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Create and Run WhatsApp Campaigns

WhatsApp Campaign 2.0 is the business-facing workflow for approved-template marketing and bulk communication. New campaign opens a full-screen composer with five steps: Goal, Audience, Message, Review and Launch.

Before you begin

Section titled “Before you begin”
  • Make sure the intended WhatsApp account is active and ready.
  • Sync templates and confirm the one you need is Approved and Sendable.
  • Record each customer’s real WhatsApp marketing preference.
  • Check notification credits before preparing a large audience.
  • Ask the owner to review the Campaign 2.0 timezone, quiet hours, frequency limits, daily ceiling and opt-out keywords.

1. Choose the goal

Section titled “1. Choose the goal”
Start a campaign draft
  1. Open Communication → WhatsApp Campaigns, or open the Campaigns tab in the WhatsApp workspace.
  2. Select New campaign.
  3. Choose the growth goal.
  4. Enter the Campaign name.
  5. Choose the Sending account and Location scope.
  6. Select Next.

Goals include filling appointment slots, bringing inactive customers back, promoting a service or offer, birthdays, package or membership renewal, store products, review requests, service or location announcements, loyalty rewards and a custom campaign.

An owner can leave Location scope at All permitted locations. A manager or staff member must select one of their permitted locations.

2. Define the audience

Section titled “2. Define the audience”

Choose one Audience source:

  • All CRM customers
  • Selected customers
  • CRM segment
  • Manual authorised recipients
  • CSV declaration

CRM audiences can be filtered by inactivity, package expiry, birthday period, tags, customer sources, unused wallet or reward balance, completed appointments without feedback, no-show history and no later booking after a no-show. Filters combine with AND; selected tags and customer sources within their own fields combine with OR.

Import a CSV declaration

Section titled “Import a CSV declaration”
Import authorised recipients
  1. Choose CSV declaration.
  2. Upload a CSV or TXT file no larger than 5 MB and select Import.
  3. Include no more than 5,000 data rows.
  4. Review the added rows shown in the recipient list and remove any record you do not intend to contact.
  5. Continue only after checking that every number has a valid consent basis.

Yepsta automatically recognises these recipient columns:

Recipient value Recognised column names
WhatsApp number phone, mobile, whatsapp, whatsapp_number, recipient_phone, customer_phone
Name name, customer_name, recipient_name
Email email, customer_email, recipient_email

Header spelling is normalised, phone numbers are normalised and duplicate numbers are removed. Rows without a usable phone number are skipped. Use the complete number with country code so the destination is unambiguous.

Section titled “Consent and eligibility”

Open the customer profile’s WhatsApp marketing preference to record Unknown, Opted in, Opted out or Suppressed, with the real source or evidence note. Marketing consent is separate from transactional appointment, invoice or order communication.

The audience review separates Matched, Excluded and Eligible recipients. Exclusions can include:

  • missing or invalid phone numbers;
  • duplicate numbers;
  • inactive or blocked customer records;
  • unknown consent when explicit opt-in is enforced;
  • opted-out or suppressed customers;
  • recently contacted customers or a reached frequency limit; and
  • missing values required by the selected template.

Manual and CSV recipients are matched to CRM consent where possible. Eligibility is checked again at launch and immediately before sending, so the final count can change.

3. Select and map the message

Section titled “3. Select and map the message”

Campaign 2.0 sends approved templates; it does not provide a free-form bulk-message composer.

Map the approved template
  1. Choose an Approved template belonging to the selected sending account.
  2. Confirm the template language and review the message preview.
  3. For every required slot, choose Yepsta field or Fixed value.
  4. For an image, video or document slot, choose the file and select Upload.
  5. Map each header, body, button and carousel-card slot separately.
  6. Select Next. Yepsta validates the mapping and prepares the audience review.

Supported Yepsta fields

Section titled “Supported Yepsta fields”
Group Available fields
Customer Name, first name, last name, mobile, email, customer ID, birthday, reward balance, wallet balance
Business Name, mobile, email, address, public profile URL, store URL, booking URL
Location Name, mobile, address, booking URL, map URL
Campaign Campaign name

Yepsta field resolves separately for each eligible recipient. Fixed value sends the same value to every recipient in this campaign, so use it only for shared content such as an offer label or a reviewed URL suffix.

The current composer does not expose a fallback-value field. If a required Yepsta field is blank for a recipient, that recipient can be excluded or the preflight can block the launch. Correct the CRM data or deliberately use a fixed value; do not rely on an unstated fallback.

Map headers, buttons and cards

Section titled “Map headers, buttons and cards”
  • A text header, body variable or card-body variable needs one mapped value for every required slot.
  • A media header needs an uploaded image, video or document of the required type.
  • A quick-reply button needs its required reply payload value.
  • A dynamic URL button maps only the variable suffix; the approved HTTPS prefix remains part of the template.
  • A copy-code button needs the coupon value that will be sent.
  • Static phone, catalog and non-dynamic URL buttons do not require campaign-time mapping.
  • Each carousel card has separate media, body and button slots. Upload and map every card independently.

Campaign media supports JPEG or PNG images up to 5 MB, MP4 or 3GP video up to 16 MB, and PDF, TXT, DOC or DOCX documents up to 100 MB. Uploaded media is campaign-wide; the current mapping screen does not select different media from an arbitrary CSV column for each recipient.

If a synced template’s component structure changes after a draft was saved, the old mapping becomes stale. Open Edit, select the template, review every required slot and save the draft again.

4. Review, test and schedule

Section titled “4. Review, test and schedule”

The Review step shows matched, excluded and eligible totals with the available exclusion summary.

Review the campaign
  1. Check the audience counts and exclusion reasons.
  2. Leave Schedule blank to prepare an immediate send, or choose a future time in the displayed business timezone.
  3. Enter an Authorised test number and select Test if you have test-send access.
  4. Check the received text, media, links, buttons, card order and customer-specific values.
  5. Select Save draft whenever you need to stop before launch, or select Next to continue.

A test is sent to the number you enter, but its variables come from the first eligible sample recipient in the saved campaign audience. The test number’s own CRM record does not replace that sample data.

Quiet hours and other owner safety settings still apply to actual campaign processing. A test does not replace the final account, template, consent, recipient, mapping, media, schedule or credit checks.

5. Run preflight and launch

Section titled “5. Run preflight and launch”

The Launch step summarises the campaign, account, template, timezone and eligible audience.

Confirm the launch
  1. Resolve every item under Launch blockers.
  2. Confirm that the eligible count and exclusion count are expected.
  3. Check the current WhatsApp credit balance in Notification Centre.
  4. Select Schedule for a future campaign or Send now for an immediate campaign.
  5. Confirm the action in the confirmation dialog.

Before accepting the launch, Yepsta rechecks account readiness, template approval and sendability, mapping freshness, required media and values, phone validity, consent and suppression, frequency and daily limits, and available credits. A schedule must be in the future.

When Campaign 2.0 enforcement is enabled, credits are checked for the full eligible audience and debited per recipient send attempt. If no provider message is created, that recipient’s debit is restored. A later delivery failure does not imply a refund.

The expected result is Scheduled for a future launch or Queued for an accepted immediate launch. Meta still controls provider acceptance and delivery; neither status guarantees delivery or a read.

Save, edit and control campaigns

Section titled “Save, edit and control campaigns”

Campaign statuses include Draft, Scheduled, Queued, Processing, Paused, Completed, Completed with failures, Failed and Cancelled.

  • Edit is available for a draft or scheduled campaign.
  • Duplicate creates a new draft from the selected campaign.
  • Pause is available for scheduled, queued or processing campaigns.
  • Resume is available for a paused campaign.
  • Cancel stops remaining queued recipients when the campaign is not already final.
  • Retry transient appears for failed campaigns or campaigns completed with failures. It retries eligible transient or credit-related failed/skipped recipients, not recipients that already succeeded.
  • CSV exports recipient delivery results when you have export permission.

Review delivery and results

Section titled “Review delivery and results”

Select a campaign to review matched, eligible, excluded, sent, delivered, read, failed and conversion totals. The detail view also includes:

  • a Delivery funnel for queued, sent, delivered, read and replied;
  • Conversions for bookings, completed appointments, store orders, revenue, direct and assisted results;
  • grouped Exclusions and Failure reasons; and
  • the latest 100 recipients, with search and status filters, when you have recipient-view access.

With export permission, select CSV to download recipient, phone, status, reason and delivery-time fields. Protect the export as customer data.

Conversion figures are operational attribution. They do not prove that one campaign caused a booking, order or revenue event.

Troubleshooting

Section titled “Troubleshooting”
  • Template is missing: Select the sending account first, sync templates and use one that is Approved and Sendable.
  • Mapping is incomplete or stale: Map every required header, body, button and card slot, then save the draft again.
  • Media will not upload: Check the file type and size and confirm the sender is ready.
  • No eligible recipients remain: Review phone validity, duplicates, consent, suppression, CRM data and safety exclusions.
  • A dynamic field is blank: Correct the customer/business/location data or use a deliberate fixed value.
  • CSV data is not offered for mapping: Only the recognised name, phone and email columns are imported; arbitrary CSV fields are not supported in the current composer.
  • Test uses unexpected customer details: The test renders from the first eligible sample recipient, not from the destination number.
  • Launch is blocked by credits or limits: Review Notification Centre credits and the owner’s Campaign 2.0 safety settings.
  • Delivery later fails: Review the recipient reason before retrying. Meta approval and provider acceptance do not guarantee final delivery.

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