What Excel/CSV format do I need so template variables map correctly?

What Excel/CSV format do I need so template variables map correctly?

⚡Quick answer -

Create a .CSV or .XLSX file with clear, lowercase headers (e.g., customer_name, amount, date). Clean every value, keep one row per contact, then map each column to its matching template placeholder on the variable-mapping screen. Misformatted files cause blank variables or campaign failure.

When should I use this guide?

Use it right before you upload an audience file for a personalised WhatsApp campaign. Following these steps prevents mapping errors, blank variables, and template rejections.

1. How template variables work

Template variables are placeholders that pull real data from your sheet.

Example template:

• {{1}} → Customer name

• {{2}} → Payment amount

• {{3}} → Payment date

2. Valid vs. invalid Excel formats

Template Variable

✅ Valid format (header ➜ value)

❌ Invalid format (what NOT to do)

{{1}}

customer_name ➜ John Doe

CustomerName (header mismatch) or blank cell

{{2}}

amount ➜ 1500

1,500 INR (symbols mixed into value)

{{3}}

date ➜ 23 July 2025

23/7/25 (ambiguous) or blank

3. Steps to match variables

  1. Prepare your file – create headers that match your variable types mentioned while creating templates(customer_name, amount, date).
  2. Check formatting – remove extra spaces & special characters.
  3. Upload during campaign setup – choose your .XLSX or .CSV.
  4. Map variables – on the mapping screen, assign each placeholder (e.g., {{1}}) to its column.
  5. Preview messages – make sure sample messages look correct before launch.

4. Common issues & fixes

Issue

Result

Fix

Missing required column

The file upload will give error

Add the missing header and re-upload

Header mismatch (CustomerName)

Variables won't be mapped correctly

Rename header to customer_name

Wrong column order (if positional)

Data maps incorrectly

Use the dropdown mapper or reorder

Blank cells in critical fields

The message fails or looks incomplete

Set fallback (e.g., “Customer”)

5. Best-practices checklist

✔ Use lowercase headers with underscores (no spaces).

✔ Standardise data (dates as DD MMM YYYY, amounts as numbers only).

✔ Set fallback values for critical variables.

✔ Always preview messages before launching.

✔ Save and reuse the sample file from the campaign builder to avoid manual errors.

Keywords: Excel variable mapping, WhatsApp template, CSV header format, campaign upload