Who This Is For / When to Use
Use WhatsApp Media Templates if you need to:
Initiate WhatsApp conversations outside the 24-hour service window
Send rich media (image, video, document, or location) in a compliant, pre-approved format
Automate or bulk-send WhatsApp messages from your account
Important Update: WhatsApp Marketing Templates Pause in the U.S.
Starting April 1, 2025, Meta will pause the delivery of marketing WhatsApp templates to U.S. phone numbers (+1).
Still allowed:
Utility templates
Authentication templates
Messages sent within the 24-hour customer service window
Click-to-WhatsApp Ads
This change does not affect non-U.S. phone numbers.
Permitted WhatsApp Business Activities
Utility conversations: Order updates, appointment confirmations
Authentication messages: OTPs and account verification
Service conversations: Replies within the 24-hour window
Click-to-WhatsApp Ads: Ad-driven conversations
Creating a WhatsApp Media Template
Step 1: Open WhatsApp Templates
Navigate to:
Settings → WhatsApp → Templates
Click Create Template
Step 2: Enter Template Details
Fill in the required fields:
Template Name (lowercase letters and underscores only)
Category (Marketing, Utility, or Authentication)
Language
Enable Show header if you plan to attach media.
Step 3: Choose Header Media Type
Select the header type you want to use:
Text
Image
Video
Document
Location
This choice determines what media type the template will support.
Step 4: Upload Media (Image / Video / Document)
If you selected Image, Video, or Document:
Upload the file or provide a public URL
Demonstrate how the media appears in the preview panel
Step 5: Submit Template for Approval
Click Create to submit the template to Meta for review.
Once submitted:
The template status shows as pending
Meta reviews the template for compliance
Creating a WhatsApp Location Template
Step 1: Select Location as Header Type
While creating a template:
Enable Show header
Choose Location as the header type
Step 2: Enter Location Details
Provide all required fields:
Latitude
Longitude
Location Name
Location Address
These values determine what appears above the map in WhatsApp.
Step 3: Obtain Latitude and Longitude
Use Google Maps:
Search for the location
Right-click the map pin
Copy the latitude and longitude values
Converting Marketing Templates to Utility Templates
Starting April 1, 2025, marketing templates cannot be delivered to U.S. numbers.
Kyrios provides an AI Template Rewriter to convert existing marketing templates into utility templates.
What happens during conversion:
Non-compliant elements are removed
Content is rewritten to match utility guidelines
"_utility" is appended to the new template name
The original marketing template remains unchanged
Adding Interactive CTA Buttons
Step 1: Add Buttons to a Template
While editing the template body:
Click Add Button
Choose a button type
Available options:
Quick Reply
Visit Website
Call Phone Number
Copy Offer Code
Marketing Opt-Out
Step 2: Understand CTA Button Behavior
CTA buttons appear directly under the WhatsApp message and allow one-tap actions.
Sending WhatsApp Media Templates
Sending via Bulk Action
Step 1: Select Contacts
Go to Contacts and select the contacts or smart list.
Step 2: Configure Bulk WhatsApp Send
Provide:
Action Name
WhatsApp phone number
WhatsApp template
Step 3: Handle Messaging Limits
If you exceed WhatsApp messaging limits, an error is shown.
Step 4: View Bulk Send Statistics
Track delivery, read, and processed metrics.
Sending via Workflows
Step 1: Create a Workflow Trigger
Start a workflow and choose a trigger.
Step 2: Add WhatsApp Action
Select WhatsApp as the workflow action.
Step 3: Configure WhatsApp Action
Choose:
From number
Approved WhatsApp template
Enable branches for CTA replies (optional)
Sending via Conversations Page
Step 1: Open a Contact Conversation
When no user message exists in the last 24 hours, WhatsApp requires a template.
Step 2: Send the Media Template
Select a template and send it directly from the conversation view.
Updating Media URLs at Send Time
When sending via workflows or conversations:
You may replace the media URL
The URL must be public
The media type must match the approved template
Media Validation Rules and Errors
Media Type Mismatch Error
Occurs when the media type does not match the template header.
Supported Media Types and Size Limits
Image: JPEG / PNG, max 5MB
Video: MP4, max 16MB
Document: PDF, max 100MB
Image Size Limit Error
Images larger than 5MB will be rejected.
FAQ
What are WhatsApp Media Templates?
WhatsApp Media Templates are pre-approved message formats that allow images, videos, documents, or locations to be sent in WhatsApp messages.
Do templates require approval?
Yes. All WhatsApp templates must be approved by Meta before use.
Why was my template rejected?
Common reasons include:
Incorrect variable formatting
Policy violations
Duplicate templates
Requests for sensitive information
What does a paused template mean?
A paused template indicates poor engagement or negative feedback. It cannot be sent until reactivated.
Can I change the media for different customers?
Yes. You can dynamically update the media URL at send time as long as the file type matches the approved template header.