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 Help Topics / People & Families / Sending Emails With ChurchTrac

Sending Emails With ChurchTrac

ChurchTrac makes it easy to send emails to one person, a group, or your entire church directory. This guide walks you through the process step by step.

Using Mailchimp to send your church email newsletters? Check out our ChurchTrac Mailchimp Integration ›

  • Before You Email Your Church
  • Emailing Your Church
  • Email Templates
  • FAQS

Before You Email Your Church

Step 1: Choose Your Preferred Email Method

By default, email is built-in and ready to go. However, ChurchTrac has multiple email-sending methods available. You can choose your preferred email method in the Settings screen. Navigate to Settings Admin Settings Bulk Email Settings to do this. Learn More about Email Options & Settings ›

Setting up email in ChurchTrac

Step 2: Customize Your ChurchTrac Mail Keyword

Before sending an email, you’ll want to ensure your email address is correctly set up. Your ChurchTrac Mail address is based on your Church Connect URL keyword. If you haven’t customized your keyword yet, follow these steps. Learn more about Customizing Your Keyword ›

Customize Connect URL keyword

Step 3: Create a Contact Card and Share it

To start, provide your church’s contact information as a contact your congregation can save on their phones. By doing so they are consenting to their carriers they want to receive emails and text messagess from the church.

To share it, post a QR Code that congregants can scan to save the church’s contact information directly to their phone.
Ensure the contact card includes the church’s name, SMS number, and email address.

Bonus: Read our User Guide on Preventing Blocked Emails and Texts

To make sure your church's communication reaches everyone effectively, it's crucial your members take specific steps to avoid issues like blocked messages. Follow these steps to ensure that your emails and SMS messages are delivered without any disruptions. Learn more ›

Emailing Your Church

Below are the 4 easy steps to send an email in ChurchTrac:

Step 1. Select the Email Tab

The Email tab is found by navigating to People Messaging Email.

How to mass email your church in ChurchTrac

Step 2. Choose who to Email

You are given the option to Email individuals or a specific Smart List or Group.

Select who to send mass emails to at your church

If you only want to include the checked names in your email, check the names on the People Screen first.

Emailing individuals in ChurchTrac

Then open the Messaging screen and select the "Include only the names that are checked on the People Screen" option.

Messaging individuals in ChurchTrac

Step 3. Compose your Message

Start by composing your email subject and body using the built-in "Email Editor." You can change font types, styles, and sizes, or use code view to insert custom HTML. For more visual or reusable emails, like newsletters or event updates, consider using the "Email Builder" instead. Learn more in the Email Templates section below.

The Editor is best for quick, text-based emails like leadership messages or reminders. This is the standard tool used in the steps above.
Type your email to your church

Step 4. Email Attachments (Optional)

To attach a photo or PDF, drag and drop that file into the box with the dotted line above the "Send" button, or select that box to open your computer's files and choose the item you wish to attach.

Mass church email attachements

Step 5. Preview, Test, and Send your Email

After you have composed your email, you can preview it and send yourself a test message to ensure that your email sends and looks correct. After testing your email, you can send your email immediately or schedule it to send at a later day and time.

Test and send your mass church email
No One Reading Your Emails?

Our video breaks down all the reasons emails go unread and gives tips to help increase open rates.

Learn More about Unread Emails ›
 

Email Templates

In addition to the standard Editor, ChurchTrac also offers a visual Email Builder for creating reusable templates. This feature is perfect for building newsletters, event announcements, or recurring updates that you send to your church regularly.

When using the Builder, you can choose from a pre-built template to get started quickly or create your own layout from scratch.

The Builder is ideal for visual emails and reusable templates. Great for newsletters, welcome emails, and announcements that benefit from a polished layout.

Start from Scratch or Use a Pre-Built Template

To build an email from scratch, select the "Add Content" option. This opens a menu where you can insert elements such as a heading, paragraph, image (from downloads, file storage, or Igniter Media), button, link, divider, or spacer.

ChurchTrac Email Builder with Templates

As you build your email, continue adding new sections to create the layout you need. You can preview your email as you go.

ChurchTrac Email Builder with Templates

If you prefer to get started quickly, you can choose from one of the pre-built templates available. These templates provide a professional layout that you can easily customize with your own content.

ChurchTrac Email Builder with Templates

If you want to rearrange the layout, you can easily select and drag any element to reposition it within its section. To move entire sections up or down, use the arrow icons located in the top-right corner of each section.

ChurchTrac Email Builder with Templates

You can also add a column, customize the section color, or delete the section if needed.

ChurchTrac Email Builder with Templates

Once you’ve created an email you want to reuse, you can save it as a custom template. This allows you to access it again later for future emails without starting from scratch.

ChurchTrac Email Builder with Templates

FAQS

Is ChurchTrac Mail free?

ChurchTrac Mail is fully included with every current ChurchTrac Standard and Plus subscription. Older, Legacy plans will need to upgrade in order to use this feature.

Is ChurchTrac Mail the best solution for all churches?

Ministries needing to send emails from their own domain or regularly sending over 2,000/day or 8,000/month, will need to use a 3rd party email provider such as Constant Contact or Amazon SES.

What is the maximum number of emails I can send with ChurchTrac?

If you're using ChurchTrac Mail, the sending limit is 2,000 email recipients/day. There is no third-party sending limit.

Can I have replies go to another email that's not mine?

Yes. Under the "Reply To" option, select the corresponding ChurchTrac User that you would like to receive replies to.

Can I receive emails in ChurchTrac?

No. ChurchTrac is designed for sending outbound messages only. It is not an email inbox and cannot receive replies or incoming messages from your church email address. Replies to your messages will go to the "Reply To" email you selected when sending.

Can I send emails with SMTP?

Yes, but we do not recommend this method as deliverability is questionable. While SMTP is an available option, we no longer offer support for email sending via SMTP. Learn More about Email Options & Settings ›

How can small group leaders access messaging options?

Small group leaders can send messages through ChurchTrac if they have the right permissions. Admins can assign Smart List Permissions, which limit users to specific Smart Lists so they can manage and communicate with their group members. Learn more about Smart List Permissions ›

What’s the easiest way to send a simple email to my church?

The easiest way is to use the built-in Editor. Just go to People → Messaging → Email, select your recipients, type your message, and send. No design skills needed.

What’s the difference between the Email Builder and the Editor?

The Editor is ideal for sending quick, text-based emails like reminders or leadership messages. The Builder is best for visual emails with custom layouts, such as newsletters or welcome messages, and lets you save reusable templates.

Do I have to use the Email Builder to send messages?

No. The Builder is optional. If you’re sending a quick message or don’t need a visual layout, use the Editor. The Builder is best for more visual emails like newsletters or announcements.

Can I switch between the Editor and Builder while writing an email?

No. Each tool works independently. If you start in the Editor and decide to use the Builder instead, you’ll need to start fresh in Builder mode.

Do I need to know HTML or design to use the Email Builder?

No. The Builder is fully visual and uses drag-and-drop tools. You can create polished emails without any coding or design experience.

Can I preview my email before sending it?

Yes! After composing your message in either the Editor or Builder, you’ll have the option to preview it and send a test email to yourself.

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