Campaigns
Send WhatsApp messages to groups of guests using campaigns.
Overview
Campaigns let you send a WhatsApp message to a group of guests at once. You choose a message template, select the guests to send to, and either send immediately or schedule the message for a specific date and time.
Use campaigns when you want to send the same message to many guests — for example, an event reminder, a confirmation, or an important update.
Where to find it
Go to WhatsApp, then select the Campaigns tab to see your existing campaigns, or select New Campaign to create one.
Before you start
- You need the whatsapp.campaign.view permission to view campaigns.
- You need the whatsapp.campaign.create permission to create a new campaign.
- At least one approved WhatsApp message template must be available. Templates are set up in the Template Library.
- Guests must be organized into Tags if you want to send to a group.
- Each guest must have a phone number saved in their profile to receive the message.
Campaign statistics
At the top of the Campaigns page, you will see summary cards showing the total number of campaigns and the overall delivery performance across all campaigns:
| Stat | What it means |
|---|---|
| Campaigns | Total number of campaigns created for this event. |
| Sent | Total messages that were successfully sent. |
| Delivered | Total messages confirmed as delivered to the guest's device. |
| Read | Total messages that the guest opened. |
| Failed | Total messages that could not be delivered. |
How to create a campaign
Step 1 — Open New Campaign
Go to WhatsApp → New Campaign.
Step 2 — Name the campaign (optional)
Enter a name in the Campaign name field. This is for internal use — guests will not see it. If you leave it empty, Evencia will generate a name automatically.
Step 3 — Select recipient tags
In the Send to tags field, select one or more guest groups (tags) who should receive this campaign. The page will show how many guests are in those groups and how many have a phone number.
Step 4 — Choose when to send
By default, the campaign will be sent immediately when you create it.
To schedule the campaign for later, turn on Schedule for later and choose a date and time. Scheduled campaigns can be paused or edited before they go out.
Step 5 — Select a template
Choose a WhatsApp message template from the list. Only approved templates appear. If you don't see any templates, go to the Template Library to add some.
Step 6 — Fill in the template variables
Most templates contain placeholder fields that are filled in with guest-specific information when the message is sent — for example, the guest's name or their registration link. Evencia shows a list of available fields you can map to each placeholder.
If the template has a header image, video, or document, you can upload the file here.
Step 7 — Create the campaign
Select Create Campaign. If you chose to send immediately, messages will start sending right away. If scheduled, the campaign will wait until the selected time.
You will be taken to the campaign detail page where you can track progress.
Campaign statuses
| Status | What it means |
|---|---|
| Draft | The campaign is waiting to be processed. |
| Scheduled | The campaign will be sent at the scheduled time. |
| Suspended | The campaign has been paused before sending. |
| Sending | Messages are currently being sent. |
| Completed | All messages have been sent successfully. |
| Partial | Some messages were sent but others failed. |
| Failed | The campaign could not be sent. |
Campaign detail page
Select any campaign from the list to open its detail page. You will see:
- A summary of how many messages were sent, delivered, read, and failed.
- A list of every guest the campaign was addressed to, with their individual status.
- Any error messages for guests whose messages failed to deliver.
You can search the recipient list by name using the search bar.
Resyncing statistics
If the delivery numbers look incorrect, select Resync stats to recalculate them from the message log. This is useful if numbers appear to be out of date.
Managing campaigns
Suspending a campaign
If a campaign is Scheduled and has not yet been sent, you can suspend it to stop it from going out. Select the Pause button on the campaign. The campaign will hold until you resume it.
Resuming a campaign
Select the Play button on a suspended campaign to resume it. If the scheduled time has already passed, the campaign will be sent immediately when you resume it.
Editing a campaign
You can edit a campaign that is Scheduled, Suspended, or in Draft status, as long as no messages have been sent yet. Select the Edit button (pencil icon) on the campaign.
Once any message has been sent, the campaign can no longer be edited.
Sending to selected guests directly
You can also send a WhatsApp campaign to a specific list of guests you have selected from the Guests page. This is useful when you want to message a custom set of individuals rather than an entire tag group.
To do this, go to Guests, select the guests you want to contact, and choose Send WhatsApp from the bulk actions menu.
Common problems
No templates appear
Your event does not have any approved WhatsApp templates available. Go to Template Library to add and submit templates for approval by Meta.
Some guests did not receive the message
Only guests with a phone number saved in their profile can receive WhatsApp messages. Check the campaign detail page for error messages next to the affected guests.
I cannot edit my campaign
Only campaigns that have not yet sent any messages can be edited. Once sending has started, the campaign is locked.
The "New Campaign" button is not visible
You do not have the Campaign: Create permission. Contact your administrator.
Tips
- Schedule campaigns in advance so you have time to review and suspend them if needed.
- Check the Message Logs after a campaign completes to see which messages were delivered and read.
- Use Tags carefully — only guests in the selected tag groups will receive the campaign.