How to Create, Edit & Send WhatsApp Campaigns

Overview

WhatsApp Marketing enables organizers to send promotional messages, event updates, discount offers, and important announcements directly to attendees using Meta-approved templates.

Step 1: Access WhatsApp Marketing

1. Log in to the Organizer Dashboard.

2. Navigate to Marketing from the left menu.

3. Click WhatsApp Marketing.

You will be redirected to the WhatsApp Marketing Dashboard where all campaigns can be viewed and managed.

Dashboard Information

• Campaign Name
• Event Name
• Sent Count
• Delivered Count
• Read Count
• Campaign Status
• Edit/View Actions

Step 2: Create a New WhatsApp Campaign

1. Click New Campaign.

2. Click Create New Template.

3. Enter the required details.

Campaign Information

☐ Template Name
☐ Button Text and Button Link
☐ Upload Campaign Image

4. Click Add Variable to insert dynamic values such as user name or event details.

Message Content

Create the message that attendees will receive.

Example:
Hello {{Username}},
Your event starts tomorrow.

5. Click Submit.

Step 3: Submit Template for Meta Approval

All WhatsApp campaigns require Meta-approved templates before sending.

Approval Status

☐ Pending Approval

• Awaiting Meta review

☐ Approved

• Ready to send

☐ Rejected

• Requires modification

Important:
Campaigns cannot be sent until the template is approved.

Typical Approval Time:
A few minutes to 24 hours.

Step 4: Manage Recipients

After template creation and approval:

1. Click Manage Recipients.

2. Click on + Create New list and enter create list details.

Choose one of the following methods:

Option A: Import Event Attendees

Use attendee data from previous events.

4. Click Create List.

5. Enter:

• List Name

• Description (Optional)

6. Click Create List.

7. Select Import from Events.

8. Choose the required event.

9. Click Continue.

Option B: Upload CSV File

10. Download the sample CSV template.

11. Populate attendee details.

12. Upload the CSV file.

13. Click Continue.

Required Fields

Validation Checklist

☐ CSV file validated
☐ No duplicate email addresses
☐ Email format verified

Option C: Add Contacts Manually

14. Click Add Contact.

15. Enter:

3. Click Add.

4. Click Continue.

Step 5: Review Campaign

Before sending, verify all campaign details.

Campaign Checklist

☐ Campaign Name is correct
☐ Approved Template is selected
☐ Message Content is verified
☐ Buttons are working properly
☐ Media is uploaded correctly
☐ Recipient list is verified
☐ Preview is checked

Step 6: Send Campaign

Once everything is verified:

1. Click Send Campaign.

2. Confirm the action.

The system will begin delivering WhatsApp messages to all selected recipients.

Step 7: Monitor Campaign Performance

Open the WhatsApp Marketing Dashboard to track performance.

Metrics to Track

• Total Sent • Delivered Messages • Read Messages • Failed Messages • Delivery Percentage • Read Percentage

Step 8: View Recipient-Level Analytics

Open the campaign details to view individual recipient data.

Recipient Details

• Recipient Name • Mobile Number • Delivery Status • Read Status • Failed Status • Failure Reason • Sent Date & Time

Step 9: Edit Existing Campaign

1. Open the WhatsApp Marketing Dashboard.

2. Locate the campaign.

3. Click Edit.

Editable Items

☐ Message Content
☐ Media Files
☐ Buttons
☐ Recipients

Note:
If significant changes are made to the template, Meta approval may be required again.

Use Case:

• Identify failed messages and reasons

• Track engagement at user level

• Re-target users if needed

• Analyze campaign performance deeply 

9. Best Practices for WhatsApp Marketing

• Use short, clear, and compliant messages
  
  

• Add images to improve engagement
  
  

• Always include a CTA button
  
  

• Avoid sending too many messages to prevent spam issues
  
  

• Send reminders closer to event dates
  
  

• Use coupon codes and limited-time offers for better conversions
  
  

• Create templates early to allow time for Meta approval