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Creating and Managing Transactional Templates

Table Of Contents

Transactional Templates are reusable WhatsApp template configurations used by API triggers, integrations, WooCommerce rules, Zapier actions, and automated notifications. Instead of rebuilding the template payload every time you create one transactional record, connect it to an approved WhatsApp template, map its variables, and then trigger it later using its Transactional ID.

✅ Before You Begin #

Make sure you have:

  • ✅ At least one approved WhatsApp template.
  • ✅ Permission to view, add, edit, or delete Transactional Template records.
  • ✅ Uploaded media if the template header is an image, video, or document.
  • ✅ Location details ready if the template header is location.
  • ✅ API or integration access if this transactional will be triggered externally.

📍 Where to Find It #

Go to:

Automation & Auto Replies → Transactional Templates

The page displays all saved transactional templates in a table.

📋 Transactional Template List #

The list shows:

  • 🆔 ID: the Transactional ID used when triggering this record from API or integrations.
  • 🏷️ Transactional Template Name: the internal name you gave this record.
  • 📅 Date Created: when the record was created.
  • 🧾 Template Response:
  • Template category
  • Template header type
  • Template name
  • 🔢 Used Count: how many times this transactional record has been triggered.
  • 🟢 Status: active, inactive, expired media, or near-expired media.
  • ⚙️ Options: edit or delete.

➕ Create a Transactional Template #

Click Add Transactional Template.

You will open the Transactional Details page, where you connect the transactional record to an approved WhatsApp template.

🧾 Transactional Details Fields #

🏷️ Transactional Name #

Enter an internal name for the transactional.

Examples:

  • Order Confirmation
  • Payment Received
  • Appointment Reminder
  • Delivery Update
  • Refund Notification

This name helps your team identify the transactional later.

🟢 Transactional Status #

Choose whether the transactional is active or inactive.

  • Active: can be triggered by API or integrations.
  • Inactive: cannot be used for sending.

If a transactional is inactive, API calls using this Transactional ID will be rejected.

📂 Template Category #

Select the approved WhatsApp template category:

  • 📣 Marketing
  • 🔔 Utility
  • 🔐 Authentication

The selected category controls which approved templates become available in the next fields.

🧱 Template Header #

Select the template header type.

Common header types include:

  • TEXT
  • IMAGE
  • VIDEO
  • DOCUMENT
  • LOCATION

The system loads header types from approved templates in the selected category.

📝 Template Name #

Select the approved WhatsApp template to use.

After selecting a template:

  • The template language is filled automatically.
  • The preview updates.
  • Body placeholders appear if the template contains variables like {{1}}, {{2}}.
  • Button variable fields appear if the template has dynamic URL, copy code, or flow buttons.

🌐 Template Language #

This field is read-only and comes from the selected approved template.

Use it to confirm that the transactional uses the correct language version.

🖼️ Media Header Templates #

If the template header is an image, video, or document, you must provide media using one method only:

  • Select an uploaded Media ID
  • Or enter a public Link URL

Do not provide both.

If neither is provided, the system will block saving the record.

📍 Location Header Templates #

If the template header is LOCATION, the following fields are required:

  • Address
  • Location Name
  • Latitude
  • Longitude

Use this for transactional messages that include a fixed business location, branch, event venue, or delivery pickup point.

🔣 Template Variables #

If the WhatsApp template body contains placeholders such as:

Hello {{1}}, your order {{2}} is confirmed.

The system displays fields for each placeholder.

You can either:

  • Type a fixed value.
  • Select a predefined variable from the dropdown.

Examples of variable values may include customer or transaction fields. If WooCommerce integration is enabled, additional WooCommerce variables can appear, such as:

  • WooCommerce Order ID
  • WooCommerce Order Number
  • WooCommerce Order Status
  • WooCommerce Payment Method
  • WooCommerce Currency
  • WooCommerce Order Total
  • WooCommerce Customer First Name
  • WooCommerce Customer Email
  • WooCommerce Store Name

🔘 Button Variables #

If the selected template includes dynamic buttons, the page lets you configure button values.

Supported dynamic button cases include:

  • URL button variables
  • Copy code buttons
  • Flow buttons

For copy code buttons:

  • Only letters and numbers are allowed.
  • The value is limited to 15 characters.

👀 Template Preview #

The right-side preview shows how the template will look before saving.

The preview can display:

  • Header text
  • Header image
  • Header video
  • Header document
  • Body text
  • Footer text
  • Buttons
  • Placeholder values

Use this preview to confirm that variables are mapped correctly.

💾 Save the Transactional Template #

Click Save after completing the required fields.

The system validates:

  • Template header is selected.
  • The template name is selected.
  • Template language exists.
  • Media templates have either Media ID or Link URL.
  • Media templates do not have both Media ID and Link URL.
  • Location templates include address, location name, latitude, and longitude.

After saving, the record appears in the Transactional Template list.

🔁 Edit a Transactional Template #

Click the edit icon beside a transactional record.

You can update:

  • Transactional name
  • Status
  • Template category
  • Template header
  • Template name
  • Media ID or Link URL
  • Location fields
  • Body placeholder values
  • Button variables

After saving, future triggers use the updated configuration.

🟢 Activate or Deactivate a Transactional #

Use the status toggle in the list.

When you change the toggle:

  • The system updates the status immediately.
  • A success notification appears if the update succeeds.
  • If the update fails, the toggle rolls back.

Use inactive status when:

  • The template should no longer be triggered.
  • The connected automation is paused.
  • The media or variable mapping needs review.

🗑️ Delete a Transactional Template #

Click the delete icon.

A confirmation dialog appears:

Are you sure you want to delete this transaction?

Click Delete to confirm.

Deleting removes the transactional record from the list. Any API or integration using that Transactional ID should be updated.

🔎 Search and Filter #

You can search by template name directly from the list header.

The advanced search modal supports:

  • Date Created From
  • Date Created To
  • Transactional Name
  • Transactional Status
  • Template Category
  • Template Header

Use Clear Filter to return to the full list.

📄 Pagination #

If there are many records, pagination appears at the bottom of the list.

Changing pages keeps your current filters, including:

  • Template type
  • Template category
  • Template name
  • Transactional name
  • Transactional status
  • Date range

⚠️ Media Expiry Status #

If a transaction uses uploaded media, the list may show media warnings.

Possible statuses include:

  • 🟢 Active
  • 🔴 Inactive
  • ⚠️ Media is near-expired
  • ❌ Media is expired

If the media is expired, update the transactional with a new Media ID or a valid Link URL before triggering it again.

🔗 Using Transactional Templates with API and Integrations #

After saving a transactional, use its ID when triggering it from:

  • Trigger Transactional API
  • Zapier
  • WooCommerce automation rules
  • External systems
  • Custom integrations

If the Transactional ID is inactive, invalid, or deleted, the trigger will fail.

✅ Best Practices #

  • Use clear names such as “WooCommerce Order Confirmation”.
  • Keep only production-ready transactionals active.
  • Review the Used Count to see which records are actually used.
  • Replace expired media before important automations run.
  • Use variables instead of fixed text when the message should change per customer.
  • Test the transaction through the API or integration after saving.
  • Do not delete records that are still connected to live automations.

🧠 Summary #

Transactional Templates let you create reusable WhatsApp notification records that can be triggered by APIs and integrations. Each record stores the approved template, language, media, or location details, placeholder mappings, button variables, and active status.

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Updated on May 31, 2026