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Meta WhatsApp Credentials & Templates Setup Guide

This guide provides step-by-step instructions to set up a Meta Developer App, retrieve your Phone Number ID, Business Account ID, and Permanent Access Token, and create the required 3 Meta Utility Templates for eSchool SaaS integration.

Quick Reference Links (Meta Developer & Business Tools)​

Tool / PageDirect URLPurpose
Meta Developer Portal (Apps)developers.facebook.com/appsCreate and manage your Meta Developer App
Meta Business Managerbusiness.facebook.comManage your Meta Business Portfolio
System Users (Permanent Token)business.facebook.com/settings/system-usersGenerate permanent access tokens for API
WhatsApp Manager (Templates)business.facebook.com/wa/manage/templatesCreate & manage WhatsApp Message Templates
Meta WhatsApp Cloud API Docsdevelopers.facebook.com/docs/whatsapp/cloud-apiOfficial Meta API documentation

Step 1: Create a Meta Developer App​

  1. Go to the Meta Developer Portal Apps Console.
  2. Log in with your Facebook account associated with your Business Account.
  3. Click the green Create App button at the top-right.
  4. Select Other (or Business) as the app type and click Next.
  5. Select Business as the app type and click Next.
  6. Enter an App Name (e.g., eSchool WhatsApp Integration).
  7. Enter your App Contact Email.
  8. Under Business Portfolio, select your official Meta Business Account.
  9. Click Create App (you may be prompted to re-enter your Facebook password).

Step 2: Set Up WhatsApp Product & Get Phone Number ID & Business Account ID​

  1. On your newly created App Dashboard, scroll down to the Add products to your app section.
  2. Locate WhatsApp and click Set Up.
  3. Select your Meta Business Portfolio from the dropdown menu and click Continue.
  4. In the left sidebar navigation menu, go to WhatsApp -> API Setup (or Getting Started).

Here you will find your credentials:

┌──────────────────────────────────────────────────────────────────┐
│  WhatsApp API Setup                                              │
│                                                                  │
│  Phone Number ID:          104567890123456  [Copy]               │
│  WhatsApp Business Account ID: 109876543210987  [Copy]           │
└──────────────────────────────────────────────────────────────────┘
  • Phone Number ID: Copy the numeric value displayed under Phone Number ID.
  • WhatsApp Business Account ID: Copy the numeric value displayed under WhatsApp Business Account ID.

Adding a Production Phone Number: In the API Setup section, scroll down to Step 5: Add a phone number, enter your school's official display name and mobile number, and verify it via SMS or phone call OTP.

Step 3: Generate a Permanent System User Access Token​

Important: The temporary access token shown on the API Setup page expires after 24 hours. For production use, you MUST generate a Permanent System User Token.

  1. Navigate directly to Meta Business Settings -> System Users.
  2. Select your Business Portfolio.
  3. Click Add (or Create System User).
  4. Enter a name for the System User (e.g., eSchool WhatsApp System User).
  5. Set the System User Role to Admin.
  6. Click Create System User.

Assign Assets to the System User​

  1. Select the created System User from the list and click Assign Assets.
  2. Go to Apps -> Select your app (eSchool WhatsApp Integration).
  3. Toggle Full Control (Manage App) to ON.
  4. Click Save Changes.

Generate the Permanent Token​

  1. Select the System User and click Generate New Token.
  2. Select your App (eSchool WhatsApp Integration) from the dropdown.
  3. Under Token Expiration, select Never (or the maximum duration allowed).
  4. Under Available Permissions, check the following 2 required permissions:
    • whatsapp_business_messaging (Required to send messages)
    • whatsapp_business_management (Required to manage templates and read account insights)
  5. Click Generate Token.
  6. Copy the generated Access Token (starts with EAAG... or EAAL...) and store it securely.

Step 4: Create the 3 Required Meta Utility Templates​

Meta requires pre-approved templates under the Utility category to send business-initiated messages outside an active 24-hour window.

The eSchool SaaS integration uses 3 Meta Relay Templates with a {{1}} parameter, allowing you to edit all message texts dynamically in your school panel without re-submitting to Meta.

  1. Navigate directly to WhatsApp Manager — Message Templates.
  2. Ensure your correct WhatsApp Business Account is selected in the top-left dropdown.
  3. Click the Create Template button.

Template 1: Text Relay Template (Normal Text Messages)​

  • Category: Utility
  • Template Name: school_message (Must be lowercase with a-z, 0-9, and underscores only)
  • Language: English (US) (en_US) or your local language
  • Header: Select None
  • Body:
Hello, you have a new message from your school:

{{1}}

Thank you.
  • Sample Content for {{1}}: Your child Aarav Sharma has been marked present on 31-07-2026.
  • Footer: (Optional) e.g. School Communication Portal
  • Buttons: None
  • Click Submit.

Template 2: Document Relay Template (PDF / Document Attachments)​

  • Category: Utility
  • Template Name: school_message_document
  • Language: English (US) (en_US)
  • Header: Select Document
    • Upload a sample PDF document from your computer for Meta review.
  • Body:
Hello,

{{1}}

Please find the attached document for your reference.
  • Sample Content for {{1}}: Please find attached your fee receipt for term 1.
  • Footer: (Optional)
  • Buttons: None
  • Click Submit.

Template 3: Image Relay Template (JPG / PNG Attachments)​

  • Category: Utility
  • Template Name: school_message_image
  • Language: English (US) (en_US)
  • Header: Select Image
    • Upload a sample JPG/PNG image from your computer for Meta review.
  • Body:
Hello,

{{1}}

Please find the attached image for your reference.
  • Sample Content for {{1}}: Here is the poster for annual sports day.
  • Footer: (Optional)
  • Buttons: None
  • Click Submit.

Note: Meta utility templates containing standard placeholder parameters are typically approved automatically within a few minutes.

Step 5: Configure Credentials in School Admin Panel​

Now that you have gathered all credentials and created the templates, open your School Management System:

  1. Log in as School Admin.
  2. Go to WhatsApp Integration (Sidebar Menu) -> Setup Tab.
  3. Fill in the following fields:
FieldValue to Enter
Enable WhatsAppToggle ON
Phone Number IDCopied from Step 2
Business Account IDCopied from Step 2
Permanent Access TokenCopied from Step 3 (EAAG...)
Default Meta Relay Template (Text)school_message
Default Meta Languageen_US (or en)
Default Meta Document Templateschool_message_document
Default Meta Image Templateschool_message_image
  1. Click Save Settings.
  2. Click Test Connection (Green badge indicates successful connection).
  3. Click Send Test Message to send a test message to your personal mobile number.