The Ultimate Guide to WhatsApp Team Inbox Backup

October 6, 2023

In today's fast-paced business environment, communication is key. Many companies have embraced WhatsApp as a communication tool, especially when providing WhatsApp numbers to employees for work-related conversations. However, as convenient as WhatsApp may be, it raises questions about data security, monitoring, and the backup of crucial conversations. What happens to WhatsApp chats when an employee leaves the company? Can you monitor chats for performance and compliance? How do you ensure that your team's valuable WhatsApp messages are securely backed up across various communication channels, including social media, email, phone calls, and instant messaging apps? In this comprehensive guide, we will explore various aspects of backing up WhatsApp chats for your team and address common concerns.

What is a WhatsApp team inbox?

A WhatsApp team inbox is a shared space where multiple team members can access and manage incoming messages from customers or clients. It allows for efficient collaboration and ensures that no messages are missed or left unanswered.

Where Are WhatsApp Chats Stored?

Before diving into the specifics of backing up WhatsApp chats for your team, it's essential to understand where WhatsApp chats are typically stored and how they are backed up.

WhatsApp chats are primarily stored on two main locations:

1. Device Storage:

WhatsApp messages are initially stored on the individual's smartphone or device. These local copies of messages enable users to access their chat history even without an internet connection.

2. Cloud Storage (Google Drive):

In addition to local storage, WhatsApp provides an option to back up chats to a cloud storage service. For Android users, this service is typically Google Drive, while iOS users can back up to iCloud. The frequency of these backups can be customized, but they generally occur regularly to ensure that recent chats are safely stored in the cloud. You can then enable the settings as per your preference and click Save changes. You have now created your WhatsApp inbox, and it will be visible under the team you have created in the left pane. This eliminates the need for team members to manage these WhatsApp conversations separately and collaborate efficiently from a single platform. Click here to learn more about how to setup your WhatsApp inbox.

Introduction to WhatsApp Chat Backup

As a company that relies on WhatsApp for internal communication, it's crucial to have a clear understanding of how WhatsApp chat backup works. Here are the key points to keep in mind:

  • WhatsApp Chats are stored on a device and backed up on the associated cloud storage service. This means that individual chat histories are accessible from the device and the cloud.
  • Chats are backed up automatically on a regular basis. However, the frequency of these backups can be adjusted in the WhatsApp settings to suit your preferences.
  • It's important to note that WhatsApp chat backups are linked to the user's phone number and the associated email address used for the cloud storage service (e.g., Google Drive for Android users). This linkage is essential for the restoration of chats on a new device or after a data loss event.

How to Backup WhatsApp Chats

Backing up WhatsApp chats is relatively straightforward and can be done by following these general steps:

1. Open WhatsApp:

Launch the WhatsApp application on your smartphone.

2. Access Settings:

Tap on the "Settings" or "Options" menu, usually represented by three vertical dots or lines in the top-right or top-left corner of the app.

3. Navigate to Chats:

Within the settings menu, locate and select the "Chats" or "Chat" option.

4. Chat Backup:

Look for the "Chat backup" or "Chat history" section and tap on it.

5. Initiate Backup:

You will see options to back up your chats immediately or schedule regular backups. Select your preferred backup frequency and tap "Back Up" to start the process. If prompted, choose the cloud storage service where you want to store your backups (e.g., Google Drive).

6. Verify Backup:

Once the backup is complete, you can verify its status and check the date and time of the last backup.

How to Restore Deleted WhatsApp Messages Without Backup

Accidentally deleting WhatsApp messages can be a stressful experience, especially if they contain important information. While WhatsApp automatically backs up chats, you may wonder how to recover deleted WhatsApp messages without a backup. Here are some steps you can take:

1. Check for Local Backup:

WhatsApp retains the most recent local backup of your chats on your device. These backups are typically stored in the "WhatsApp/Databases" folder. To check for a local backup, follow these steps:

a. Open a file manager app on your smartphone. b. Navigate to the "WhatsApp/Databases" folder. c. Look for a file named "msgstore.db.cryptXX" (where "XX" represents a two-digit number). d. Rename the file you want to restore to "msgstore.db.crypt12" to ensure it is recognized as the most recent backup. e. Uninstall WhatsApp and then reinstall it. f. During the installation process, WhatsApp will detect the local backup and ask if you want to restore it. Confirm the restoration.

2. Contact WhatsApp Support:

If you don't have a local backup and you're unable to recover deleted messages, you can reach out to WhatsApp support for assistance. They may be able to help you retrieve lost messages, although success is not guaranteed.

How to Recover 1-Year-Old WhatsApp Messages Without Backup

WhatsApp's default chat backup settings usually retain chat history for a specified period, such as 7 days or 30 days. However, if you need to recover WhatsApp messages that are over a year old and you don't have a backup from that specific time, the options become limited. Here are some steps you can try:

1. Request a Chat History Report:

WhatsApp provides a feature called "Request Account Info" that allows users to request a report of their account information, including their chat history. Here's how to request a chat history report:

a. Open WhatsApp and go to "Settings" > "Account" > "Request Account Info." b. Tap "Request Report."

WhatsApp will compile the requested report, including your chat history, and send it to your email address. Keep in mind that this report may not be as detailed as your actual chat history within the app.

2. Contact WhatsApp Support:

If you have a specific need to recover older messages, you can also contact WhatsApp support and explain your situation. They may be able to provide further guidance or assistance in retrieving older messages, but success is not guaranteed.

How to Backup WhatsApp Chats of Your Team Using Eazybe

To ensure a more organized and secure backup of WhatsApp chats for your team, you can consider using Eazybe, a specialized solution designed to streamline the process. Eazybe offers the following advantages:

  • Centralized Backup: Eazybe backs up WhatsApp conversations of your entire team to a single Google Drive account that belongs to the admin or owner. This centralized approach simplifies data management and ensures that all team chats are securely stored in one location.
  • Team Inbox: Eazybe's Team Inbox feature allows you to access and monitor WhatsApp conversations of your entire team. You can filter chats by employee, manager, or other relevant criteria. This real-time monitoring capability provides valuable insights into the quality and performance of team conversations.
  • Data Transfer: In the event that an employee leaves the company, you can easily transfer the Google Drive containing the WhatsApp chat backups to their replacement. This seamless data transfer ensures that important chat history is preserved without any data loss.


Effective communication is the backbone of any successful business, and WhatsApp has become a popular tool for facilitating internal conversations. However, it's essential to have a robust backup strategy in place to safeguard your team's valuable WhatsApp chats. Whether you rely on the default backup options provided by WhatsApp or choose to implement a solution like Eazybe, ensuring that your team's chat history is securely stored and accessible is crucial.

In addition to backup, it's also important to understand how to recover deleted WhatsApp messages, especially if no recent backup is available. While WhatsApp provides options for restoring chats from local backups and requesting chat history reports, it's wise to regularly back up your chats to avoid data loss.

By following the steps and strategies outlined in this guide, you can confidently manage and protect your team's WhatsApp conversations, ensuring that important information is preserved and readily available when needed.