> ## Documentation Index
> Fetch the complete documentation index at: https://documents.xobito.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Templates Overview

> Pre-approved message formats that let you reach contacts on WhatsApp outside the 24-hour session window.

A **template** is a message format you design in Xobito and submit to Meta for approval. Once approved, you can send the template to any contact — even if they haven't messaged you recently.

## Why templates exist

WhatsApp has strict rules to protect users from spam. You can reply freely **only** during a 24-hour window that starts when a contact messages you first. After that window, or for a brand-new contact, Meta requires you to use an **approved template**.

Templates prove to Meta that:

* The message is pre-reviewed and safe.
* Users receive predictable content, not surprise promotions.
* Sending businesses are accountable for their messaging.

<Note>
  Templates are the only way to **start** a conversation or reach a contact outside the 24-hour session. Once the contact replies, you can send free-form messages for the next 24 hours.
</Note>

## Template categories

When you create a template in Xobito, you choose one of two categories:

<CardGroup cols={2}>
  <Card title="Marketing" icon="bullhorn">
    Promotional messages — offers, launches, announcements, newsletters.
  </Card>

  <Card title="Utility" icon="receipt">
    Transactional messages tied to a specific action — order confirmations, shipping updates, appointment reminders.
  </Card>
</CardGroup>

| Category      | Use case                                              | Consent                                |
| ------------- | ----------------------------------------------------- | -------------------------------------- |
| **Marketing** | Offers, launches, newsletters                         | Explicit opt-in from the contact       |
| **Utility**   | Order status, appointment reminders, delivery updates | Relationship-based (prior transaction) |

<Warning>
  Picking the wrong category is one of the most common reasons templates get rejected or re-categorised by Meta. If your message promotes anything — a sale, a new product, an event — it is **Marketing**, even if it looks like a "notification".
</Warning>

## Template parts

A template has four possible parts:

| Part        | What it is                                                           | Required?    |
| ----------- | -------------------------------------------------------------------- | ------------ |
| **Header**  | Text, image, video, or document at the top                           | Optional     |
| **Body**    | The main message text, with optional variables like `{{1}}`, `{{2}}` | **Required** |
| **Footer**  | Small grey text at the bottom                                        | Optional     |
| **Buttons** | Tappable buttons below the message                                   | Optional     |

See [Variables & Media](/templates/variables-and-media) for details on each part.

## Template lifecycle

Every template in Xobito has one of four statuses:

| Status       | Meaning                              | What you can do                           |
| ------------ | ------------------------------------ | ----------------------------------------- |
| **DRAFT**    | Saved but not yet submitted to Meta. | Edit freely. Submit when ready.           |
| **PENDING**  | Submitted. Meta is reviewing.        | Wait for Meta's decision.                 |
| **APPROVED** | Usable immediately.                  | Send in campaigns, chat, and automations. |
| **REJECTED** | Meta declined it.                    | Review, edit, and resubmit.               |

<Note>
  Only **APPROVED** templates can actually be sent through Xobito. Sending attempts using a DRAFT, PENDING, or REJECTED template are blocked.
</Note>

## Approval process at a glance

<Steps>
  <Step title="You design it">
    Pick category, language, and fill in the content. See [Create a Template](/templates/create-template).
  </Step>

  <Step title="You submit it">
    Saving the template submits it to Meta via the WhatsApp Cloud API.
  </Step>

  <Step title="Meta reviews it">
    Meta assigns the template a `template_id` and sets its status to PENDING while their reviewers look at it.
  </Step>

  <Step title="Approved or rejected">
    Meta's decision updates the status to APPROVED or REJECTED. Approved templates can be sent immediately.
  </Step>
</Steps>

See [Meta Approval](/templates/meta-approval) for the full walkthrough and common rejection reasons.

## Where templates get used

* **Live chat** — start a new conversation with any contact.
* **Campaigns** — broadcast the template to a group of contacts.
* **Template bots** — schedule the template to send on a delay or trigger.
* **API** — send the template from your own systems.

## Static vs. dynamic templates

* **Static template** — fixed text. Every recipient sees the same message.
* **Dynamic template** — uses variables (`{{1}}`, `{{2}}`…) that are filled in per recipient at send time.

Most useful marketing templates are dynamic. See [Dynamic Templates](/templates/dynamic-templates).

<Warning>
  Template variables in Xobito use `{{1}}`, `{{2}}`, `{{3}}` — **indexed numeric placeholders**. Bot Flows use a different syntax (`{variable_name}`) with single braces. Don't mix them up.
</Warning>

## Quick rules to follow

<AccordionGroup>
  <Accordion title="Always have consent">
    For Marketing templates, only send to contacts who have opted in to receive marketing messages from you. No consent increases rejection risk and the chance of quality penalties.
  </Accordion>

  <Accordion title="Write in the language you tagged">
    A template tagged `en_US` must be written in US English. A Spanish template tagged `es` must be in Spanish. Mismatches get rejected.
  </Accordion>

  <Accordion title="Keep variables meaningful">
    Don't use `{{1}}` to replace a whole sentence. Variables should be short and specific: a name, an order number, a date.
  </Accordion>

  <Accordion title="Don't promote in Utility templates">
    Utility means transactional. Adding "Check out our sale!" to an order confirmation will get the template re-categorised or rejected.
  </Accordion>

  <Accordion title="Test with one recipient first">
    Before using a newly approved template in a large campaign, send it to yourself or a test contact to see how variables merge in practice.
  </Accordion>
</AccordionGroup>

## Quick links

<CardGroup cols={2}>
  <Card title="Create a Template" icon="file-pen" href="/templates/create-template">
    Step-by-step walkthrough.
  </Card>

  <Card title="Dynamic Templates" icon="wand-magic-sparkles" href="/templates/dynamic-templates">
    Personalise each recipient's message with variables.
  </Card>

  <Card title="Meta Approval" icon="circle-check" href="/templates/meta-approval">
    Submission, timing, and rejection guidance.
  </Card>

  <Card title="Variables & Media" icon="image" href="/templates/variables-and-media">
    Headers, media uploads, and buttons.
  </Card>
</CardGroup>