WhatsApp Campaign Templates
Create the message, get it approved by Meta, then use it in campaigns
Path: Communication > Mass sending > Templates
A template is the message a campaign sends. It lives on your WhatsApp account on Meta's side, and Meta must approve it before any campaign or sequence can use it. Only approved templates can be sent.
This page is part of WhatsApp Campaigns.
How to create a template
- Open Mass sending and go to the Templates tab.
- If you have more than one WhatsApp number, choose the number in Send from. A template belongs to one number.
- Press New template and fill in the form:
| Field | Rules |
|---|---|
| Template name | Lowercase letters, numbers and underscores only. It cannot be changed after the template is created. |
| Language | English, Spanish or Portuguese (Brazil). |
| Category | Marketing (promotions, offers, informative updates) or Utility (transaction receipts, account updates). |
| Header (optional) | Plain text, up to 60 characters. |
| Body message | The message itself, up to 1,024 characters. Required. |
| Footer (optional) | Plain text, up to 60 characters. |
- Press Save and submit to Meta to send it for review now, or Save as draft to finish it later.
The right side shows a Preview of how the message might look on WhatsApp.
Variables: details that change per customer
A variable is a placeholder such as {{1}} or {{2}} inside the Body message. When the campaign is sent, each one is replaced with a value for that customer, for example their name.
- Press Add variable to insert the next one.
- Variables must be numbered in order with no gaps:
{{1}},{{2}},{{3}}. - Variables are only allowed in the body, not in the header or footer.
- Every variable needs an example value (up to 60 characters) under Example values for Meta review. Meta reviews the template with those examples.
You do not decide here what fills each variable. You choose that when you create the campaign. See Create and send a campaign.
Template statuses
| Status | Meaning |
|---|---|
| Draft | Saved here only. Not sent to Meta yet. |
| Submitting | Being sent to Meta. If Meta did not answer, it stays like this until the next sync. |
| In review | Meta is reviewing it. |
| Approved | Ready to use in campaigns and sequences. |
| Rejected | Meta rejected it. The reason Meta gave is shown on the template. |
| Refused by Meta | Meta did not accept the template as written. Its message is shown on the template. |
| Paused by Meta | Meta paused an approved template. Campaigns using it are paused. |
| Disabled by Meta | Meta disabled the template. Campaigns using it are paused. |
Approvals arrive on their own: refresh the Templates tab to see the new status. You do not need to do anything in Meta.
A template in Draft, Rejected or Refused by Meta shows a Submit for review button to send it to Meta again. If it was rejected, press Edit first and fix what Meta pointed out.
How to edit a template
Press Edit on the template. You can change the header, body, footer and example values. The name cannot change, and language and category can only be changed while the template is still a draft.
Editing an Approved template sends it back to Meta for review:
- It cannot be used until Meta approves it again.
- Campaigns that are using it are paused until it is approved again. The edit screen tells you how many campaigns that affects before you save.
- After you save, submit it for review, wait for Approved, then open each paused campaign and press Resume.
How to delete a template
Press Delete, then Confirm delete.
You cannot delete a template while a campaign or sequence that is not finished is using it. The button is disabled and the template shows Cannot delete while in use by a campaign. It can be deleted again once those campaigns are completed or stopped.
Each template also shows Not used yet or Used by N campaigns, counting every campaign that ever chose it.
Templates you created in WhatsApp Manager
If you already made templates in Meta's WhatsApp Manager, press Sync from WhatsApp. ReadyChatAI brings in every template on that number's WhatsApp account and tells you how many it synced.
Some imported templates show Can't be used in campaigns, with the reason:
- it uses named variables;
- its header has media or a variable;
- it has a dynamic button;
- it has a button type campaigns don't support;
- it has a part campaigns don't support.
Campaigns can only fill numbered variables in the body. Create a new template here, or choose another one.
Which templates can I pick in a campaign?
The Template list in a campaign only shows templates that are:
- Approved,
- usable in campaigns (not marked Can't be used in campaigns), and
- on the WhatsApp number the campaign sends from.
A sequence is stricter: it only accepts approved Marketing templates.
If the list is empty you see No approved templates yet. Create one in Templates and wait for Meta to approve it.
FAQ
Why can't I choose my template in the campaign? It is not approved yet, it belongs to another of your WhatsApp numbers, or it is marked Can't be used in campaigns. For a sequence, it must also be a Marketing template.
Meta rejected my template. What now? Read the reason shown on the template, press Edit, correct it and submit it again.
Can I add an image, a video or a button? Not from this editor. Templates created here are text: optional header, body and optional footer.
Can I change the name of a template? No. Create a new template with the new name.
The Sync, New template and Submit buttons are disabled. You have no WhatsApp number connected. Connect it in Channels. You can still view the templates you already have.
My template changed in WhatsApp Manager and my campaign paused. If the number of variables changed, the campaign pauses with The template's variables changed in WhatsApp Manager. Open the campaign, press Update variables, choose what fills each one, save, then press Resume.