Onboarding over WhatsApp · South Africa
You send one WhatsApp. They answer.
You get a summary.
New members, new clients, new patients, new staff: whoever your organisation signs up, Entriva asks your questions one at a time in the app they already use. Your team gets a clean record and a short summary. No app to download, no paper form, nobody retyping.
Example WhatsApp chat Entriva sends for Northside Fitness. Entriva: Hi Lerato, Northside Fitness has asked you to answer a few onboarding questions. Reply: Start Entriva: What is your full name as it appears on your ID? Reply: Lerato Nkosi Entriva: Which class times suit you best? Reply with a number: 1️⃣ Weekday mornings 2️⃣ Weekday evenings 3️⃣ Weekends Reply: 1 What Northside Fitness sees: Lerato Nkosi is joining Northside Fitness and prefers weekday morning classes.
Examples with made-up people. Each organisation asks its own questions.
Why organisations switch
Entriva moves the whole form into a WhatsApp chat before the person arrives, and hands your team a clean record.
How it works
Type a name and a cellphone number. Entriva sends the first WhatsApp in your organisation's name.
One question at a time, in a normal chat. Every answer is read back before it is sent, and any one can be fixed.
A clean record and a short summary on your screen, before they arrive.
For the person joining, and for your team
Everyone already has WhatsApp. Anyone who does not gets the same questions on a web page, sent by email.
Pick a ready-made set for your industry, then reword, reorder, remove or add. Text, yes or no, numbers, a list, or a photo or document. A question can show only when it applies.
Nobody answers anything before agreeing to the privacy notice, and each record shows which version they agreed to.
AI writes a few plain sentences about each person, and you choose what it should bring out. It never decides anything; your people do.
Upload an Excel or CSV list and send to everyone at once. See who has it, who is answering and who is done. If a WhatsApp does not arrive you see why and send it again, and anyone who stops halfway gets one reminder.
Someone you have onboarded before confirms what you already have on file and answers only what is new.
Invite colleagues with their own logins, and every action shows who did it. Your logo and colours on your dashboard.
Download everyone's answers to Excel, save any record as a PDF, or have each finished onboarding sent straight into your CRM or membership system. Not for health records.
Send it when someone books, applies, enrols or is hired. Their answers are waiting before the first day, not written on a clipboard in the lobby.
Templates
At sign-up you choose a ready-made template. It becomes your own set of questions, to reword, reorder or add to. The chat, the privacy notice, the encryption and the summary stay the same underneath.
Dental practices: patients complete their intake before the appointment.
Clubs and gyms: new members join without a paper form.
Schools, colleges and training providers.
IT companies taking on clients, people and suppliers.
Any other organisation: tenants, customers, products, new staff.
Private by design
POPIA-aligned from the database up: the privacy rules are wired through the product, not added as a badge.
Every person agrees to a privacy notice before the first question. Notices are versioned, and each one names every party that can see the answers, including the services we use.
Personal details are encrypted in transit and at rest, on managed Postgres and cloud infrastructure.
Health records are kept six years, in line with HPCSA Ethical Rule 5. Membership and other records are kept five years after the last onboarding. Nothing is removed early.
Every action on a record is written to a tamper-evident, append-only audit log. POPIA §17 (documentation of processing) and §19 (security safeguards) aligned.
People can ask to see or delete their information. We handle the request end to end on Solo; Practice and above get self-serve tools.
Data at rest is hosted in the EU (Ireland). WhatsApp messages and the AI summary are handled by providers in the US, under POPIA cross-border safeguards. Every provider and its country is set out in the privacy notice.
Full privacy notice and request procedure: Privacy Notice · privacy@praxiva.co.za
Pricing
Per location · Cancel anytime · 30-day free trial on all plans.
Onboarding over WhatsApp for a single location.
For one location getting started
Everything a busy front desk needs, built to POPIA.
For a busy front desk
Multi-location scale with premium support.
For several locations or high volume
Not happy in your first 30 days of paying? We'll refund every cent — no questions asked.
How it works: a free 30-day trial with no card needed and nothing charged automatically. Choose a plan when you are ready; the first month is charged that day, and you have 30 days from then to ask for a full refund.
FAQ
Any organisation that signs people up and asks them the same questions each time: clubs and gyms, schools and colleges, firms taking on new clients, companies taking on new staff or suppliers, and dental practices taking on new patients. At sign-up you choose Medical, Sport, Education, IT or Something else and start from a ready-made template.
No. They answer inside WhatsApp, the app they already use every day. No download, no login, no password.
They get the same questions on a web page instead. You can send the link by email, and the WhatsApp chat offers it too.
Yes. The template you choose becomes your own questions: reword, reorder, remove or add, including photo or document questions, each shown only when it applies. You can also write the line sent before the first question, the line after the last one, and what the summary should bring out.
Entriva's own WhatsApp Business number, with your organisation's name in every message. There is nothing for you to set up with WhatsApp.
Yes. Download everyone's answers as an Excel file, or have Entriva send each finished onboarding to your CRM, membership or HR system through Zapier, Make, Power Automate or your own code. Sending on is not offered for health records.
No. The AI writes a short summary so your team can read each person at a glance. Checklists, such as the golf club's "For the club to check" list, are worked out by fixed rules, so they come out the same every time. Your people make every decision.
Careful answer: under POPIA your organisation is the responsible party and Entriva is your operator, so no software can make you compliant; it can only carry the obligations properly. Ours does: consent captured and versioned for every person, personal details encrypted in transit and at rest, every access written to an append-only audit log, and records kept as long as the law asks (six years for health records, in line with HPCSA Ethical Rule 5). Every service we use is named in the privacy notice, and a signed Operator Agreement sets out who is accountable for what.
Email support@entriva.co.za. Once you are signed in, the Entriva AI button on every screen answers questions about how Entriva works, any time. It never reads the people you onboard or their answers.
Usually one sitting, not a project. Add your organisation's details, write or check your questions, and send the first WhatsApp.
Full access to the Practice plan for 30 days. No credit card required. You only pay if you choose to continue after the trial.
Send one WhatsApp. They answer in the app they already use. You open Entriva to a clean record and a short summary.
Start free trial — no credit cardMonthly plans from R749, billed in rand.