4. Variables and Substitutions for WhatsApp Web Bulk Messaging

What are substitutions

Substitutions (variables) are special markers in text that are automatically replaced with real data from your Excel table.

Substitution format

{{Column Name}}

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📝 Standard substitutions

Available automatically after loading Excel:

• {{Phone Number}} — recipient’s phone number
• {{Name}} — name from the table
• {{Status}} — current message status
• {{Sender Phone}} — your WhatsApp account number

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🖱️ How to insert a substitution

Method 1: Double-click (recommended)

1. Click in the message field — position cursor where needed
2. Double-click on a column header in the table
3. Substitution will be automatically inserted at cursor position

💡 Tip: Column headers highlight on hover and have a tooltip “Double-click to insert”

Method 2: Manual input

Type manually: {{ + column name + }}

⚠️ Important: The name must exactly match the column header in the table

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✍️ Personalization examples

Example 1: Simple greeting

Template:
Hello, {{Name}}!

Table:

{{Phone Number}}	{{Name}}
79991234567	John

Result:

Hello, John!

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Example 2: Complex message

Template:

Hello, {{Name}}!

We confirm your application.
Contact number: {{Phone Number}}

Best regards,
Support Team

Result:
Hello, John!

We confirm your application.
Contact number: 79991234567

Best regards,
Support Team

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Example 3: Using additional columns

Any column from your Excel automatically becomes a substitution!

Table:

Phone	Name	Order Amount	Delivery Date	Address
7999…	John	$50	10/25/2025	123 Main St

Template:

{{Name}}, your order for {{Order Amount}} 
will be delivered on {{Delivery Date}} 
to: {{Address}}

Result:

John, your order for $50 
will be delivered on 10/25/2025 
to: 123 Main St

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⚠️ Important rules

1. Exact name matching

• ✅ Correct: {{Recipient Name}}
• ❌ Incorrect: {{recipient name}} or {{Name}}

2. Case sensitivity

{{Name}} and {{name}} are different substitutions

3. Spaces are counted

• If header is "Recipient Name" — use {{Recipient Name}}
• If header is "Recipient_Name" — use {{Recipient_Name}}

4. Empty values

If a cell in Excel is empty — the substitution will also be empty

Example:

• Template: Hello, {{Name}}!
• If name is empty → Hello, !

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🎯 Practical tips

Pre-send verification

Use the “Preview” button to check:

1. Click “Preview”
2. See how the message will look with real data
3. Verify substitutions are correct

Working with names

If some recipients don’t have names:

Hello{{Name}}!

Result:

• With name: HelloJohn! (no space — needs to be added)
• Without name: Hello!

Better approach:

Hello, {{Name}}!

or

Hello!

Creating templates

Save ready templates using the “Save template” button:

• Template saves to a .txt file
• Can be loaded later via “Load template”
• Convenient for recurring mailings

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💡 Examples for different scenarios

Meeting reminder

{{Name}}, reminder about your appointment on {{Date}} at {{Time}}.
Address: {{Address}}

Delivery notification

Hello, {{Name}}!
Your order #{{Order Number}} has been delivered.
Amount: {{Amount}}

Birthday greeting

{{Name}}, happy birthday! 🎉
Special discount for you: {{Discount}}%

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