Summary
Setting up Your Device for WhatsApp Archiving
Prerequisites
Access to MirrorWeb Insight and relevant permissions for this workflow.
Step-by-Step Instructions
Your organisation uses MirrorWeb to ensure your WhatsApp activity complies with regulatory requirements and company policies. This guide walks you through how to get set up; it takes less than 5 minutes.
Before You Begin
Before you start, make sure the following are in place:
WhatsApp is installed and set up on your phone. If you haven't done this yet, download it from the App Store or Google Play and complete setup first.
Your WhatsApp app is up to date. We recommend running the latest version available in your app store.
You have fewer than 4 devices already linked to WhatsApp. WhatsApp allows a limited number of linked devices per account. If you're at the limit, you'll need to remove one before proceeding. You can check this in WhatsApp under Linked Devices.
Your phone has an active internet connection. Both your phone and the device you're using to open the activation email need to be online during setup.
You have a working camera. You'll need it to scan a QR code during setup. If your camera isn't working, there's a pairing code option available as an alternative (see Step 2).
You have access to your work email. The activation link and OTP is sent there.
Step 1: Open Your Activation Email
You'll receive an email from MirrorWeb with the subject line Activate MirrorWeb WhatsApp Mobile Capture.
Open the email and tap or click the Register button. This will take you to the MirrorWeb onboarding site to complete your setup.
Note: If you haven't received this email, check your spam or junk folder. If it's not there, contact your IT admin or MirrorWeb support.
Step 2: Link Your Device
Once you're on the MirrorWeb onboarding site, you'll first be asked to verify your identity.
Verify your email
A 6-digit verification code will be sent to the same email address your activation email was sent to. Enter that code on the onboarding site when prompted to continue.
Note: If you don't receive the code within a few minutes, check your spam or junk folder. If it's still not there, go back to the activation email and tap Register again to restart the process.
Once verified, you'll be shown a QR code to scan with your phone.
To scan the QR code:
Open WhatsApp on your phone.
Tap the three dots (Android) or Settings (iPhone) in the top corner.
Tap Linked Devices.
Tap Link a Device.
Point your phone's camera at the QR code on the screen to scan it.
QR code expired? QR codes are only valid for 5 minutes. If yours has expired, refresh the page to generate a new one.
Can't scan the QR code? You can use a pairing code instead:
On the MirrorWeb onboarding site, select the option to use a pairing code.
Enter the code when prompted in WhatsApp under Linked Devices > Link a Device > Link with phone number instead.
Note: Pairing codes are valid for 3 minutes. If it expires before you enter it, request a new one.
Step 3: You're Connected
Once your device is successfully linked, the MirrorWeb onboarding site will confirm that your connection is active. From this point, your WhatsApp messages will be automatically archived — there's nothing else you need to do!
Important: Do not remove the MirrorWeb Archive for WhatsApp Messages from your list of linked devices in WhatsApp. Doing so will disconnect archiving and your messages will no longer be captured.
Did you know? We have an interactive guide that walks you through the activation steps visually. Try it here.
Unlinking and Reconnecting
What is an unlink?
An unlink happens when your device loses its connection to MirrorWeb's archiving system. When this happens, your WhatsApp messages can't be captured until you reconnect. Any messages sent during that period won't be archived, but once you reconnect we'll backdate capture to the point your last message was captured, so there won't be any gaps in your history.
When we detect a disconnect, you and your admin will both receive an email notification. Your connection will show as disconnected in your company's archive portal.
See our MirrorWeb Mobile Capture: Device Unlinking Management article for more information on this.
Why disconnections can happen
Most disconnections are caused by one of the following:
Your primary phone has been offline for an extended period. WhatsApp linked devices need occasional check-ins with your primary phone. If your phone has been unreachable (no data, powered off, or the app has been closed) for around 14 days, the connection will drop. If you're on iOS, there's a simple workaround using the Shortcuts app that keeps the connection alive automatically, see Keeping Your Connection Active (iOS) below.
Session key rotation. WhatsApp regularly updates its security codes across linked devices. If that sync fails due to a poor connection or the app being closed at the wrong moment, the link can break.
Network instability. If your internet connection drops at the wrong moment during a security sync, it can disconnect the session entirely.
Background app restrictions. If your phone's battery optimisation settings are closing WhatsApp in the background, it can prevent the app from maintaining its connection. See the tips below on how to reduce this.
How to reduce disconnections
You can't eliminate disconnections entirely, but these steps will help keep things stable:
Keep WhatsApp running in the background and avoid force-closing it.
Keep your phone connected to power overnight where possible.
Use a reliable Wi-Fi or data connection.
Disable battery optimisation for WhatsApp on your device.
Disable battery optimisation on iPhone:
Open Settings and scroll down to WhatsApp.
Make sure Background App Refresh is turned on.
Go back to Settings > General > Background App Refresh and ensure the main toggle is on and WhatsApp is enabled.
Avoid using Low Power Mode where possible, as it restricts background processes.
Disable battery optimisation on Android:
Open Settings and search for Battery or Battery optimization.
Tap the filter and select All apps, then find WhatsApp.
Select Don't optimize and save.
Note: The exact wording varies by manufacturer, but the steps are similar across most Android devices.
Keeping Your WhatsApp Connection Active (iOS)
This section is specific to iPhone users running iOS 16 or later.
If your phone is inactive for around 14 days, WhatsApp may drop its connection to MirrorWeb. The simplest way to prevent this is to set up an automated message using the iOS Shortcuts app. It sends a message on a schedule in the background, keeping your WhatsApp session active without you having to think about it. These steps have been tested and confirmed to work.
What you'll need:
An iPhone running iOS 16 or later
The Shortcuts app (pre-installed on iOS — if you don't have it, download it from the App Store)
WhatsApp installed and set up on your phone
Setup steps:
Open the Shortcuts app and tap the Automation tab at the bottom.
Tap New Automation or the + icon in the top right, then select Create Personal Automation.
Choose Time of Day as your trigger and set the following:
Pick a time (e.g. 9:00 AM)
Set the frequency to Weekly and choose your preferred day
Set it to Run Immediately
Tap Next, then tap New Action or Add Action.
Search for WhatsApp and select Send Message.
In the message setup:
Type a message in the Message field (e.g. "Keepalive message - ignore")
For Recipients, choose a specific contact. We'd suggest sending to a colleague rather than a group.
Tap Next, review the automation summary, and tap Done.
Your automation should now appear under Personal Automations and show:
Run Immediately
When: your chosen time and day
Do: Send Message via WhatsApp
On older iOS versions (below iOS 16): Your phone may show a notification that needs to be tapped before the automation runs. If you see this, tap it to allow the message to send. This behaviour varies by iOS version.
What to Do When a Disconnection Happens
When we detect a disconnection, you'll receive an email from MirrorWeb with a link to reconnect. The reconnection process is exactly the same as your initial setup:
Open the reconnection email from MirrorWeb and tap Reconnect.
Enter the 6-digit verification code sent to your email.
Scan the QR code (or use a pairing code) to relink your device.
Once the onboarding site confirms your connection is active, you're done.
If you want to check everything is working, send a test message after reconnecting and ask your admin to confirm it appears in the archive within a couple of hours.
Troubleshooting
I didn't receive the activation email.
Check your spam or junk folder. If it's not there, contact your IT admin or MirrorWeb support at support@mirrorweb.com.
The QR code won't scan.
Make sure there's enough light on the screen displaying the QR code and that your phone's camera is clean. You can also try the pairing code option instead.
I already have 4 linked devices.
You'll need to remove one before you can add MirrorWeb. In WhatsApp, go to Linked Devices, tap on a device, and select Log Out. Then restart the setup process.
The onboarding site says my connection failed.
Ensure your phone has an active internet connection and try again. If the issue persists, contact MirrorWeb support at support@mirrorweb.com.
My WhatsApp messages aren't appearing in the archive.
It can take a short time for messages to begin appearing after first connection. If after 24 hours messages still aren't showing, contact MirrorWeb support at support@mirrorweb.com.