WhatsApp Template Message: Template Creation, Approval, and Using in Bot Flow

🔍 What Is a WhatsApp Template Message?

 

A WhatsApp template message (also called Highly Structured Message or HSM) is a pre-approved message format used to send messages outside the 24-hour customer support window. It is essential for notifications, reminders, promotions, and other re-engagement purposes on WhatsApp.

BotSailor allows you to:

  • Create your own templates

  • Submit them for approval from Meta

  • Use approved templates in your WhatsApp bot flows

 

🛠 Step-by-Step Guide to Using WhatsApp Templates

 

1️⃣ Create a New Template

  • Navigate to Messenger Settings > WhatsApp > Template Manager

  • Click on Create New Template

You’ll need to provide the following:

    • Template Name:  e.g: “wa_test_template”
    • Category (Marketing, Utility, or OTP/Auth)
    • Language/ Locale: English
    • Message Components (Header, Body, Footer)
    • Add Buttons (Optional)

 

  • Enter Button Text and Action value
  • Provide valid web link & phone number

 

  • Use variables like {{1}}, {{2}} for dynamic content (Optional)
  • After filling the template structure, save the bot flow

2️⃣ Submit Template for Approval



  • BotSailor will send the template to Meta (Facebook) for approval

  • Approval usually takes a few minutes to a few hours

Once approved, the status will change from Pending to Approved.

3️⃣ Use Template in a Bot Flow

Once approved, go to Bot Flow Editor and do the following:

  • Choose Compose Next Message

  • Select Template Message



  • Pick the approved template from the dropdown list


  • Set delay if needed, and click Save

 

4️⃣ Test the Template Flow

To verify everything is working:

  1. Go to your connected WhatsApp channel.

  2. Type the trigger keyword that starts the flow. (e.g: wa_test)

  3. The bot will respond using the selected template.

  4. Ensure the dynamic variables (e.g., name, product, date) are rendering correctly.

  5. Confirm message delivery and preview link/button functionality if used.

✅ If the template doesn’t send:

  • Ensure the phone number is opted-in to receive messages.

  • Check if the template is approved.

  • Confirm template variables are not missing or misformatted.




💼 Use Cases for WhatsApp Template Messages

 

  • 🔔 Appointment Reminders – Notify users of upcoming events

  • 🧾 Payment Confirmation – Send invoices or confirmations

  • 🚚 Order Updates – Track shipping and delivery statuses

  • 🛍️ Promotions – Share discounts or campaign offers

  • 🆘 Account Alerts – Notify about login, OTP, or security issues

 

FAQ

 

Can I edit a template after it is approved?
No. Approved templates are locked. You must create a new version for edits.

What if my template is rejected?
You can review the reason, adjust the wording, and resubmit a new template.

Can I send a template message any time?
Yes, template messages can be sent even after the 24-hour customer support window.

Can I add clickable buttons in templates?
Yes. You can add CTA buttons (like URL or call) and Quick Reply buttons.

Is approval required for every language?
Yes. If you want to send in multiple languages, create and submit per language.

 

✅ Conclusion

 

WhatsApp Template Messages are essential for proactive outreach and automation beyond the 24-hour window. With BotSailor, creating, submitting, and integrating templates into your flow is simple and efficient. Use them for re-engagement, lead nurturing, and delivering critical business updates right inside WhatsApp.

Start creating your first template today and boost your automation potential

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