Guide · Linked devices · For the shop that answers customers from a laptop at the counter

Answering customers from a computer: WhatsApp Desktop and WhatsApp Web for your business — what syncs, the 14-day rule, browsers and the "logged out" messages

Many shops answer customers from a computer: a laptop at the counter, a PC in the back office, the owner's Mac at home. It works well, until the laptop shows Your devices were logged out on a busy morning, or a customer's older messages aren't there. This guide puts WhatsApp's Help Center pages on WhatsApp Desktop, WhatsApp Web and linked devices in one place, in plain language.

Published 15 October 2026

What a linked computer gives you

WhatsApp's article About linked devices says your phone stays the main device on the account. You still need it to register the account and to link new devices, and you can link up to four devices to it at a time. How to link, the four-device limit and multi-agent for a team are covered in our guide A team on one WhatsApp Business app number. The same article lists what a linked computer adds:

Works without the phone: You can use WhatsApp on your computer even when your phone is off.
Faster typing: Multi-tasking and faster typing on a larger keyboard.
A bigger screen: View and share media and files on a bigger screen.
Group calls: The WhatsApp Mac or Windows app makes voice and video calls with up to 32 people.
Encryption: Each linked device connects to WhatsApp on its own, with the same end-to-end encryption as the phone.

Our reading

These articles describe WhatsApp in general, not only the WhatsApp Business app. We read them as applying to a business number too, but check each setting on your own phone and computer.

What a linked computer can't do

About linked devices lists three features that aren't supported on linked devices:

Live location: Viewing a live location.
Broadcast lists: Creating and viewing broadcast lists.
WhatsApp Flows: Interacting with businesses using WhatsApp Flows.

The same article says a computer (Windows, Mac or Web) can't be used as the primary device on an account.

Our reading

If you send offers through a broadcast list, plan to do that from the business phone. The computer is for replying, not for setting up the list.

The 14-day and 30-day rules

Two WhatsApp articles set the time limits:

14 days without the phone: About linked devices says linked devices work without your phone online, but log out if your phone is unused for over 14 days. About linking WhatsApp to a second phone says to log in to WhatsApp on your primary phone every 14 days to keep linked devices connected, and that companion phones are logged out after 14 days too.
30 days without the computer: About linked devices says WhatsApp automatically disconnects linked devices after 30 days of inactivity.

Our reading

A business phone left in a drawer while staff work only on the laptop will cut the laptop off after two weeks. Open WhatsApp on the phone at least once a week. A spare laptop nobody touches for a month will need linking again.

Which chats show up on the computer

WhatsApp's article About message history on linked devices says:

Right after linking: The phone sends an end-to-end encrypted copy of your most recent message history to the computer, where it's stored. It can take a few minutes to appear, depending on how many messages you have.
Not everything: Not all messages and chats are synced to linked devices. WhatsApp Desktop syncs more message history than WhatsApp Web. To see or search your full history, check your phone.
Deleting: When you delete a message for yourself or for everyone, the deletion syncs across all your devices that are online.

About linked devices also notes a known issue: some linked devices don't display up to one year of chat history. WhatsApp says it is working on a fix, and the history is still on the phone.

Our reading

When a regular customer says “as I told you last year”, search on the business phone, not the laptop. If staff rely on older chats, use the Desktop app rather than a browser.

The Desktop app or the browser

WhatsApp's article How to download WhatsApp Desktop says WhatsApp can be used on a computer without a browser, and to get WhatsApp for Windows from the Microsoft App Store. About WhatsApp for desktops adds the WhatsApp Download page as a second source, and says it needs Windows 10 64-bit version 1903 or newer. There is also a Mac app. For other systems, you use WhatsApp Web in a browser.

What the Desktop app adds: About WhatsApp for desktops lists notifications and messages even when the phone is offline, dragging and dropping files into a chat, screen sharing on a video call, joining a group call after it starts, and call history. The Windows version also lets you view and edit PDFs inside WhatsApp (powered by Adobe Acrobat).
Calls from a computer: The same article says calls need an internet connection, speakers or headphones, a microphone, a camera for video, and permission for WhatsApp to use them.
Browsers for WhatsApp Web: About supported browsers says WhatsApp Web works on Windows, Linux and macOS, with at least Chrome 100, Edge 100, Firefox 115, Safari 15 or Opera 86. A separate article says other browsers, such as Internet Explorer, aren't supported.

Our reading

For a shop computer that answers customers all day, the Desktop app is the better choice: it keeps more history and handles files (a quote, an invoice), and on Windows PDFs too, without a browser tab that someone may close.

Price lists, quotes and calls from the counter laptop

WhatsApp's article How to view and edit PDFs on WhatsApp, which has tabs for WhatsApp Web and Windows, says you can view and edit a PDF inside WhatsApp without downloading it. PDF preview and editing is powered by Adobe Acrobat.

Open it in the chat: Click the PDF in an individual or group chat and it opens in a full-screen preview. The toolbar zooms in or out, scrolls through the pages and jumps to a specific page. From the preview you can forward the PDF, download it or close it.
Mark it up: Click Edit PDF and pick a tool: Draw for hand-drawn notes, Highlight text, Underline text or Strikethrough text. When you click Done, a message box appears so you can send the edited PDF back into the conversation.
Bigger edits: Edit PDF > Edit in Acrobat opens Adobe Acrobat in your browser. The article says a Powered by Adobe Acrobat notice appears briefly the first time you open a PDF in the preview.
When Meta announced it: A Meta Newsroom post of 22 July 2026 said you could now open PDFs in WhatsApp without downloading them, and make light edits such as highlighting and annotating right in the chat. It said the feature is available on web and desktop, powered by Adobe Acrobat. The post doesn't mention phones.

Our reading

These are general WhatsApp pages; none is written for the WhatsApp Business app. Using them on a Business-app number from a linked computer is our reading, so try it on your own computer first. For a shop, it means a customer's PDF quote or your price list can be marked up on the laptop and sent straight back into the same chat, without saving it to the computer first.

Two more Meta Newsroom posts covered calls from a computer:

Calls from the browser: A post of 28 July 2026 said you could now make and receive audio and video calls, one-to-one and group, directly from WhatsApp Web, with no app download required. Web also got screen sharing, reactions and a Calls tab with your call history and favorites.
Moving a group call: The same post said an active group call can move from one device to another without hanging up, for example onto WhatsApp Web or Desktop. Meta said these features were rolling out gradually.
Call quality (all devices): The same post announced QuickHD, high-definition video in the first few seconds of a call, and noise suppression, which you can manage in your in-call settings. It did not tie either to the computer.
Guests without WhatsApp: A post of 14 October 2026 said anyone can now be invited to a WhatsApp call, even without a WhatsApp account: a guest opens the call link in a computer browser and can join one-to-one and group calls with up to 32 people once the host lets them in. Meta said on 14 October 2026 that calendar plugins for Google and Outlook calendars would follow later in 2026.

Our reading

If calling works on your Business-app number from the computer, the counter laptop could take a customer's video call and share its screen to show a product, and a customer without WhatsApp could join a call link from a computer browser. Try it on your own number first. How call links, approvals and guests work from the business number is in our guide Calling customers from the WhatsApp Business app. None of these pages says which countries calls work in, and this guide makes no claim either way.

Keeping strangers off the business number

Three WhatsApp articles cover who is logged in to your account:

Check regularly: About linked devices says to check your linked devices regularly, and to turn on push notifications on your phone. With them on, if you don't recognise a device you can tap the notification to review and remove it.
Log a device out: How to unlink a device says to open WhatsApp on the phone, go to Linked devices, tap the device and tap Log out. On the computer itself, it's Settings > Log out.
On a shared computer: How to check devices linked to your account says you can uncheck Stay logged in on this browser before scanning the QR code, so WhatsApp Web logs out when the tab or browser closes. If you think someone has access through WhatsApp Web, log out of all WhatsApp Web sessions from your phone.
No access log: The same article says WhatsApp can't provide information about who accessed your account, or the time and location it was accessed.
Only official apps: About linked devices says to link only on WhatsApp Web, WhatsApp for Windows and Mac, Android tablets, companion phones or AI glasses. Linking to an unofficial app or website, now or in the past, may result in a temporary or permanent account ban.

Our reading

When a staff member leaves, log their computer out from the business phone the same day. WhatsApp can't tell you afterwards who accessed the account, or when or where. The two-step password and Meta's linked-device warnings are in our guide Stopping someone taking over your WhatsApp business number; what unofficial tools risk is in Bulk WhatsApp sender tools and unofficial apps and WhatsApp Business number restricted or temporarily banned.

The messages, and what to do

Devices out of sync: WhatsApp's article on this warning says to correct your phone's clock: the date, time and time zone should match where you are. If the clock is right and the warning stays, check the internet connection and restart the phone. If the clock stays wrong, linked devices may be removed automatically after some time; you can link them again. WhatsApp recommends setting date and time to Automatic.
Your devices were logged out: WhatsApp's article says this happens after an unexpected problem syncing data from your phone. When WhatsApp can't verify that data is syncing properly between devices, it logs you out as an extra precaution.
Logout is pending: An article in the WhatsApp Business app's Troubleshooting section says logging out should be immediate, but a delay can leave a device listed under Linked Devices as Logout is pending. Check the internet connection and restart the phone. If the phone still can't log the device out, it automatically removes all remaining linked devices.

Our reading

Keep the business phone's date and time on Automatic and the phone online. Most of these messages trace back to the phone, not the computer. Start there: correct the clock, check the connection, restart the phone. Link the computer again only if it has already been logged out or removed.

Browser problems

A database error occurred on your browser: WhatsApp's article says WhatsApp Web stores your messages in the browser's own database, and a problem there may cause device linking issues. Try another browser, on the latest version of Chrome, Firefox, Microsoft Edge, Opera or Safari, clear the browser's cache and cookies, reset the browser to its default settings, or restart the computer. If it still happens, contact WhatsApp from the phone.
No notifications in Safari: WhatsApp's article says to click Turn on desktop notifications in the green banner above the chats list (refresh the page if it's missing). Or go to Safari > Settings > Websites > Notifications and change web.whatsapp.com from Deny to Allow.

Our reading

A shop laptop that doesn't notify is how customers wait an hour for a reply. Test notifications on each computer after you link it.

Keyboard shortcuts for a busy inbox

WhatsApp's article About keyboard shortcuts lists shortcuts for WhatsApp Web, Windows and Mac. The ones that help most with customers are Mark as Unread, Mute, Archive Chat, Pin Chat, Search Chat and New Chat. The article gives the keys for each.

Our reading

Mark as Unread is a simple to-do list: a chat you can't answer yet stays marked unread until someone picks it up.

What this means for your shop

BitByteCore is a verified Meta Tech Provider (since 9 September 2026). This guide repeats WhatsApp's Help Center as we read it on 15 October 2026, and is not legal advice. Most of the articles describe WhatsApp in general, not only the WhatsApp Business app.

Our reading

A computer makes answering customers faster, but the phone stays in charge. Keep it charged, online and on automatic time, open it at least weekly, use the Desktop app where you can, and check Linked devices whenever staff change.

Questions

Can I answer customers on my computer when my phone is off?

Yes. WhatsApp's Help Center says linked devices work without your phone online, but they log out if the phone is unused for over 14 days.

Why can't I see older customer chats on WhatsApp Web?

WhatsApp says not all messages and chats sync to linked devices, and WhatsApp Desktop syncs more history than WhatsApp Web. To see or search your full history, use your phone.

Can I create a broadcast list from WhatsApp Web or Desktop?

No. WhatsApp's Help Center lists creating and viewing broadcast lists as not supported on linked devices.

Which browsers work with WhatsApp Web?

WhatsApp lists Chrome 100+, Edge 100+, Firefox 115+, Safari 15+ and Opera 86+, on Windows, Linux and macOS. Internet Explorer isn't supported.

Can I mark up a customer's PDF on WhatsApp Web without downloading it?

WhatsApp's Help Center says yes on WhatsApp Web and Windows: open the PDF, click Edit PDF, then Draw, Highlight text, Underline text or Strikethrough text, and click Done to send it back into the chat. It's powered by Adobe Acrobat.

Can I take a customer's video call on WhatsApp Web?

Meta said on 28 July 2026 that audio and video calls, one-to-one and group, could now be made and received directly from WhatsApp Web with no app download, rolling out gradually. That post is about WhatsApp in general; applying it to a Business-app number on a linked computer is our reading.

What does Devices out of sync mean?

WhatsApp says to correct your phone's date, time and time zone, ideally by setting them to Automatic. If the clock stays wrong, linked devices may be removed after some time.

Can WhatsApp tell me who used my account on a computer?

No. WhatsApp says it can't provide information about who accessed your account, or when or where. Check Linked devices on the phone and log out anything you don't recognise.

Who is BitByteCore?

BitByteCore is a verified Meta Tech Provider (since 9 September 2026). This guide repeats WhatsApp's Help Center, and is not legal advice.

Sources

WhatsApp Help Center: About linked devices, read 15 October 2026.
WhatsApp Help Center: About message history on linked devices, read 15 October 2026.
WhatsApp Help Center: About linking WhatsApp to a second phone, read 15 October 2026.
WhatsApp Help Center: About WhatsApp for desktops, read 15 October 2026.
WhatsApp Help Center: How to download WhatsApp Desktop, read 15 October 2026.
WhatsApp Help Center: About supported browsers, read 15 October 2026.
WhatsApp Help Center: How to check devices linked to your account and unlink a device you don't recognize, read 15 October 2026.
WhatsApp Help Center: How to unlink a device, read 15 October 2026.
WhatsApp Help Center: Seeing "Devices out of sync" message, read 15 October 2026.
WhatsApp Help Center: Seeing "Your devices were logged out", read 15 October 2026.
WhatsApp Help Center (WhatsApp Business app troubleshooting): Seeing "Logout is pending", read 15 October 2026.
WhatsApp Help Center: Seeing "A database error occurred on your browser", read 15 October 2026.
WhatsApp Help Center: Can't receive notifications on Safari, read 15 October 2026.
WhatsApp Help Center: About keyboard shortcuts, read 15 October 2026.
WhatsApp Help Center: How to view and edit PDFs on WhatsApp, read 15 October 2026.
Meta Newsroom: New WhatsApp Features Keep Up With the Way You Actually Live (22 July 2026), read 15 October 2026.
Meta Newsroom: Introducing WhatsApp Web Calling, Plus More New Features (28 July 2026), read 15 October 2026.
Meta Newsroom: Now You Can Invite Anyone to a WhatsApp Call (14 October 2026), read 15 October 2026.

This guide describes WhatsApp's pages as we read them, and is not legal advice. More plain-language notes like this one are on the guides page.

Want customer conversations in one place you own?

We set up a business's WhatsApp number on a system its team runs, so every customer conversation sits in one place the business owns. A short call is the easiest way to see how that would work for you.

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