How to Use WhatsApp Media Templates in GoHighLevel
If you manage client communication in tools like ClickUp and want consistent, compliant WhatsApp outreach, learning how WhatsApp media templates work inside GoHighLevel is essential. This guide walks you through each step, from requirements to sending your first media-based template message.
WhatsApp media templates let you send images, documents, and other media as part of structured messages that Meta/WhatsApp pre-approves. Inside GoHighLevel, these templates integrate with conversations, automation, and contact records so you can scale communication while staying compliant.
What Are WhatsApp Media Templates in GoHighLevel?
WhatsApp media templates are message templates that include:
- Text (body and optional header)
- Variables that auto-fill contact data
- Buttons for quick replies or call-to-action
- Media elements such as images or documents
In GoHighLevel, you use these approved templates to start WhatsApp conversations or re-engage contacts after the 24-hour session window, while keeping your account in line with WhatsApp Business policies.
Prerequisites for Using WhatsApp Media in GoHighLevel
Before you can send any media template through GoHighLevel, ensure you have the following items in place:
- An active WhatsApp Business API connection configured in your GoHighLevel account
- At least one approved WhatsApp media template created in your WhatsApp Business Manager and synced to GoHighLevel
- Permission and access to the Sub-Account where you will send messages
- Contacts with valid WhatsApp-enabled phone numbers
If any of these pieces are missing, media templates may not show or messages can fail to send.
Accessing WhatsApp Media Templates in GoHighLevel
Once your WhatsApp integration is active, you can access templates directly inside the conversation interface.
Steps to Open WhatsApp Templates in GoHighLevel
- Log in to your GoHighLevel account.
- Select the relevant Sub-Account from your account switcher.
- Navigate to Conversations in the left-hand menu.
- Open an existing conversation with a contact or start a new conversation from the contact record.
- Confirm that the communication channel is set to WhatsApp for that contact.
When the contact is reachable via WhatsApp, the system will allow you to select approved templates, including media-based versions.
How to Select a WhatsApp Media Template in GoHighLevel
Inside an eligible WhatsApp conversation, you can select your pre-approved media templates.
Choosing a Template in the Message Composer
- In the conversation window, click the Template or WhatsApp Template option in the message composer area.
- A list of available WhatsApp templates, including media templates, will appear.
- Use filters or the search bar (if available) to locate the desired media template.
- Click on the desired media template to preview its content and structure.
GoHighLevel will show you the template body, variables, buttons, and media requirements so you can confirm you have the correct version selected.
Filling Variables in GoHighLevel WhatsApp Media Templates
Most WhatsApp templates contain variables (placeholders) that GoHighLevel can automatically populate from contact data.
How to Map Variables Before Sending
- After selecting your WhatsApp media template, review the template preview that loads in the composer.
- Identify any variables such as
{{1}},{{2}}, or named placeholders. - GoHighLevel will either auto-map these to standard fields (for example, contact name) or display input fields for manual entry.
- Confirm or edit each variable value so the final message matches your context.
- Double-check spelling and personalization details before proceeding.
Accurate variable mapping ensures your WhatsApp media messages feel personal and clear to the recipient.
Attaching and Managing Media in GoHighLevel Templates
Media templates in GoHighLevel may require specific media types such as images, PDFs, or documents that match the approved template structure.
Working With Required Media Fields
- In the media template preview, verify if an image, document, or other media is required.
- If GoHighLevel allows uploading at send-time, click the media upload area or Upload button.
- Select the file from your computer or from your media library, depending on your account configuration.
- Ensure the file format, size, and aspect ratio follow WhatsApp Business policies.
- Wait for the file to upload completely before sending the message.
Some media templates are locked to specific assets that were approved with Meta, while others permit dynamic media attachments each time you send the template.
Sending WhatsApp Media Templates from GoHighLevel
After variables and media items are filled, you are ready to send your message from within GoHighLevel.
Final Steps to Send the Media Message
- Review the full message preview, including text, buttons, and media.
- Verify that the correct WhatsApp number is selected for the contact.
- Confirm that there are no missing variables or media errors.
- Click Send to dispatch the template message.
- Monitor the status indicators in GoHighLevel (such as sent, delivered, or failed) for real-time feedback.
If the message fails, check template approval status, account limits, or any error message displayed in the conversation thread.
Using WhatsApp Media Templates in GoHighLevel Automation
Beyond one-to-one conversations, you may be able to trigger WhatsApp media templates via workflows and campaigns, depending on your GoHighLevel configuration.
Typical Automation Use Cases
- Sending booking confirmations that include PDF tickets or itineraries
- Delivering onboarding documents when a new client is added
- Sharing product images after a lead submits a form
- Sending reminder messages containing brochures or catalogs
When configuring these automations, always choose the correct WhatsApp media template and map workflow fields to template variables, just as you do for manual sends.
Best Practices for GoHighLevel WhatsApp Media Templates
To maintain high deliverability and compliance while using WhatsApp media through GoHighLevel, keep these practices in mind:
- Respect opt-in: Only message contacts who have explicitly consented to WhatsApp communication.
- Keep messages clear: Use concise copy that explains the purpose of the media you are sending.
- Optimize media size: Compress files where possible to speed delivery and reduce failures.
- Use meaningful file names: Clear media naming helps internal teams and improves organization.
- Monitor template performance: Track delivery and response rates to refine your messaging strategy.
Troubleshooting WhatsApp Media in GoHighLevel
If you encounter issues sending media templates through GoHighLevel, review these common troubleshooting steps:
- Confirm the WhatsApp Business API connection is active in your account.
- Check that the template you are using is fully approved by Meta/WhatsApp.
- Verify the contact’s phone number is correct and WhatsApp-enabled.
- Ensure media format and file size meet WhatsApp guidelines.
- Look at any error messages in the conversation thread for specific clues.
For deeper configuration details and the latest requirements, refer directly to the official documentation for WhatsApp media templates in GoHighLevel on the provider help center.
Additional Resources for GoHighLevel Users
To expand your use of messaging and automation, you can explore more GoHighLevel training, templates, and implementation guides from specialist agencies and the official help center.
- Visit the official step-by-step documentation here: How to Use the WhatsApp Media Templates.
- For broader CRM and automation strategy, you can also explore resources at Consultevo, which offers consulting around marketing operations and business systems.
By following the steps in this guide and aligning with official documentation, you can confidently use WhatsApp media templates inside GoHighLevel to deliver richer, more engaging customer communication at scale.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your GHL , work with ConsultEvo — trusted GoHighLevel Partners.
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