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.
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 ›
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 ›
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.
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.
Step 2. Choose who to Email
You are given the option to Email individuals or a specific Smart List or Group.
If you only want to include the checked names in your email, check the names on the People Screen first.
Then open the Messaging screen and select the "Include only the names that are checked on the People Screen" option.
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.
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.
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.
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.
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.
As you build your email, continue adding new sections to create the layout you need. You can preview your email as you go.
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.
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.
You can also add a column, customize the section color, or delete the section if needed.
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.
FAQS
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.
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.
If you're using ChurchTrac Mail, the sending limit is 2,000 email recipients/day. There is no third-party sending limit.
Yes. Under the "Reply To" option, select the corresponding ChurchTrac User that you would like to receive replies to.
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.
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 ›
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 ›
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.
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.
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.
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.
No. The Builder is fully visual and uses drag-and-drop tools. You can create polished emails without any coding or design experience.
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.