Once your sub-account is connected (see TimelinesAI and GoHighLevel Integration), every WhatsApp message that arrives on your connected number is synced into GoHighLevel automatically. This article covers exactly how that matching and logging works.
How inbound sync works
Whenever a WhatsApp message comes in on the number connected through TimelinesAI:
TimelinesAI looks up the sender's phone number against your existing GHL contacts, matched in E.164 format (for example,
+14155550123).If a matching contact is found — the message is logged as a note on that contact, including the sender's number, a timestamp, and a link back to the full conversation thread in TimelinesAI.
If no matching contact is found — a new contact is created automatically, with the phone number stored in E.164 format and the contact's source set to "TimelinesAI WhatsApp." The message is then logged as a note on that new contact.
This means you never have to manually add a contact just because someone messaged you first — the integration handles it.
What the note includes
Each inbound note carries:
The sender's phone number
The timestamp the message was received
A one-click link back to the conversation in TimelinesAI (useful if you want to reply from TimelinesAI directly, review chat history, or hand the conversation to a teammate)
Outbound messages are logged too
Messages sent from a GHL workflow through the "Send WhatsApp via TimelinesAI" action are mirrored back as notes on the recipient's contact as well, so the full back-and-forth thread — inbound and outbound — stays on one contact record instead of being split across two systems.
Things to know
Only messages sent to the WhatsApp number connected to this sub-account are synced. If your TimelinesAI workspace has multiple numbers, confirm the right one is selected during setup. [CONFIRM: can a sub-account select which of several workspace numbers to sync, or is it tied to the number chosen at connect time?]
Phone numbers that aren't stored in a standard format on the contact record may not match correctly — see GoHighLevel Integration - Troubleshooting if messages aren't landing on the contact you expect.
Attachments: [CONFIRM whether inbound media/attachments sync into the note or only text — not stated in the current listing copy, verify before publishing.]