Using WhatGenius

Creating Message Templates

Last updated on April 2, 2026

Overview

Message templates are pre-approved message formats required by WhatsApp for sending outbound messages. You design your template in the Template Studio, submit it for WhatsApp review, and once it is approved you can use it in campaigns.

Before you start

  • You need the manage_templates permission to create or edit templates.
  • Template approval is handled by WhatsApp — it is not instant. Allow time for review before planning a campaign around a new template.
  • Templates go through statuses: Pending (waiting for review), Approved (ready to use), or Rejected (needs revision).

How to view your templates

  1. Click Templates in the left sidebar.
  2. The page lists all templates in your workspace with their name, category, language, and approval status.
  3. Use pagination at the bottom to browse if you have many templates.

How to create a new template

  1. On the Templates page, click the Create template button.
  2. You are taken to the Template Studio — a split-screen editor with the editing panel on the left and a live preview on the right.

Step 1 — Set the template name and category

At the top of the left panel:

  • Template Name — Enter a name (used internally; not visible to recipients).
  • Category — Choose one:
    • Marketing — Promotional content, offers, announcements.
    • Utility — Transactional messages, order updates, account alerts.
    • Authentication — One-time passwords and verification codes.

Step 2 — Build the message sections

The editor has four tabs. You do not need to fill in all of them — only Body is required.

Header tab (optional)

Click the Header tab. Choose the header type:

  • Text — A short line of text displayed above the body. You can include a variable placeholder (e.g., {{first_name}}).
  • Image — Upload an image or enter an image URL.
  • Video — Enter a video URL.
  • Document — Upload a document file.

The tab shows a colored dot to indicate whether it has content, and an error indicator if something is wrong.

Body tab (required)

Click the Body tab.

  • Type the main message text in the editor area.
  • To insert a variable (a placeholder that gets replaced with real data at send time), type {{ followed by a variable name, then }}. Example: Hello {{first_name}}, your order is ready.
  • A character counter shows how long your message is.
  • The editor shows validation feedback inline if your text does not meet WhatsApp’s requirements.

Footer tab (optional)

Click the Footer tab. Enter a short line of text that appears below the message body (e.g., a disclaimer or unsubscribe note).

Buttons tab (optional)

Click the Buttons tab.

  • Click Add button to add a button (maximum 3 buttons per template).
  • For each button, fill in:
    • Button text — The label the recipient sees.
    • Action type — Choose from:
      • URL — Opens a web address when tapped.
      • Phone call — Dials a phone number when tapped.
      • Reply — Sends a quick-reply text back to you.
    • Action value — The URL, phone number, or reply text depending on the type chosen.
  • To remove a button, click the delete icon next to it.

Step 3 — Review the live preview

The right-hand panel updates in real time as you type. It shows exactly how your message will appear on WhatsApp, including the header, body text, footer, and any buttons. Check the preview carefully before submitting.

Step 4 — Submit the template

At the top of the studio, a toolbar shows:

  • An error counter (visible only if there are validation problems). Click it to jump to the first error.
  • The Create Template button.

If the error counter is showing, fix each issue before you can submit. The button is disabled while errors exist.

When you are satisfied:

  1. Click the blue Create Template button.
  2. The template is saved and submitted to WhatsApp for review.
  3. You are returned to the Templates list where the new template appears with the status Pending.

How to edit an existing template

Important: You can only edit templates that have not yet been approved, or templates that WhatsApp allows editing after rejection. Approved templates in active use may have restrictions on what can be changed.

  1. On the Templates page, click the Edit action on the template you want to change.
  2. The Template Studio opens with the existing content pre-loaded.
  3. Make your changes across any of the tabs.
  4. Click the Update Template button at the top-right to save.

How to delete a template

  1. On the Templates page, find the template.
  2. Click the Delete action on its row.
  3. Confirm the deletion.

Tips & things to know

  • Only “Approved” templates can be used in campaigns. A Pending or Rejected template will not appear in the campaign wizard’s template selection step.
  • Variables must have example values. WhatsApp requires sample/example content for any variable you use. The editor will prompt you to provide these.
  • Button action types must be unique per template. For example, you cannot add two “URL” buttons pointing to different addresses — WhatsApp restricts this. The editor will flag a validation error if you try.
  • The live preview is not an exact replica of WhatsApp. It is a close approximation — minor visual differences may exist on actual devices.
  • Templates are workspace-wide and visible to all team members who have the view_templates permission.
  • If a template is rejected, the rejection reason (if provided by WhatsApp) will appear on the template’s detail view. Edit the template to address the feedback, then resubmit.
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