WhatsApp Template Messages Explained

Overview

WhatsApp Template Messages are pre-approved message formats that businesses use to start conversations with customers through the official WhatsApp Business Platform. Before a template can be used in a campaign or through the API, it must be approved by WhatsApp.

In SPRL, template messages can be managed from the Templates section, where you can create, review, and track the status of your templates.

Good to Know:
Only approved templates can be used for WhatsApp campaigns or API messaging. Templates that are pending or rejected cannot be sent until they are approved.

What Are Template Messages?

Template Messages allow businesses to send structured messages to customers for various business purposes using the official WhatsApp Business Platform.

Common Use	Example
Marketing	Promotional offers and announcements.
Utility	Order updates, appointment reminders, or service notifications.
Authentication	Verification or one-time passcode (OTP) messages.

Create a Template

Navigate to Dashboard → WhatsApp → Templates.
Click Create Template.
Enter the required template details.
Add the message content.
Include variables if required.
Configure buttons or media if required.
Submit the template for approval.
Wait until the template status changes to Approved.

Template Status

Every template has a status that indicates whether it is ready for use.

Status	Description
Pending	The template has been submitted and is awaiting review.
Approved	The template is available for campaigns and API messaging.
Rejected	The template was not approved and cannot be used.

Using Variables

Variables allow you to personalise template messages with recipient-specific information.

Example Variable	Example Value
{{1}}	Customer Name
{{2}}	Order Number
{{3}}	Appointment Date

Variable values are supplied when the message is sent through a campaign or the REST API.

Dynamic URL Buttons

WhatsApp templates can include URL buttons with a dynamic value. This allows the destination URL to change for each recipient while keeping the same approved template.

For example, a template may contain:

https://example.com/order/{{1}}

When the message is sent, the dynamic value can be replaced with a recipient-specific value such as an order ID.

Template URL	Value	Final URL
https://example.com/order/{{1}}	ORD12345	https://example.com/order/ORD12345

When configuring a dynamic URL button, provide the dynamic portion of the URL when sending the message. The value is supplied along with the other template variables.

Tip:
Use dynamic URL buttons when each recipient needs to be directed to a recipient-specific page, such as an order tracking page, invoice, booking, or account page.

Dynamic Media

Templates can also use dynamic media headers for images, videos, and documents. Dynamic media allows you to send a different file when the template is used, while keeping the same approved WhatsApp template.

Media Type	Example Use
Image	Product images, promotional graphics, or personalised images.
Video	Product demonstrations, announcements, or promotional videos.
Document	Invoices, statements, reports, tickets, or other documents.

Static vs Dynamic Media

Media Mode	Description
Static Media	The template uses the media associated with the approved template.
Dynamic Media	A different media file can be provided when sending the message.

For example, a dynamic document template can be used to send a different invoice PDF to each recipient.

Example:
A monthly invoice template can use a dynamic document header. When sending the message, the appropriate invoice PDF can be uploaded for the message instead of using the sample document associated with the template.

Dynamic Media in Campaigns

When using a dynamic media template in a WhatsApp campaign, upload the media file while configuring the campaign. The uploaded media is used for the recipients in that campaign.

Good to Know:
A campaign supports one dynamic media file per campaign. If different media files are required for individual recipients, use the REST API single template message endpoint instead.

Dynamic Media in the REST API

Approved templates with dynamic media can also be used through the SPRL REST API. When sending a dynamic media template, provide the media file together with the template variables.

The media file must match the media type configured for the template. For example, an image template requires an image, while a document template requires a supported document file.

Template Header	Media to Provide
Image	Image file
Video	Video file
Document	Document file

Tip:
Dynamic media is useful for personalised invoices, reports, tickets, product images, and other files that change when messages are sent.

Using Templates in Campaigns

After a template has been approved, it becomes available when creating a WhatsApp campaign.

Create a new campaign.
Select the connected WhatsApp Business Account.
Choose an approved template.
Select recipients.
Provide values for any required variables.
Upload dynamic media if the selected template requires it.
Configure dynamic URL button values if required.
Review and send or schedule the campaign.

Managing Templates

Feature	Description
Template Management	Create and manage your WhatsApp templates.
Template Status Tracking	View the approval status of every template.
Dynamic URL Buttons	Use recipient-specific values in template URL buttons.
Dynamic Media	Send different images, videos, or documents when using a template.
Unlimited Templates	Available according to your subscription plan.

Best Practices

Use clear, professional language.
Keep messages concise and easy to understand.
Verify variable values before sending campaigns.
Use descriptive template names for easier management.
Wait for template approval before planning campaigns.
Test approved templates before sending large campaigns.
Use dynamic URL buttons when each recipient requires a unique destination.
Ensure dynamic media matches the media type configured in the template.
Use supported and appropriately sized media files.
For bulk campaigns, use one dynamic media file for the campaign.

Troubleshooting

My template cannot be selected in a campaign

Only templates with an Approved status are available for campaigns and API messaging.

My template is still pending

Templates remain unavailable until the review process is complete and the status changes to Approved.

My variables are not displaying correctly

Ensure that every required variable receives a value before sending the message through a campaign or API request.

My dynamic URL button is not working

Make sure the dynamic URL button was configured with a dynamic placeholder and that a value is provided when the message is sent. The dynamic button value should be supplied after the body variables.

My dynamic media message is not being sent

Make sure the selected template is configured for dynamic media and that the uploaded file matches the template's header type.

Can I use different media files for every recipient in a campaign?

No. A campaign supports one dynamic media file for the campaign. If you need a different media file for each recipient, use the REST API single template message endpoint.

Can I use the same template multiple times?

Yes. Once approved, a template can be reused in multiple campaigns and API requests.

Frequently Asked Questions

Do all templates require approval?

Yes. Templates must be approved before they can be used.

Can I personalise template messages?

Yes. Templates support variables that allow recipient-specific information to be inserted into the message.

Can template buttons contain dynamic values?

Yes. Dynamic URL buttons can use recipient-specific values when the message is sent.

Can templates use dynamic media?

Yes. Templates can use dynamic images, videos, and documents when configured for dynamic media.

Where can I manage my templates?

Navigate to Dashboard → WhatsApp → Templates.

Can I use templates with the REST API?

Yes. Approved templates can be used in both WhatsApp campaigns and REST API requests.

Can I send dynamic media through the REST API?

Yes. When using a dynamic media template, upload the required media file with the API request. The file must match the template's configured media type.

Learn More:
Continue with Managing WhatsApp Contacts to learn how to organise contacts, create groups, import recipients, and prepare contact lists for your campaigns.

Tip: Use descriptive template names and keep your variable placeholders organised. This makes templates easier to identify and reuse across multiple campaigns and API integrations.

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