# How to Prevent Personal Messages from Appearing in Your CRM

When using your personal phone number or warm personal account with WhatSnap for SMS, you may want to keep certain personal conversations private and prevent them from syncing to your GoHighLevel CRM.

{% hint style="success" %}
**Privacy Solution**: Use the **`whatsnap-blacklist`** tag to exclude specific contacts from GoHighLevel sync. Messages with these contacts will only appear on your device, not in your CRM.
{% endhint %}

## Why Use Personal Accounts for Business?

### Benefits of Using Warm Personal Accounts

**Higher Initial Volume:**

* ✅ Personal accounts already have sending history/reputation
* ✅ Can start with higher message volumes immediately
* ✅ No need for extensive warm-up period
* ✅ Carriers recognize established patterns

**Better Deliverability:**

* ✅ Aged accounts have trust with carriers
* ✅ Lower risk of being flagged as spam
* ✅ Existing contact relationships appear natural
* ✅ Message content looks more authentic

**Faster Campaign Launch:**

* ✅ Skip the 2-week warm-up process
* ✅ Start database reactivation campaigns sooner
* ✅ Maintain existing contact trust
* ✅ Leverage established phone number reputation

### The Privacy Challenge

**Problem**: When using personal accounts for business:

* ❌ All messages sync to GoHighLevel by default
* ❌ Personal conversations with friends/family appear in CRM
* ❌ Private messages become visible to team members
* ❌ Clutters your CRM with non-business contacts
* ❌ Privacy concerns for personal contacts

**Solution**: The `whatsnap-blacklist` tag solves this!

***

## How the Blacklist Tag Works

### What is `whatsnap-blacklist`?

**`whatsnap-blacklist`** is a special tag in GoHighLevel that tells WhatSnap to exclude specific contacts from CRM synchronization.

**When you add this tag to a contact:**

* 🚫 Messages FROM that contact will NOT sync to GoHighLevel
* 🚫 Messages TO that contact will NOT sync to GoHighLevel
* ✅ Conversations remain only on your device (native Messages app)
* ✅ Contact won't be auto-created in GHL
* ✅ Works across ALL WhatSnap channels (SMS, WhatsApp, iMessage)

### Universal Channel Support

{% hint style="info" %}
**Multi-Channel Privacy**: The `whatsnap-blacklist` tag works across all WhatSnap messaging channels, not just SMS. It protects your privacy on WhatsApp and iMessage too.
{% endhint %}

**Blacklist applies to:**

* ✅ **SMS** (Android SMS via WhatSnap)
* ✅ **iMessage** (iPhone/Mac messaging)
* ✅ **WhatsApp** (personal WhatsApp accounts)

**One tag, complete privacy across all platforms.**

***

## Setting Up Message Blacklist

### Step 1: Identify Personal Contacts

**Who should be blacklisted?**

**Definitely blacklist:**

* 👨‍👩‍👧‍👦 Family members
* 👫 Friends and personal relationships
* 🏥 Doctor, dentist, personal service providers
* 🏦 Personal banking and financial contacts
* 🔐 Any contact you want to keep private

**Don't blacklist:**

* 💼 Business contacts and leads
* 🛍️ Customers and clients
* 🤝 Business partners and vendors
* 📊 Anyone relevant to your CRM tracking

***

### Step 2: Add Blacklist Tag in GoHighLevel

You have two options for applying the blacklist tag:

#### Option A: Add to Existing Contact

**If contact already exists in GoHighLevel:**

{% stepper %}
{% step %}

#### Open the Contact

1. Log in to **GoHighLevel**
2. Navigate to **Contacts**
3. Search for the contact you want to blacklist
4. Click to open their contact record
   {% endstep %}

{% step %}

#### Add the Tag

1. In the contact record, find the **Tags** section
2. Click **"Add Tag"** or the tag field
3. Type: **`whatsnap-blacklist`** (exact spelling, all lowercase)
4. Press Enter or click to add the tag
5. **Save** the contact

{% hint style="warning" %}
**Spelling Matters**: The tag must be exactly **`whatsnap-blacklist`** (with the hyphen, all lowercase). Other variations won't work.
{% endhint %}
{% endstep %}

{% step %}

#### Verify Tag is Applied

1. Refresh the contact page
2. Verify **`whatsnap-blacklist`** appears in the tags list
3. Tag should have a distinct color (depends on your GHL tag settings)
   {% endstep %}
   {% endstepper %}

#### Option B: Pre-Create Contact with Blacklist Tag

**If contact doesn't exist in GHL yet:**

{% stepper %}
{% step %}

#### Create New Contact

1. In **GoHighLevel**, go to **Contacts**
2. Click **"Add Contact"** or **"Create Contact"**
3. Enter contact information:
   * First name
   * Last name
   * Phone number
   * Email (optional)
     {% endstep %}

{% step %}

#### Add Blacklist Tag Immediately

1. Before saving, scroll to **Tags** section
2. Add tag: **`whatsnap-blacklist`**
3. Click **"Save Contact"**
   {% endstep %}

{% step %}

#### Result

* Contact exists in GHL (for your reference)
* But messages with this contact won't sync
* Useful for keeping a directory of personal contacts without syncing conversations
  {% endstep %}
  {% endstepper %}

***

### Step 3: Test the Blacklist

Verify the blacklist tag is working correctly:

{% stepper %}
{% step %}

#### Send Test Message

1. On your phone (native Messages app), send a text to a blacklisted contact
2. Wait for them to reply
   {% endstep %}

{% step %}

#### Check GoHighLevel

1. Log in to **GoHighLevel**
2. Navigate to **Conversations**
3. Search for messages with that contact

**Expected result:**

* ❌ Message should NOT appear in GHL conversations
* ❌ Contact's conversation thread should NOT sync
  {% endstep %}

{% step %}

#### Check Your Device

1. Open native **Messages app** on your Android device
2. Find conversation with blacklisted contact

**Expected result:**

* ✅ Messages appear normally on your device
* ✅ Full conversation history visible
* ✅ You can reply normally from Messages app

{% hint style="success" %}
**Working Correctly**: Messages stay on your device only, completely private from your CRM.
{% endhint %}
{% endstep %}
{% endstepper %}

***

## Managing Blacklisted Contacts

### Bulk Blacklisting Multiple Contacts

**If you have many personal contacts to blacklist:**

{% stepper %}
{% step %}

#### Create a List or Segment

1. In **GoHighLevel**, create a **Smart List** or **Tag**
2. Add all personal contacts to this list
3. Name it something like "Personal - Do Not Sync"
   {% endstep %}

{% step %}

#### Bulk Apply Tag

1. Select all contacts in your personal list
2. Use **Bulk Actions** → **Add Tag**
3. Add **`whatsnap-blacklist`** to all selected contacts
4. Confirm bulk action
   {% endstep %}

{% step %}

#### Verify

Check a few random contacts to ensure tag was applied correctly.
{% endstep %}
{% endstepper %}

***

### Removing Blacklist (Re-Enable Sync)

**If you want a contact to start syncing again:**

{% stepper %}
{% step %}

#### Open Contact in GHL

1. Navigate to the contact's record
2. Find the **Tags** section
   {% endstep %}

{% step %}

#### Remove Blacklist Tag

1. Click the **X** or remove icon next to **`whatsnap-blacklist`** tag
2. **Save** the contact
   {% endstep %}

{% step %}

#### Future Messages Sync

* ✅ New messages (going forward) will sync to GHL
* ❌ Old messages (before removal) won't retroactively sync
* Only future conversations appear in CRM
  {% endstep %}
  {% endstepper %}

***

## Best Practices

### Recommended Setup for Personal + Business Use

**If using personal device for both:**

**1. Blacklist Personal Contacts Proactively**

* Add **`whatsnap-blacklist`** tag BEFORE any messaging
* Prevents accidental sync of personal messages
* Easier to blacklist upfront than clean up later

**2. Create Contact Categories**

* **Personal** tag + **`whatsnap-blacklist`** tag
* **Business** tag (no blacklist)
* **VIP** tag for important business contacts
* Makes filtering and management easier

**3. Review Regularly**

* Monthly review of blacklisted contacts
* Add new personal contacts as needed
* Remove business contacts accidentally blacklisted

**4. Team Training**

* If team has GHL access, train them on blacklist tag
* Explain it's for privacy, not to be removed
* Consider restricting tag removal permissions

***

### Alternative: Use Dedicated Business Device

{% hint style="info" %}
**Cleanest Separation**: While the blacklist tag works great, the absolute best practice is using a dedicated business phone/SIM for WhatSnap to completely separate personal and business communications.
{% endhint %}

**Benefits of dedicated device:**

* ✅ Zero risk of personal messages leaking to CRM
* ✅ No need to manage blacklist tags
* ✅ Cleaner business metrics and reporting
* ✅ Easier carrier fair use compliance
* ✅ Professional setup

**Cost:**

* Low-cost Android device: $80-150 (one-time)
* Business SIM plan: $10-30/month
* See: [Device Specifications](https://whatsnap.gitbook.io/whatsnap-docs/account-management/sms/sms-specifications)

**When to use blacklist vs. dedicated device:**

| Scenario                        | Recommendation                       |
| ------------------------------- | ------------------------------------ |
| Just starting, testing WhatSnap | Use blacklist tag on personal device |
| Small business, low volume      | Blacklist tag acceptable             |
| Growing business, 50+ msgs/day  | Consider dedicated device            |
| Agency serving clients          | Definitely use dedicated devices     |
| High-volume DBR campaigns       | Must use dedicated devices           |

***

## Troubleshooting Blacklist Issues

### Personal Messages Still Appearing in GHL

**Problem**: Tagged contact's messages still sync to GoHighLevel.

**Solutions:**

<details>

<summary><strong>1. Verify Tag Spelling</strong></summary>

**Check:**

* Tag must be exactly: **`whatsnap-blacklist`**
* All lowercase
* Hyphen (not underscore or space)
* No extra characters or spaces

**Common mistakes:**

* ❌ `whatsnap_blacklist` (underscore instead of hyphen)
* ❌ `whatsnap blacklist` (space instead of hyphen)
* ❌ `Whatsnap-Blacklist` (capitalized)
* ❌ `blacklist` (missing "whatsnap-" prefix)

**Fix:**

1. Remove incorrect tag
2. Add correct tag: **`whatsnap-blacklist`**
3. Save and test again

</details>

<details>

<summary><strong>2. Tag Applied After Messages</strong></summary>

**Issue**: Messages sent/received BEFORE tag was applied will already be in GHL.

**Understanding:**

* Blacklist is not retroactive
* Only prevents NEW messages from syncing
* Old messages remain in GHL

**Fix:**

* Manually delete old messages from GHL (if desired)
* Going forward, messages won't sync

</details>

<details>

<summary><strong>3. Contact Has Multiple Phone Numbers</strong></summary>

**Issue**: Contact has several phone numbers, tag only on one.

**Fix:**

1. Check if contact has multiple phone number entries
2. Consolidate into one contact record
3. Or add **`whatsnap-blacklist`** tag to all records for same person

</details>

<details>

<summary><strong>4. Cached Data</strong></summary>

**Issue**: Messages briefly appear then disappear.

**This is normal:**

* WhatSnap may initially sync message
* Then check for blacklist tag
* Remove message from GHL within seconds

**If persists:**

* Wait 5-10 minutes
* Refresh GHL page
* Check tag is correctly applied

</details>

***

### Blacklist Not Working for WhatsApp/iMessage

**Problem**: Tag works for SMS but not other channels.

**Solutions:**

1. **Verify tag on contact**: Same tag works for all channels, ensure it's applied
2. **Check channel configuration**: Each WhatSnap channel (SMS, WhatsApp, iMessage) should respect blacklist
3. **Contact support**: If blacklist works for one channel but not another, contact <support@whatsnap.ai>

***

## Privacy and Security Considerations

### What WhatSnap Can and Cannot See

**WhatSnap processes:**

* ✅ Syncs messages to GoHighLevel (unless blacklisted)
* ✅ Routes messages between device and GHL
* ✅ Reads tags to determine blacklist status

**WhatSnap does NOT:**

* ❌ Store message content beyond delivery
* ❌ Read or access blacklisted messages
* ❌ Share data with third parties
* ❌ Use message content for any purpose other than delivery

### Team Member Access

**Who can see GHL messages:**

* Any team member with GoHighLevel access to that sub-account
* Users with Conversations permissions
* Account administrators

**Protecting privacy:**

* Use **`whatsnap-blacklist`** tag to exclude personal messages
* Or use dedicated business device (best practice)
* Review team member permissions regularly
* Consider separate GHL sub-account for personal device testing

***

## Summary Checklist

**To prevent personal messages from appearing in CRM:**

* [ ] Identify which contacts are personal (family, friends, etc.)
* [ ] Add **`whatsnap-blacklist`** tag to those contacts in GoHighLevel
* [ ] Verify tag spelling is exactly correct
* [ ] Test with a sample personal contact
* [ ] Confirm messages stay on device only
* [ ] Set up regular review process for blacklist
* [ ] Consider upgrading to dedicated business device for complete separation

{% hint style="success" %}
**Privacy Protected**: With the blacklist tag properly configured, your personal conversations remain completely private while still using your personal account for business messaging.
{% endhint %}

***

## Related Resources

* [SMS Main Guide](https://whatsnap.gitbook.io/whatsnap-docs/account-management/sms) - Complete SMS overview
* [Multiple SMS Accounts](https://whatsnap.gitbook.io/whatsnap-docs/account-management/sms/multiple-sms-accounts) - Using dedicated devices
* [Device Specifications](https://whatsnap.gitbook.io/whatsnap-docs/account-management/sms/sms-specifications) - Recommended business devices
* [FAQ Main Page](https://whatsnap.gitbook.io/whatsnap-docs/faq/sms) - Other common questions

***

**Questions about blacklist tag or privacy?** Contact <support@whatsnap.ai> for assistance.
