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How can I ensure my Excel sheet is correctly formatted for variable mapping?

Formatting Your Excel/CSV for WhatsApp Template Variables


When sending personalized WhatsApp campaigns, your Excel or CSV file must be formatted correctly so that template variables (e.g., ``, ``) map seamlessly to real customer data.


Warning : If the file is misformatted, your campaign may fail, variables will remain blank, or messages may be rejected during launch.



🔑 What Are Template Variables?


Variables are placeholders inside your WhatsApp template that get replaced with real data from your file.


Example template:

Hi , your payment of ₹was received on .


  • `` → Customer name
  • `` → Payment amount
  • `` → Payment date



📊 Valid vs. Invalid Excel Formats


Template Variable

✅ Valid Format (Correct Column Header + Value)

❌ Invalid Format (What Not to Do)

``

customer_name → John Doe

CustomerName (header mismatch) or blank cell

``

amount → 1500

1,500 INR (symbols mixed into value)

``

date → 23 July 2025

23/7/25 (ambiguous format) or left blank



🧭 Steps to Match Variables


  1. Prepare Your File
  • Create headers that match your variable values (e.g., customer_name, amount, date).


  1. Check Formatting
  • Ensure values are clean (no extra spaces, no special characters).


  1. Upload During Campaign Setup
  • Choose your file in .XLSX or .CSV format.


  1. Map Variables
  • On the variable mapping screen, assign each placeholder (e.g., ``) to the correct column.


  1. Preview Messages
  • Verify sample messages display correctly before launch.



⚠️ Common Issues & Fixes


Issue

Result

Fix

Missing required column

Campaign won’t launch

Add missing header and re-upload

Header mismatch (e.g., CustomerName)

Variables don’t map

Rename to match (customer_name)

Wrong column order

Data maps incorrectly (if platform uses positional mapping)

Use dropdown mapping or reorder

Blank cells in critical fields

Message may fail or look incomplete

Set fallback values (e.g., “Customer”)



✅ Best Practices


  • Use lowercase headers with underscores (e.g., first_name)—never spaces.
  • Always preview messages before launching.
  • Set fallback values for critical variables (e.g., “Customer” for missing names).
  • Save and reuse a Sample File from the campaign builder to avoid manual mistakes.
  • Standardize data formats (e.g., dates as DD MMM YYYY, amounts as numbers only).



📌 Summary: A clean, well-structured Excel/CSV ensures smooth variable mapping, prevents errors, and helps WhatsApp campaigns run successfully.

Updated on: 23/09/2025