Messaging Integration Security Checklist (WhatsApp/Teams)

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13 critical items still open - these are the highest-risk gaps.

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Credentials and access

API tokens and signing secrets are stored in a secrets manager, not in source code or chatCRITICALTokens use the least scopes needed, for example chat:write onlyCRITICALSeparate apps or numbers exist for test and productionNamed owners exist for each app, WhatsApp Business Account and bot registrationToken rotation is scheduled and tested, and former staff access is removedAdmin access to Meta Business, Slack and Entra consoles requires MFACRITICAL

Inbound webhooks and callbacks

Every inbound request signature is verified (X-Hub-Signature-256, X-Slack-Signature or equivalent)CRITICALTimestamps are checked to block replayed requestsCRITICALWebhook endpoints use HTTPS with a valid certificate onlyHandlers respond fast and process work asynchronouslyDuplicate deliveries are handled idempotently using message or event IDsCRITICALPayload size and rate limits protect the endpointVerify token for the subscription handshake is random and kept secret

Identity and authorization

Chat users are mapped to ERP users through a verified identity, not a typed nameCRITICALThe ERP role is checked on every action, regardless of what the chat user is shownCRITICALApprovals above a defined value require sign-in to the ERP or a second factorCustomer WhatsApp numbers are verified before returning account-specific dataCRITICALBots are read-only by default and write actions need explicit confirmationGroup and channel membership is reviewed for sensitive notifications

Data handling and privacy

Messages avoid personal data, bank details, passwords and confidential pricingCRITICALConsent to message each contact is recorded and checked before sendingCRITICALOpt-out requests are honored across all connected systemsRetention periods are defined for chat logs, transcripts and mediaCross-border data flows are documented against local data protection lawAI or chatbot answers use only approved data sources and cite themAttachments are scanned and limited by type and size

Monitoring, logging and response

Every send, click and decision is logged with user, time and document referenceCRITICALLogs avoid message secrets and are protected from tamperingAlerts exist for failed sends, signature failures and unusual volumeQuality rating, block rate and rate limit headroom are monitoredA runbook covers token leak, number ban and webhook outageCRITICALA kill switch can pause all outbound messages quicklyThe integration is included in the periodic access review and penetration test scope

Any unchecked critical item should be fixed before go-live. Treat the rest as a prioritized backlog. This checklist is a general aid and not a certification.

Independent review of your chat integration

Optional: we can review your architecture against this checklist and return a short findings list.

Optional. The tool and every export work without this. No spam.

How to use the checklist

Run it as a design review before build and again before go-live. Assign each group to the person who can answer it: platform admin for credentials, developer for webhooks, ERP owner for authorization, privacy lead for data, operations for monitoring. Tick items only where you have seen the evidence, such as a configuration screen or a test result. Items you cannot tick become your remediation list, and the critical ones block release.

Why these controls matter

A leaked token lets an attacker send messages as your company. An unverified webhook lets anyone fake an approval click. A chat name mapped to an ERP user without verification turns a message into a privilege escalation. Personal data in a template leaves your control the moment it is delivered. Most of these failures come from convenience shortcuts during a proof of concept that quietly become production.

Verify signatures on every inbound call
Check ERP roles at the ERP, not in the chat
Keep sensitive values out of message text
Log decisions for audit

Common mistakes

Teams often share one token across test and production, forget to expire the verify token after setup, skip replay protection, log full message bodies including personal data, and have no plan for a banned number or a suspended app. Another gap is leaving a prototype bot running with broad scopes after the project ends. Put the integration in your asset inventory and review it at least yearly.

Frequently Asked Questions

Is this checklist enough for compliance?

No. It is a practical technical aid. Formal compliance with standards such as ISO 27001 or data protection law needs your own risk assessment and, where relevant, legal advice.

Which controls matter most?

Secret management, inbound signature verification, verified identity mapping and ERP-side authorization. These four prevent the most serious abuses, so fix them first.

Do these apply to Microsoft Teams bots too?

Yes. Teams bots need token validation of incoming activities, Entra ID based identity mapping and the same data handling and logging controls.

How often should I repeat the review?

At each major change and at least yearly. Also review after any security incident, platform policy change or change of solution provider.

Netray designs private, read-only-by-default integrations between ERP systems and chat platforms, and can review an existing design against this list.

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