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This page is the deep reference for the parts of a template — variables in the body and text header, media headers, and buttons. If you’re creating your first template, read Create a Template first.

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Variables reference

Template variables use numbered placeholders that are replaced at send time.

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Format

  • Double braces on each side.
  • Digits only — no names, no spaces.
  • Start at {{1}} and number sequentially.
Template variables use {{1}} style — indexed numbers.Bot Flows use a different syntax — {variable_name} with single braces and a name.Don’t confuse them. Template variables are always numeric and double-braced.

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Where variables are allowed

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Variable rules

  • Every variable must have a sample value supplied when you create the template.
  • Variables must be numbered sequentially — no gaps.
  • The body cannot start or end with a bare variable — wrap them in fixed text.
  • The same variable number can be reused multiple times in the body.

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Good vs. bad variable use

See Dynamic Templates for how variables get values at send time.

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Media headers

You can put an image, video, or document at the top of a template message. Pick the header type when creating the template; supply the actual file when sending each campaign or message.

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Header types

Xobito supports four header format options:

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Media size limits

WhatsApp enforces its own upload size limits. Practical guidelines:
Oversized files can fail silently — the message text arrives but the media doesn’t. Always test a template with a real phone before doing a large campaign.

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Uploading the sample file

When you create a template with an IMAGE, VIDEO, or DOCUMENT header, you upload one sample file. Meta uses this sample during their review. It doesn’t have to be the file you will ultimately send to recipients — it just has to represent the template’s purpose.
  • For an order-confirmation template: upload a sample receipt image.
  • For a welcome-video template: a short branded intro clip.
  • For a terms template: a sample terms PDF.

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Sending the real file at send time

When you later send the template in a campaign or chat, Xobito asks for the actual media file for this send. You can use a different file each time, as long as it matches the declared header type.

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Image best practices

WhatsApp displays header images in a landscape-ish crop on most devices. Square or tall images may crop awkwardly.
Smaller images load instantly on slow networks. Tools like Squoosh or TinyPNG can compress without visible quality loss.
Text inside an image is small, unsearchable, and often hard to read. Use the image for visuals, the body for words.
What looks good on a desktop monitor may be unreadable on a 5-inch screen.

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Video best practices

WhatsApp users scroll fast. 15–30 seconds is a good ceiling.
H.264 video + AAC audio is the most compatible combination across phones.
Most video on WhatsApp gets watched with the sound off. Burn captions into the video.
The first two seconds decide whether someone watches on.

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Document best practices

Other formats may not display predictably on all devices.
Recipients see the filename. Invoice-April-2026.pdf is clearer than doc_final_v3.pdf.
If the PDF has editable fields or comments, flatten them before sending to avoid unexpected edits.

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Buttons

Xobito’s template builder currently supports Quick Reply buttons explicitly. Quick Reply buttons are tappable buttons that send a preset reply back to your WhatsApp number.
Meta’s wider template platform also supports URL and Phone Number buttons. Xobito’s current builder implementation is focused on QUICK_REPLY handling; if your workspace has URL or phone button options available, use them per the in-product labels. Otherwise, include links or phone numbers as plain text in the body.

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Quick Reply buttons

  • Purpose: send a preset text reply back to your workspace when tapped.
  • Label: short, action-oriented — Confirm, Cancel, Yes, please.
  • Good use cases:
    • Order confirmation: Confirm / Change delivery.
    • Appointment reminder: I'll be there / Reschedule.
    • Quick survey: Good / Bad.
When a recipient taps a Quick Reply button, your bot flow or inbox can branch on that reply to continue the conversation automatically.

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Formatting in the body

WhatsApp supports basic rich formatting inside the body:
Use bold for order numbers and totals — they stand out and make confirmations easy to scan. Don’t bold everything; it defeats the purpose.

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Character limits

The builder flags over-limit fields before submission.

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Next steps

Create a template

Step-by-step walkthrough with screenshots.

Dynamic templates

How to fill variable values at send time.

Meta approval

Avoid rejection with our rejection-reason guide.

Custom fields

Store the data you’ll merge into templates.