Template messages

Write one message with variables such as {{Name}}, add a CSV or Excel sheet, and Wbiztool sends every row its own WhatsApp message with that row's details filled in. Use it for order updates, payment reminders or offers that mention each customer's name, order or amount.

These templates live only in Wbiztool. They aren't the Meta-approved message templates of the WhatsApp Business API, and they don't need approval.

Open Template messages under Send in the sidebar, or go to /template-messages/.

Before you start#

• Role: Owners and Editors can send. Analysts can open the page and preview a CSV file, but the send button stays off with "Only the workspace owner or an editor can send." See Roles and permissions.
• Plan: a paid plan. Template messages are part of every paid monthly and yearly plan, and of a lifetime (AppSumo) plan only if it lists Template messages on Billing & plans. Without one, the page says "Template messages need a paid plan." You can try it, but not send.
• A connected number: at least one number showing Connected on Numbers.
• Credits: one for every message. The page shows your Credits left, and the whole sheet must fit in them.

Send template messages#

The page has three numbered cards, Sheet, Message and When, and a Preview on the right that shows each person's message while you type.

1. Add your sheet

   In Sheet, drop a CSV or Excel file on the box, or click browse. The first row must hold the column names, and every other row is one person. The card shows the first 5 rows. To try the page without a file, click Try sample data.

   Under Send to (column), check the column with the phone numbers. A column whose name contains phone, mobile, number, whatsapp, contact, cell or tel is picked for you. Next to it, the page counts the rows that go to numbers and the rows it skips (why).

2. Write the message

   In Message, type your text. Click a column, such as {{Name}}, to put it where your cursor is. See Variables.

   To send an image or a file, choose Image or File under Attachment and paste its link. See Images and files.

   Under Send from, keep Automatic – … (your first connected number) or pick another connected number. All the messages go from this one number.

3. Choose when

   In When, choose Now, Later (one date and time for everyone) or Date from sheet (each row at its own time). See Scheduling.

4. Check the preview and send

   Click › and ‹ on the Preview to see other rows. A row that won't be sent says why, and Next row to check takes you to the next one. Below, Messages is how many will be sent.

   Click Send 12 messages (it shows your own count; with Later or Date from sheet it says Schedule 12 messages). Check the summary in Send these messages? (Schedule these messages?) and click the same button again.

   

The page then shows "12 messages queued." (or "12 messages scheduled for …", or with Date from sheet "12 messages queued, each at its row’s date."), lists the rows that were skipped and why, and links to See them in Reports. Click Send another sheet to start again.

If the send button is grey, the line under it says why, for example "Choose the column to send to." or "Not enough credits for this sheet." See Troubleshooting.

After you send#

• Messages join the queue of the sending number and go out one after another. While it's disconnected, they wait.
• Stay under about 150–200 messages per number per day (Keep your numbers safe from bans on Numbers). Spread a big sheet over several days with Date from sheet, or split it and send the parts from different numbers.
• If an Owner has set sending hours for Template messages, messages due outside those hours wait and go out when the hours start, scheduled ones too.
• Each send is a campaign named Template Messages - plus the date and time in UTC, such as Template Messages - 2026-10-15 14:30. Sends in the same minute share one campaign. On Campaigns you can follow it, Download report, or click Cancel waiting to stop the messages that haven't gone out yet.
• See them in Reports opens Reports with just these messages: what was sent, what's waiting and why anything failed. See Reports & message history.
• Waiting and sent messages count against your credits, scheduled ones too. Cancelled and failed messages don't.
• Numbers that aren't in Contacts yet are added there, named after their number.

Variables#

Put a column name in double braces, exactly as it's written in the first row:

Hi {{Name}}, thanks for your order {{Order}}! Your {{Product}} ships within 24 hours.

For a row where Name is Emma Thompson, Order is 1062 and Product is Amber Woods candle, the message is:

Hi Emma Thompson, thanks for your order 1062! Your Amber Woods candle ships within 24 hours.

• Names are case-sensitive, and spaces inside the braces count: {{name}} and {{ Name }} don't match a column called Name. For the spaces, the page says "Remove the spaces: {{Name}}."
• A variable that isn't a column is sent exactly as typed. The page warns under the box, for example "Not a column: {{Adress}}. These are sent exactly as typed.", but still lets you send.
• An empty cell puts nothing in.
• Two columns with the same name become Name and Name.1: use {{Name.1}} for the second.
• Variables work in the image or file link too.
• Line breaks and WhatsApp formatting such as *bold* are kept.

Phone numbers and skipped rows#

The Send to (column) must hold phone numbers, best with the country code, such as 919876543210 or +1 212 555 0101. Spaces, dashes, brackets and dots are removed, and a + or 00 at the start means the number has its country code. A number without it, such as 98765 43210 or 09876543210, gets the country code of the number under Send from, or, if that number's country can't be told, the workspace's Country for numbers without a country code. The hint under Send to (column) names the country, for example "Numbers without a country code get +91 (India)." With its country code, a number must have 7 to 15 digits. The Preview shows each number as it will be sent, such as "To +91 98765 43210 (India)". Each row is one message: a number that's in three rows gets three messages.

Rows that can't be sent are skipped, never sent somewhere else. The sheet marks them, and the preview names the problem:

Scheduling#

• Now: the messages are queued at once.
• Later: choose the Date and time and the Time zone (yours is preselected). Every message is due at that time. The time must be in the future, or you see "Pick a time in the future."
• Date from sheet: each row goes at the date, and time, in its own cells.

Date from sheet#

• The first column whose name contains date is picked as Date column, and the first one with time in its name as Time column (a Time zone column counts too). Check both: a column like Delivery time that holds 10:00–12:00 can't be read, so every row would be skipped.
• Automatic reads 03/04/2026 month first, as 4 March. If your sheet writes the day first, pick DD/MM/YYYY.
• With a fixed format, dates must be written exactly that way. Write times in 24-hour form, such as 14:30.
• Your own time zone is your browser's, as the page says: "Dates without a time zone are read in America/New_York – your time zone." A name the page doesn't know in the Time zone column, such as IST or +05:30, skips that row: the preview says "Time zone “IST” unknown – skipped". Use names like Asia/Kolkata (see the Timezone reference).
• The preview shows each row's time, such as "Sends Fri, Oct 16, 2026, 2:30 PM (America/New_York)".

Images and files#

Under Attachment, choose Image or File and paste the link in Image link or File link. The message becomes the caption, and it may be empty.

• The link must open the file itself, without a login. Upload the file to the Media directory and click Copy link to get one.
• Use the same link for everyone, such as https://example.com/autumn-offer.jpg, or a link per row with a variable, such as https://example.com/invoices/{{Order}}.pdf.
• The file name the recipient sees comes from the end of the link, in lower case. It keeps its extension if the Media directory accepts that type, such as .pdf, .docx, .xlsx, .csv or .zip (and a few more, such as .webm or .xlsm: full list on Send message). A link with no extension, or another one, gets .pdf added, so use links that end in the file name.
• Size limits: images 16 MB, videos 64 MB, other files 100 MB.
• A row whose filled-in link is longer than 1,000 characters is skipped ("link too long").
• Links aren't opened before sending. If one doesn't work, that message fails, and Reports shows a reason such as "File Url Error".

Your sheet#

• A .csv, .xls or .xlsx file. The first row holds the column names. Empty rows are skipped.
• Up to 5,000 rows per send. Split longer lists into several files.
• CSV files are read in your browser, with commas between the columns. Quoted cells may contain commas and line breaks. Save as CSV UTF-8 so accents and emoji stay intact.
• Excel files are read by Wbiztool and not kept: up to 5 MB, first worksheet only. Reading Excel needs a paid plan; without one, save the sheet as CSV to try the page.
• When you send, only the phone column and the columns your message, link and dates use are sent to Wbiztool.

Template messages, campaigns or Google Sheets?#

• Template messages: one message with {{column}} variables for a sheet you upload, sent to phone numbers from one of your numbers.
• Campaigns: every row brings its own finished message. Rows can go to WhatsApp groups and from different numbers.
• Google Sheets: sends a message by itself whenever a row is added or changed in a Google Sheet.
• API: Send to multiple numbers from your own software.

Troubleshooting#

Related#

• Campaigns from a spreadsheet
• Media library
• Reports & message history
• Google Sheets integration
• Timezone reference
• API: Send to multiple numbers and Schedule message