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Set Meta Message Template

This document explains how to create WhatsApp Message Templates in BotPenguin, covering every step end-to-end—from template meta details to submission for Meta (WhatsApp) approval.

What Are WhatsApp Message Templates?

WhatsApp Message Templates are pre-approved messages required by WhatsApp to:

  • Send outbound messages

  • Automate notifications

  • Deliver OTPs

  • Run marketing campaigns

All templates must be approved by Meta (WhatsApp) before use.

Where to Find This Feature

Path: WhatsApp Automation/ Whatsapp Bot Settings → Templates → Message Templates → Create Template

From here, you can create regular templates, carousel templates, and OTP templates based on your business needs.

Step 1: Template Meta (Required)

Template Meta defines the identity and purpose of your message template.

Fields to Configure

  1. Template Name

    • Enter a unique name (no spaces, special characters not recommended).

    • Example: order_confirmation_v1, otp_login.

  2. Language

    • Select the language of your message (e.g., English).

    • The message content must match the selected language.

  3. Category Choose one of the following:

    • Marketing

    • Utility

    • Authentication

  4. Template Category

    • If Marketing or Utility is selected:

      • Choose a relevant template category (e.g., Promotions, Order Update, Appointment).

      • Select the template type (Regular or Carousel).

    Regular Template

A Regular template is a single-message format that delivers one continuous message to the user.

Key Characteristics

  • Contains one message body

  • Supports:

    • Header (Text / Image / Video / Document)

    • Body text with variables

    • Footer text

    • CTA buttons (Call or Visit Website)

  • Best suited for simple, direct communication

Common Use Cases

  • OTP & Authentication messages

  • Order confirmations

  • Appointment reminders

  • Payment alerts

  • Single-offer marketing messages

Example

“Hi {{1}}, your order {{2}} has been shipped and will be delivered by {{3}}.

  • If Authentication is selected:

    • Choose Authentication template category (used for OTPs only).

Carousel Template

A Carousel template allows you to send multiple cards in a swipeable format within a single WhatsApp message.

Key Characteristics

  • Contains multiple cards (slides)

  • Each card can have:

    • Image or media

    • Title

    • Description text

    • Individual CTA buttons

  • Users can swipe horizontally to view multiple items

  • Available only for Marketing & Utility categories ❌ Not supported for Authentication (OTP)

Common Use Cases

  • Product catalogs

  • Multiple offers or promotions

  • Feature highlights

  • Real estate listings

  • Ecommerce collections

Example

  • Card 1: Product A – Buy Now

  • Card 2: Product B – View Details

  • Card 3: Product C – Shop Today

⚠️ Category selection is critical. Incorrect categorization may lead to rejection.

Step 2: Header (Optional)

The Header appears at the top of the WhatsApp message and helps highlight important information.

Header Types Available

  1. None

    • No header will be added.

  2. Text

    • Add short text with optional variables.

    • Example: Order Update for {{1}}

  3. Media

    • Supported media types:

      • Image

      • Video

      • Document

    • Upload a sample file (mandatory for Meta approval).

  4. Location

    • Share a physical business location in the message header.

ℹ️ Media headers must be relevant and comply with WhatsApp content policies.

Step 3: Body (Required)

The Body is the main content of your WhatsApp message and cannot be skipped.

How to Configure

  • Write clear, structured message text.

  • Variables will be autoadded and you can't change the variables

  • Add sample values for every variable (mandatory for approval).

Example

Important Guidelines

  • Authentication templates must only contain OTP-related content.

  • Utility templates should be informational, not promotional.

  • Marketing templates can include promotional language.

Step 4: Footer (Optional)

The Footer appears at the bottom of the message.

Common Use Cases

  • Brand name

  • Disclaimer text

  • Non-clickable information

Example

⚠️ Footer text does not support variables or CTAs.

Step 5: Buttons (Optional)

Buttons allow users to take quick actions directly from the message.

Supported Button Types

  1. Call to Action (CTA)

    • Call Phone Number

    • Visit Website

Button Rules

  • Button text must be action-oriented and clear.

  • URLs and phone numbers must be valid.

  • Authentication (OTP) templates do not support buttons.

Example Buttons

  • Track Order

  • Call Support

  • Visit Website

Step 6: Final Step: Save or Submit

Once all steps are completed:

Save as Draft

  • Saves the template for later editing.

  • Template is not sent for approval.

Submit for Approval

  • Sends the template to Meta (WhatsApp) for review.

  • Approval typically takes a few hours to 1–2 business days.

⛔ Templates cannot be edited after submission.

Step 6: What Happens After Template Is Approved?

Once the template is approved, the following actions become available:

1. Template Becomes Active

  • The template appears in the Approved Templates list.

  • It can now be selected in:

    • Automations

    • Campaigns

    • API-based messaging

2. Connect Your WhatsApp Number

  1. Click Connect number

  2. Complete WhatsApp Business number onboarding

  3. Once connected, your template becomes usable

Until the number is connected, templates can’t be sent or tested.

3. Decide Where You Want to Use the Template

You can replace variables while sending the template from:

  • 🤖 Bot / Automation Flow

  • 📢 Broadcast / Campaign

  • 🔌 API Integration

Below are the steps for each.

Option 1: Add Variable Values in Automation (Most Common)

Path

WhatsApp Automation → Bot Flow / Automation

Steps

  1. Open the automation or chatbot flow

  2. Add an action: Send WhatsApp Template

  3. Select the “greetings” template

  4. You’ll see variable mapping fields like:

  1. Enter the value:

    • Static text:

    • Or dynamic value:

      (from contact data or previous input)

Example Mapping

📤 When the message is sent, the user receives:

Hey John, 👋 It's an honor to meet you…

Option 2: Add Variable Values in Broadcast / Campaign

Path

WhatsApp Automation → Campaigns / Broadcast

Steps

  1. Create a new campaign

  2. Select Template Message

  3. Choose “greetings”

  4. For each variable, enter:

    • Column name from contact list OR

    • Fixed value

Example

(If your contact CSV has a column called name)

Option 3: Add Variable Values via API (Advanced)

When sending via API, pass values in order.

Example

Template text:

API Payload

Meta replaces:

Important Rules About Variables

  • Variables cannot be edited inside the template

  • Values are assigned only while sending

  • Order matters:

    • {{1}} → first value

    • {{2}} → second value

  • Every variable must receive a value, or message will fail

Common Mistakes to Avoid

❌ Trying to edit variable text from the template screen ❌ Leaving variable value empty ❌ Passing promotional text in Utility templates ❌ Changing approved content (requires new template)

Post-Approval Usage

Once approved, templates can be used for:

  • WhatsApp automation flows

  • Campaign broadcasts

  • OTP delivery

  • Transactional notifications

Common Rejection Reasons

  • Incorrect template category

  • Promotional content in Utility/Authentication templates

  • Missing sample values

  • Mismatch between header, body, and category

FAQs

Is the header mandatory?

No. Only the Body is mandatory.

Why are sample values required?

Meta uses them to verify variable usage and message intent.

Can I edit a template after submission?

No.

How long does approval take?

Usually a few hours, but can take up to 48 business hours.

Can OTP templates include buttons or links?

No. Authentication templates are strictly limited to OTP content.

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