GoHighLevel Adds Rich WhatsApp Media Messaging to New Conversations UI

Send files and captions and manage media inside WhatsApp chats directly from your GoHighLevel CRM

GoHighLevel has launched a game-changing update in the New Conversations UI (Labs) Rich WhatsApp Media Messaging. If you’re using WhatsApp to communicate with leads or clients, this feature enhances the entire experience by allowing you to send media files with captions, manage attachments, and integrate directly with your CRM’s media storage.

Whether you’re sending proposals, PDFs, onboarding documents, or demo videos, this update turns WhatsApp into a fully functional client communication tool without needing to switch platforms.

Key Takeaways

📎 Add captions to WhatsApp media messages
🗂️ Share images, documents, audio, and video files directly inside GoHighLevel
🔁 Use existing files from Media Storage for faster communication
🔒 Avoid file expiration with Add to Documents
🛠️ Improved reliability and fixed common messaging bugs
🔄 Available now in New Conversations UI (Labs)

Send WhatsApp media with captions for better clarity

Adding a caption to WhatsApp media messages helps you deliver files with context. Whether you’re sending an invoice, a proposal, or a short video, captions ensure your recipient understands what the file is and why it matters.

Use case example:
A digital agency sends a PDF proposal with the caption:

“Here’s your tailored marketing plan for Q2. Let us know if you’d like to schedule a strategy call.”

✅ How it works:

Compose your message and attach your file(s)
The message text becomes the caption
When sending multiple files, the caption applies to all

Keywords used: WhatsApp captions, send media in WhatsApp, GoHighLevel WhatsApp messaging

Send all WhatsApp-supported file types

GoHighLevel now supports the full range of WhatsApp Business API media types, allowing businesses to send important documents and media files without limitations.

Type	Formats	Max File Size
Images	JPG, JPEG, PNG	5MB
Videos	MP4, 3GP	16MB
Audio	MP3, AAC, M4A, AMR	16MB
Documents	PDF, DOCX, XLSX, PPTX, TXT, etc.	100MB

This opens the door to:

📄 Sending contracts and proposals (PDF, DOCX)
📊 Sharing spreadsheets with client data (XLSX)
🎞️ Uploading video walkthroughs or demo reels (MP4)
🎧 Distributing audio training or support files (MP3)

Keywords used: WhatsApp file support, send documents via WhatsApp, share videos in WhatsApp

Browse and attach media from GoHighLevel’s Media Storage

One of the most powerful additions is the integration of media storage inside WhatsApp conversations. You can now reuse files—without re-uploading them every time.

✅ Benefits:

🔁 Use pre-approved assets for faster replies
📁 Preserve original file names for a professional look
🔄 Send unlimited media without clogging your storage
🔒 Prevent expired links by adding media to your CRM’s document library

How to do it:

Open a WhatsApp chat in New Conversations UI
Click the attachment icon
Select a file from Media Storage
Add a caption (optional) and hit send

Keywords used: Media Storage GoHighLevel, reusable media WhatsApp, WhatsApp CRM document sharing

Prevent file expiration with Add to Documents

WhatsApp media can expire over time. To avoid this, GoHighLevel now allows you to store those files inside the CRM using Add to Documents.

This ensures:

Critical customer files aren’t lost
Your team has easy access to old files during support or upselling
Client conversations remain complete and traceable

For businesses that rely on client documentation, this adds a layer of security and professionalism to every interaction.

Keywords used: WhatsApp file expiration, store WhatsApp files, secure WhatsApp CRM messaging

Improved reliability and fixed bugs

GoHighLevel’s WhatsApp Conversations now run smoother than ever with several reliability improvements.

✅ Fixes included:

No more duplicated media when replying
Broken document thumbnails are now resolved
Files retain their original names (no more “Untitled”)
Messages with both text and media now appear as one clean message
The composer layout improved when combining links + files

This update isn’t just functional; it’s polished.

Keywords used: GoHighLevel bug fixes, WhatsApp message formatting, WhatsApp file reliability

Real-world use cases

Marketing & Sales Teams

Send personalized decks, client reports, or case studies straight from WhatsApp. Add clear captions to give files context.

Customer Onboarding

Easily share contracts, guides, and welcome materials stored in Media Storage, eliminating repeat uploads.

Support Teams
Respond with instructional videos, documentation, or screenshots, all while preserving customer communication history.

Agencies & Coaches

Automate sending onboarding documents, session materials, or deliverables without leaving GoHighLevel.

Keywords used: CRM file sharing, WhatsApp for agencies, send onboarding docs WhatsApp

How to enable the New Conversations UI

To access the Rich WhatsApp Media Messaging features, you’ll need to enable the New Conversations UI inside GoHighLevel Labs.

✅ Steps:

Go to Conversations inside GoHighLevel
Click Labs in the top navigation
Enable New Conversations UI
Start chatting via WhatsApp with full media support

No extra integrations or apps needed—this lives directly inside your CRM.

Keywords used: enable WhatsApp in GoHighLevel, GoHighLevel Labs, New Conversations UI

Automate WhatsApp messaging with workflows

Combine this new messaging power with GoHighLevel Workflows for full automation.

✅ Build automations such as:

Sending onboarding PDFs after form submissions
Sending invoices via WhatsApp after a Stripe payment
Sharing calendar links after a booking is confirmed
Triggering reminders with rich media and captions

You can use WhatsApp-specific filters like

“The reply channel is WhatsApp.”
“Wait for WhatsApp reply.”
“Send WhatsApp template.”

📚 Learn how to automate WhatsApp messages with workflows

Keywords used: WhatsApp workflow automation, automate WhatsApp in GoHighLevel, WhatsApp CRM triggers

Frequently Asked Questions

Is this feature included in all plans?

Yes, but it requires access to the New Conversations UI. WhatsApp usage fees may still apply.

Can I send media in automated workflows?

Yes, you can attach documents or use pre-approved templates in WhatsApp messages triggered by workflows.

What’s the max file size I can send on WhatsApp?

Images: 5 MB
Videos/Audio: 16MB
Documents: 100MB

Can I use this with the old Conversations UI?

No. This is exclusive to the New Conversations UI (Labs).

Where is Media Storage located?

Media Storage can be accessed when attaching a file in a WhatsApp conversation.

Conclusion

GoHighLevel’s Rich WhatsApp Media Messaging update makes it easier than ever to share documents, explain files with captions, and store client communications—all from one place.

For any business using WhatsApp as part of their sales, support, or onboarding process, this feature is a major win.

✅ Communicate with more context
✅ Avoid switching tools or losing files
✅ Save time by reusing approved content
✅ Build trust with professional, consistent delivery

Enable the New Conversations UI (Labs) today and start transforming the way you connect with your customers through WhatsApp.

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