How to send a message using ChurchTrac's Automated Messaging feature

While traditional phone trees can be both slow and tedious, ChurchTrac’s automated messaging feature allows you to automatically call and deliver a message to every phone number on your list. You can use the messaging feature to send prayer requests, to remind members of a time change, to report schedule changes due to inclement weather, to request volunteers, to notify groups of meetings and/or rehearsals, and so much more. To send an automated message, follow these steps:

1. To send an automated message, go to the People screen and filter the list to show only your message recipients. You can perform a Quick Search or a Filter/Search to identify the recipients. For help on using the Filter/Search feature, see this knowledgebase article.  Once the desired list of names appears on the People screen, click on Output Options on the top toolbar. Choose the Automated Message Service option.

2. A second option for selecting recipients is to click on the Output Options on the toolbar, choose the Automated Message Service option and then click the blue "Manually Select or Unselect Output Option Names" button at the top of the screen.

The list of names and phone numbers to contact will now appear in the white box. If the phone number does not include an area code, it will be listed as "Not Valid" and ChurchTrac will not contact this number. ChurchTrac will also identify duplicate numbers (for example husbands and wives with the same home number) and only contact the number once.
 

Checking Your Credit Balance

Note. Before you can send a message, you will need to fund an automated messaging account by adding credits to that account. If you have not done so already, purchase some messaging credits or request a trial of the messaging feature. Also, an internet connection is required to use the Automated Messaging features.

Your church phone number will serve as your automated messaging account number, as well as your caller ID on outgoing calls. When you purchase credits or request a trial, be sure to enter the correct phone number so that you credits will be applied to the correct account.

Enter your church phone number in the "Your Phone Number" field (just enter the area code plus phone number without a prefix). When you click the "Get Credit Balance" button, ChurchTrac will display the number of available credits in your account.

Delivering your Message

ChurchTrac offers two types of messages:

• You can select a pre-recorded audio file that contains your message. Most versions of Windows have a "Sound Recorder" in the Start menu. Using your computer's microphone, you can record a message, then save the audio file. Most notebook computers have a built-in microphone. Desktop computers typically need to have an external microphone or headset in order to record a message.
   
• You can type your message, and ChurchTrac will convert the text to speech and "speak" your message to the recipients. When you choose this option, ChurchTrac will use a computer-generated voice, so be sure to identify who is calling at the beginning of your message.
   

Select a delivery option from the list of choices, then click the "Deliver" button. ChurchTrac will check your available credit balance and prompt you to accept the number of credits that sending this message will consume. Your message will go out immediately. If someone is not available to answer, ChurchTrac will also deliver to an answering machine. If a phone line is busy or someone doesn’t have an answering machine, ChurchTrac will attempt to deliver your message 3 more times. After your messages have been delivered, you can click on the “Get Delivery Status Report” button to see an overview of how many messages were delivered, how many calls were answered by a live person, how many voice messages were left, and how many messages were undelivered.

Messaging Tips

For the best results, follow these simple tips:

• Try to keep your message brief. While you can send a message that is up to 1 and a half minutes long, each 30 second increment uses an additional credit. So a 25 second message to 5 recipients will use only 5 credits (1 credit per recipient), but a 35 second message to 5 recipients will use 10 credits (2 credits per recipient).
   
• Be sure to identify who the message is from. At the beginning of your message, clearly identify yourself or your church so the recipient won't have to guess.
   
• Send messages at a reasonable time. If you try to send a message before 9 AM or after 9 PM, ChurchTrac will first prompt you. Messages are delivered immediately, so be sure to call or text at a convenient time, or at a time when a message can be left on a person's voice mail.