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There are three different deletions people ask about: deleting the whole workspace, removing a teammate, and erasing one customer. Each is handled in a different place and has different consequences. This guide covers all three, and what happens to your WhatsApp number, your subscription and your data afterwards.
Before you start
- Export anything you want to keep first: see export your data.
- Only the Owner can delete the workspace. If someone else should run it instead, use Transfer Ownership.
Delete the workspace
- Go to Settings and scroll to the Danger Zone.
- Under Delete workspace, click Delete and read what happens straight away and what happens later.
- Type the workspace name to confirm. You can add a line on why you are leaving; it goes to the people who build the product.
- The workspace closes at once: everyone is signed out, messages stop being sent and received, and API keys, the chat widget and forms stop working. Any subscription will not renew.
- The Owner receives an email with a restore link that works for 14 days.
What happens, and when
| When | What happens |
|---|---|
| Straight away | The workspace is closed for everyone. VGraple CRM stops receiving its WhatsApp messages from Meta. Renewals stop. |
| During the next 14 days | The Owner can restore the workspace from the emailed link. Nothing is lost. A reminder is emailed 3 days before the window ends. |
| After the 14 days | Every contact, conversation, message, file, template and flow is permanently deleted, within 30 days of your request, along with the login of anyone who has no other workspace. We email the Owner when it is done. |
| Backups | Encrypted backup copies expire on their own within 30 days. |
| Your WhatsApp number and WABA | Never touched. They stay in your Meta Business Portfolio, ready for another tool. |
| Templates | Remain in Meta's WhatsApp Manager under your WABA. |
Restore a workspace
Open the restore link in the email sent to the Owner and confirm. Your team can sign in again, your WhatsApp numbers start sending and receiving again, and a subscription that was set not to renew stays that way until you renew it in Billing. If you have lost the email, sign in as the Owner: we send a fresh link.
Before you press the button
Export contacts, leads and broadcast reports, copy template texts you want to reuse, note the Phone Number ID and WABA ID from the channel page for your next provider, and tell the team the date. If another business or person should take over the account instead, use Transfer Ownership rather than deleting.
If you are migrating to another provider
The order that avoids downtime: export contacts and leads, submit the templates you need on the new provider's side (they belong to the WABA, so they are already there if the new provider connects to the same WABA), connect the number through the new provider (Meta moves the webhook to whichever app subscribed last), verify messages arrive there, and only then delete the VGraple CRM workspace. Coexistence numbers keep working on the phone throughout. Keep the exports until the new system has been running for a month.
Transfer instead of delete
If someone else should run the account, use Transfer Ownership in the same Danger Zone: pick an Admin or another member as the new Owner. The old Owner becomes an Admin. This is the right move when a founder leaves or an agency hands the account to the client.
Remove a teammate
- Go to Settings, then Team.
- Deactivate the member. Their sessions end, their seat is freed, their open conversations return to the team queue, and their actions stay in the audit log.
Erase one customer
- Open the contact and choose Delete. The contact and their conversations are removed from your workspace. The phone number is not blocked: if they message again, a fresh record is created. Use Block as well if you want no further messages.
- For a permanent erasure, for example when the person asks under GDPR or India's DPDP Act, write to us in the Support inbox with the contact's phone number. We verify the request and erase that person's data, their messages and stored files included, within 30 days.
People who reach your business through Facebook or Instagram can also remove VGraple CRM in their Facebook settings. Meta then tells us, and the data received through that connection is deleted within 30 days.
Settings and options
| Action | Who | Reversible | Where |
|---|---|---|---|
| Delete workspace | Owner | Yes, for 14 days, from the emailed link | Settings, Danger Zone |
| Transfer Ownership | Owner | By the new Owner | Settings, Danger Zone |
| Deactivate member | Owner, Admin | Yes (reactivate) | Settings, Team |
| Delete contact | Roles with contacts delete | No | Contact record |
| Permanent erasure of one person's data | Owner, by request | No | Support inbox |
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| The Delete button does not appear | You are not the Owner | Ask the Owner, or have ownership transferred to you |
| The restore link says it is no longer valid | A newer link was sent (the reminder and each sign-in attempt send a fresh one), or the 14 days have passed | Use the newest email, or sign in as the Owner to get a fresh link. After the 14 days, reply to the deletion email (it reaches [email protected]) before the data is erased and we can still restore it |
| WhatsApp number still shows connected in Meta | Access was not revoked on Meta's side | Remove VGraple CRM under your Business Portfolio's integrations |
Support hours are Monday to Friday, 10 AM to 7 PM IST.
One more distinction worth keeping in mind: deleting your VGraple CRM workspace and deleting your WhatsApp Business Account at Meta are unrelated actions. Deleting the workspace leaves the number, the WABA, the templates and the quality history in your Business Portfolio, ready for another tool; deleting the WABA at Meta destroys those and is never required to leave VGraple CRM. Do the CRM side here and leave the Meta side alone unless you are retiring the number entirely.