise-grade API solution that helps organizations communicate with customers at scale. It supports automated messaging, customer interactions, and seamless API integration to enhance business communications.

To ensure the smooth operation of the business, the Company must comply with Meta's policies and properly manage BM and WABA accounts to avoid disruption.

Why is WhatsApp Business Account Management so important?

Without proper account security and compliance management, organizations can risk WhatsApp API bans, account suspensions, and operational disruptions. To help organizations effectively manage WABA while ensuring compliance, YCloud has compiled essential security management principles and best practices to help prevent account bans and ensure long-term stability.

Best Practices for Managing WhatsApp Business and Meta Business Manager

Avoid sharing Facebook personal accounts

Each employee must sign up for a separate Facebook account using real personal information, and account sharing is strictly prohibited.

Why is account sharing risky?

Risk control mechanisms in Meta: Meta monitors login behavior, device usage, network environment and browser fingerprints to detect suspicious activity. Sharing an account may trigger a security alert, resulting in account suspension.

Data security threats: Shared accounts increase the risk of data breaches that could expose sensitive business information.

Recommended Practice:

✔ Employees must register for a Facebook account using their personal email or cell phone number, upload a real avatar, and complete their profile.

✔ Organizations should manage employee permissions through BM's administrator panel rather than directly controlling individual accounts.

Protect BM accounts with multiple administrators

Rule: There should be at least two administrators per BM account to prevent a single point of failure.

How to add an administrator in Business Manager (BM):

📌 IMPORTANT: Add administrators after BM and WABA are fully registered and verified to avoid employee Facebook accounts being flagged.

The BM Creator logs into Meta Business Suite and goes to the Users and Permissions option.

Add Administrator Steps:

1. Enter the new administrator's Facebook account email address and assign administrator permissions.
2. All administrators must enable Dual Authentication (2FA) for added security.
3. Use an authenticator app (such as Duo Mobile) instead of text messages, which may not be received properly.

Benefits of multiple administrators:

✔ Avoid business interruption: if one administrator's account is suspended, other administrators can still manage BM and WABA.

✔ Equal management authority: avoiding reliance on a single person to operate the BM ensures greater flexibility.

Handling employee separations and accounts

Employee Separation Process: ✔ Separating employees must be removed from BM immediately to prevent unauthorized access.

✔ Always add new employees as separate administrators rather than inheriting old accounts.

Account Blocking Emergency Response: ✔ Submit a complaint through Meta's support channel to restore access. 👉 [Learn how to restore a blocked WhatsApp API account]

Additional Security Tips for WhatsApp Business Accounts

Create a secure login environment: Avoid using public networks or VPNs to log into BM/WABA. fixed IP addresses reduce security risks. New Facebook accounts should be "warmed up" for 2-3 weeks (logging in regularly, adding friends) before creating a BM account.

Ensure compliance with WhatsApp messages: Maintain a healthy balance of marketing and transactional messages. Prioritize sending useful notifications (e.g., order updates, OTP codes) over excessive promotional content to minimize complaints.A high complaint rate on a WABA account may result in a restriction or ban.

Validate corporate information and expand WABA capacity: Complete Meta Business Verification, submit business license and proof of domain ownership.

Enterprise authentication increases the WABA cap to support up to 20 accounts and unlocks higher message quotas.

By following these security measures and best practices, organizations can significantly reduce the risk of account bans and ensure the stable operation of the WhatsApp Business API over time.

Keep up to date with the latest policy changes in Meta: 👉 Meta Developer Documentation

For real-time compliance support, consider partnering with YCloud to ensure your WhatsApp Business operations remain secure and uninterrupted.

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Q&A

Q: What are BM and WABA?

A: BM (Business Manager) is an enterprise management tool from Meta that helps companies manage multiple WhatsApp Business Accounts (WABA), ad accounts, and Facebook pages.WABA is WhatsApp's enterprise API solution for helping businesses communicate with customers at customers at scale.

Q: What should I do if my WABA is banned?

A: If you have been banned from WABA, you can request to have your access restored by submitting a complaint through Meta's support channels. Ensure that all accounts and operations are in compliance with Meta's policies to avoid a ban.

Q: How do I keep my WhatsApp account secure?

A: Using multiple administrator accounts and enabling dual authentication (2FA) are important steps to keep your WhatsApp account secure. Additionally, avoid sharing personal Facebook accounts and ensure a secure login environment.

Q: When do I need Meta Enterprise Verification?

A: Completing business verification is a critical step in increasing your WABA quota and unlocking more features. A business license and proof of domain ownership are required for verification.