Create a Template

What it is

Creating a template in BotBat is the process of defining a reusable message format that can be sent to contacts through campaigns and automated workflows. The creation flow walks you through selecting a channel, choosing a category, writing the message body with variable placeholders, optionally adding media and interactive elements, previewing the final result, and submitting. WhatsApp templates are submitted to Meta for approval and typically require 24 to 48 hours before they become available. SMS and email templates are saved and available for immediate use.

The template creation form adapts dynamically based on the channel you select. WhatsApp templates expose the full range of structural elements including headers, footers, and buttons. SMS templates present a simple text editor with character counting. Email templates provide a rich HTML editor with subject line and body fields. Regardless of channel, all templates share the same variable placeholder system ({{1}}, {{2}}, etc.) and the same preview functionality that lets you verify how the message will appear to recipients.

Understanding the creation process thoroughly is important because mistakes at this stage, such as incorrect variable numbering, wrong category selection, or prohibited content, lead to rejection or delivery failures later. Taking time to get the template right during creation saves significant rework down the line.

When to use

• Before launching a WhatsApp campaign: You must have an approved WhatsApp template before sending business-initiated messages. Since approval takes 24 to 48 hours (and sometimes longer for first-time submissions), create and submit templates well in advance of your planned send date. A good practice is to submit at least 3 to 5 business days early.
• Standardizing transactional messages: Create utility templates for recurring notifications such as order confirmations, shipping updates, appointment reminders, and payment receipts. Once created, these templates can be reused across workflows and campaigns without modification.
• Building marketing campaigns: Design marketing templates with compelling copy, eye-catching media headers, and clear call-to-action buttons before you begin configuring the campaign itself. The template is the foundation of the campaign, so finalize it first.
• Implementing authentication flows: Create authentication templates specifically for OTP delivery. These templates must use the Authentication category and follow a strict format that includes the verification code variable and an optional expiration notice.

Steps

Step 1: Open the creation form

Navigate to the Templates section using the main sidebar, then click the Create Template button at the top of the template list. You can also access template creation from within the campaign builder by clicking "Create New" in the template selector dropdown.

Step 2: Select the channel and category

Choose the target channel: WhatsApp, SMS, or Email. The form fields update immediately to reflect the capabilities of the selected channel. Next, select the template category. The available categories and their intended uses are described in the table below.

Category	Intended use	Examples	Notes
Marketing	Promotional and engagement content	Product launches, discount offers, re-engagement nudges, event invitations	Higher per-message cost on WhatsApp. Must contain clear opt-out language where required by regulation.
Utility	Expected transactional messages	Order status updates, delivery tracking, appointment confirmations, billing alerts	Lower cost than marketing. Meta will reject if promotional content is detected.
Authentication	Verification and security codes	Login OTPs, two-factor codes, account verification tokens	Lowest cost. Strict format requirements. Body must contain the code variable.

After choosing a category, select the template language from the dropdown. BotBat supports dozens of languages. You can create the same template in multiple languages; each language variant is treated as a separate submission.

Step 3: Enter the template name

Choose a descriptive, lowercase name using only letters, numbers, and underscores. Spaces, hyphens, and special characters are not allowed. A good naming convention is purpose_language, for example order_confirmation_en or welcome_offer_es. For WhatsApp templates, the name is permanent and cannot be changed after submission, so choose carefully.

Step 4: Write the body content

Compose the main message text in the body editor. This is the core of your template and the part that recipients read. Insert variable placeholders wherever personalized data should appear. Variables follow the format {{1}}, {{2}}, {{3}}, and so on. They must be numbered sequentially with no gaps.

For example, a shipping notification body might read: Hi {{1}}, your order #{{2}} has been shipped via {{3}}. Expected delivery: {{4}}. Track your package here: {{5}}

For WhatsApp templates, you can apply limited formatting to the body text. Use asterisks for bold (*bold*), underscores for italic (_italic_), and tildes for strikethrough (~strikethrough~). SMS templates do not support any formatting. Email templates support full HTML and CSS.

Step 5: Add a media header (WhatsApp only)

WhatsApp templates support an optional header element that appears above the body text. You can choose from four header types.

Header type	Description	File requirements
Text	A short bold text line, up to 60 characters. Can include one variable.	N/A
Image	A visual header displayed above the message body.	JPEG or PNG, maximum 5 MB
Video	A playable video clip shown in the chat.	MP4, maximum 16 MB
Document	A downloadable file attachment.	PDF, maximum 100 MB

Select the header type and upload the media file if applicable. For image, video, and document headers, provide a sample file during submission so Meta reviewers can see the intended content.

Step 6: Add a footer and buttons (WhatsApp only)

Optionally add a footer, which is a short line of text (maximum 60 characters) displayed below the body in a lighter, smaller font. Footers are commonly used for disclaimers, company names, or brief notes.

You can also add up to 3 interactive buttons. Each button type serves a different purpose.

Button type	Behavior	Configuration
URL	Opens a web page when tapped	Provide the full URL. Supports one dynamic variable for personalized links.
Phone number	Initiates a phone call	Provide the full phone number in international format.
Quick reply	Sends a predefined text response back to your business	Provide the button label text (up to 25 characters).

Buttons should be relevant to the message content. Adding irrelevant buttons degrades the user experience and can contribute to template rejection.

Step 7: Preview and submit

Click the Preview button to see a rendered version of your template. The preview panel simulates how the message will appear on the target device. Sample values are filled into variable placeholders automatically so you can verify that the message reads naturally and the layout is correct.

Once you are satisfied with the preview, click Submit. For WhatsApp templates, this sends the template to Meta for review. You will see the status change to "Pending" on the template list. For SMS and email templates, the template is saved immediately and its status is set to "Active," meaning it is ready for use in campaigns and workflows.

Common pitfalls

• Non-sequential variables: Variables must start at {{1}} and increment by one with no gaps. Using {{1}} and {{3}} without {{2}} triggers a validation error and prevents submission. Double-check your variable numbering before submitting.
• Promotional content in utility templates: Meta actively screens utility templates for promotional language. Words like "discount," "offer," "sale," or "limited time" in a utility template will result in rejection. Keep utility templates strictly informational.
• Missing sample values: WhatsApp requires a realistic sample value for every variable in the template. These samples help Meta reviewers understand the context. Submitting without samples, or with placeholder text like "test," may delay or prevent approval.
• Media files exceeding size limits: Images must be under 5 MB, videos under 16 MB, and documents under 100 MB. Files that exceed these limits fail to upload silently in some cases. Compress your media before uploading.
• Special characters in the template name: Template names accept only lowercase letters, numbers, and underscores. Spaces, hyphens, periods, and other special characters cause a submission error. Decide on a naming convention before you start creating templates.
• Not previewing before submission: Skipping the preview step means you might miss formatting issues, awkward variable placement, or truncated text. Always preview the template on the simulated device view before submitting.

tip

Before submitting a WhatsApp template, read the message aloud from the customer's perspective. Meta reviewers check that the message is clear, not misleading, and compliant with their commerce and messaging policies. A well-written, straightforward template is more likely to be approved quickly.

• Create Template Form
• Channel Selection
• Category Selection
• Body Content Editor
• Media Header
• Button Configuration
• Template Preview
• Submit Template