Template Creation and Editing

Learn how to create a template in Gallabox for WhatsApp messages. Personalize the template with variables and add a footer with a recommended unsubscribe message.

Before diving into creating your own template from scratch or selecting one from the Gallabox Template Library, it's crucial to understand the key components that make up WhatsApp Templates.

Components of WhatsApp Templates

These components are essential for crafting messages that are both engaging and compliant with WhatsApp's guidelines. Let's break down these components:



Headers, which can be text, images, videos, documents, or locations, sit at the top of template messages. A template can only have one header.


The body of the template is where your main message will be. It's important to keep the message clear and concise. You can include placeholders (also known as variables) {} for personalized information that will be filled in when sending the message.


The footer is also optional. It can include additional information or a call to action. It's a good place to add your contact information or a legal disclaimer.


You can add buttons to your templates, such as quick reply buttons, call-to-action (CTA) buttons, or Form button. These buttons can direct users to a website or prompt them to reply with predetermined options.

You can either create a WhatsApp Template from scratch or edit a WhatsApp Template from Gallabox Template Library.

Create a Template from Scratch

  1. To create the template in Gallabox, go to Settings. From the dropdown select WhatsApp templates. Click on + Create New Template. The Template editor will open up.

  1. Provide the Name for the Template. Select of the Template. If unsure whether a message is for marketing or utility, you can select yes to change its category. Select the Channel for creating WhatsApp Templates (if you have more than 1 WhatsApp Number connected). Pick the WhatsApp Language from the dropdown menu.

  1. Choose the and fill it accordingly. For Text, add the header under 60 characters. Accepted file types: .mp4,.3gpp within 10MB size for video. For the pdf, accepted file types: .PDF within 10MB size. You can share only the static location as a header.

  1. Draft the Message in the Message Body. When sending messages to different customers, you can use variables to make changes. For example, use {{name}} to personalize the greeting with the customer's name, or {{orderId}} to give updates about an order. Provide a sample values for the variables provided.

  1. Add a Footer. The recommended content is Reply with 'STOP' to unsubscribe from marketing messages. If you want you can also add the Tagline of your Business.

  1. Buttons provide a convenient way for users to interact with a message and take specific actions. There are two categories of buttons: 1. Quick Reply: A button with customizable text that allows users to respond quickly with predefined options (e.g., "Yes" or "No"). 2. Call to Action: A button that encourages users to take a specific action, such as visiting a website or fill up a form. 3. Flow: A button that lets you collect any details from customers directly on WhatsApp.


  1. If you add more than three buttons, they may appear as a list to avoid clutter in the message. In web application, it will only be shown in 10 buttons vertically.

  2. You can add a maximum of 3 CTA buttons ( 2 URLs and 1 Phone button). If you are choosing a Flow (WhatsApp Form) then only 1 CTA button is allowed.

  3. You can add a maximum of maximum 10 Quick Reply Buttons.

  4. You can't place CTA and Quick Replies between sections, but you can switch them using the swap button.

  1. For the final check, go through the generated template for any changes. Click on Submit for approval.

Edit a Template from Gallabox Library

  1. Under the Settings in your left navigation go to WhatsApp Templates. Switch to Library.

  1. Pick one of the templates that you would like to use for your business. Once you click on Use, you will be able to edit the template components as per your requirements.

  1. After you are done editing the template (changing the Category, editing the message content as per your business voice, adding the content for footer, and adding buttons), click on Submit for Approval button. The template will be shared with META for the verification.

WhatsApp template approval can take anywhere from 1 to 24 hours.

Template that gets approved can be used only after 15 minutes of approval. Make sure to wait for at least 15 minutes before you start using the template.

Sync with WhatsApp to know the approval status

To keep track of your template's approval from META, make sure your WhatsApp is connected to Gallabox. This way, you'll quickly know when your template is approved and what to do next.

Test the WhatsApp Template

After your WhatsApp template is approved, the next step is to test it to make sure it works as expected. This test helps you check if recipients see the template correctly and if it functions properly.

Please Note:

  1. You will be able to test the template when its either in recently approved or approved state.

  2. For recently approved, wait for at least 15 minutes before testing the template. When attempting to test a template that has been recently approved, you may encounter a failure because the template is not found. Please wait for 10-15 mins and try again.

Template Configurations

To add Reply Settings for a specific template, you can do it after the template has been verified by META. To do this:

  1. Go to the WhatsApp Templates in your Gallabox Account. View the template for which you would like to add the Reply Settings. Click on the three-dot menu. Click on configurations and a pop-up will open by having reply settings.

  1. You can assign the conversation (when someone clicks a button or swipes right to reply to the WhatsApp Template) to a team, a bot, or a Gallabox user. Click on Save.

If you uncheck the box for Override Assignments, the conversation will not be assigned to the "test" team, and any current assignments that exist will work.

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