Send WhatsApp Media in GoHighLevel

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How to Send WhatsApp Media via GoHighLevel Workflows

If you manage client communication in tools like ClickUp and want automated WhatsApp campaigns, GoHighLevel lets you send rich media messages directly through workflows. This guide explains step by step how to send images, videos, audio, and documents using WhatsApp actions inside GoHighLevel automations.

The process relies on media URLs and approved templates so your messages are delivered reliably and in compliance with WhatsApp rules. Follow the instructions below to configure and use this feature correctly.

Prerequisites for WhatsApp Media in GoHighLevel

Before adding WhatsApp media to a workflow in GoHighLevel, make sure the following items are ready:

  • Active WhatsApp Business API connection in your GoHighLevel account.
  • At least one approved WhatsApp template that supports media (image, document, or other media types).
  • Publicly accessible media URLs (for images, videos, audio, or documents).
  • Contacts with valid WhatsApp-enabled phone numbers.

Once these are in place, you can start building automated sequences that send media to your leads and customers directly from GoHighLevel workflows.

Open or Create a Workflow in GoHighLevel

To send WhatsApp media, you first need a workflow in GoHighLevel where you will place the WhatsApp action.

  1. Log in to your GoHighLevel account.

  2. Go to the Automation or Workflows section.

  3. Create a new workflow or open an existing one where you want to add WhatsApp media messaging.

  4. Set up your triggers (for example: form submission, pipeline stage change, tag added, or contact created).

After your trigger is set, you are ready to configure the WhatsApp Send Message action inside the GoHighLevel workflow.

Add a WhatsApp Action in GoHighLevel

The next step is to insert the WhatsApp action so that the workflow can send media messages.

  1. Inside your GoHighLevel workflow, click the + icon to add an action.

  2. Search for and select Send WhatsApp Message (or the equivalent WhatsApp action available in your sub-account).

  3. Choose whether you want to send a session message or a template message, depending on your use case and WhatsApp rules.

For media such as images, videos, audio, and documents, you will typically work with WhatsApp templates that support media components configured in GoHighLevel.

Configure a WhatsApp Media Template in GoHighLevel

To send media reliably, you should use a WhatsApp template that includes media placeholders. In GoHighLevel, templates usually come from your WhatsApp Business provider and may already be synced.

  1. In the WhatsApp message action, select your approved template from the dropdown.

  2. Confirm that the template type supports MEDIA or a media header (for example: Image Header or Document Header).

  3. Identify the variable fields for the media URL or file type that you must complete when sending the message.

Some templates in GoHighLevel may include a header component for an image, video, or document. Others may require passing the media URL as a parameter when the workflow runs.

Use Media URLs for WhatsApp Messages in GoHighLevel

GoHighLevel sends WhatsApp media by referencing a publicly accessible URL. The URL is passed to WhatsApp via the template or message payload.

Follow these guidelines when adding media URLs:

  • Image and video: Host the file on a public server or storage provider.
  • Audio: Ensure the format is supported by WhatsApp (for example: MP3 or OGG).
  • Documents: Use file types allowed by WhatsApp such as PDF, DOC, or DOCX.

Typically, in the GoHighLevel WhatsApp action, you will either:

  • Paste a static media URL directly into the media field, or
  • Map a custom field or dynamic value that contains the media URL for each contact.

Dynamic Fields for Media in GoHighLevel

To personalize media messages, GoHighLevel lets you use dynamic fields when passing media URLs in the workflow.

  • Contact custom fields: Store a unique media link per contact (for example: a personalized PDF proposal).
  • Opportunity or pipeline fields: Use stage-specific media, such as an onboarding video.
  • Global or default values: Apply the same media URL for all contacts in a campaign.

When configuring the WhatsApp action in GoHighLevel, select the appropriate dynamic field from the insert menu and place it in the media URL area defined by the template.

Sending Images via GoHighLevel WhatsApp Workflows

To send an image through a GoHighLevel workflow using WhatsApp:

  1. Create or select a WhatsApp template that supports an image header.

  2. In the WhatsApp action, choose that template in GoHighLevel.

  3. Locate the header or media URL input and add either:

    • a fixed image URL, or
    • a dynamic custom field containing the image URL.

  4. Save the action and publish or update the workflow.

Whenever the workflow trigger fires, GoHighLevel sends the WhatsApp template with the image attached via the provided URL.

Sending Video, Audio, and Documents in GoHighLevel

The process for video, audio, and document media types in GoHighLevel is similar to images, with minor changes for supported formats.

Video Messages via GoHighLevel

  1. Use a WhatsApp template that supports a video header if available.

  2. Add a public video URL (such as an MP4 file) to the media field in the GoHighLevel action.

  3. Confirm the file size and format meet WhatsApp limitations.

Audio Messages via GoHighLevel

  1. Prepare an audio file (for example: MP3) hosted on a public URL.

  2. In the WhatsApp action, choose a template or method that supports sending audio.

  3. Enter the audio file URL in the correct media field and save the GoHighLevel workflow.

Document Messages via GoHighLevel

  1. Select or create a document-based WhatsApp template (often using a document header).

  2. Upload or host your PDF, DOC, or other supported document on a public server.

  3. Insert the document URL in the media field of the GoHighLevel WhatsApp action.

With the correct URLs, GoHighLevel will handle the WhatsApp delivery for each media message type.

Test Your WhatsApp Media Workflow in GoHighLevel

Before using your automation at scale, always test the workflow in GoHighLevel.

  1. Create a test contact with your own WhatsApp number.

  2. Ensure any custom fields for media URLs are correctly populated.

  3. Manually add the contact to the workflow or trigger the event that starts the automation.

  4. Confirm on your device that the WhatsApp message arrives with the correct media attachment.

If the media does not appear, check that the URL is public, valid, and matches the format required by WhatsApp.

Best Practices for WhatsApp Media in GoHighLevel

To keep your automations efficient and compliant, follow these tips:

  • Optimize file size: Use compressed images and videos to prevent delivery issues.
  • Use descriptive filenames: Clear names help with tracking and organization.
  • Stay within WhatsApp policy: Ensure your media content respects all guidelines.
  • Monitor performance: Review workflow stats in GoHighLevel to see how contacts interact with media messages.

Proper planning and testing help ensure your GoHighLevel WhatsApp campaigns run smoothly and provide value to your audience.

Additional GoHighLevel Resources

For the original platform-specific instructions on sending WhatsApp media, see the official guide here: How to send WhatsApp media via workflow.

If you need help designing complete automation systems around GoHighLevel, CRM, and project tools, you can find expert consulting at Consultevo.

By following the steps in this article, you can reliably send WhatsApp images, videos, audio, and documents with GoHighLevel workflows, improving engagement and automating your communication process.

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