Messaging

ChurchTrac offers email, voice and text messaging. You can also create and print pre-formatted form letters. ChurchTrac has the ability to send both Voice and Text messages. For Plus subscriptions, Text messaging is included up to 250 recipients per month. Additionally, you can send text messages from a ChurchTrac toll-free number, or you can purchase a dedicated toll-free number used only by your ministry. Check out our pricing page for full details.

From the People Screen, click "Messaging" on the toolbar, then select the type of message you want to send. You can also choose who you want to send the message to by selecting a Smart List from the selection box, or by sending your message to the checked names on the People Screen.

Sending an Email

Remember that bulk emailing works best when not using the SMTP route. Find out what options work best by reading our article on Email Options and Settings.

Type the subject and message to be sent. You may also choose to attach a .pdf or .jpg file. Files can be no larger than 2 MB in size. Click "Browse" to locate and select the file you want to attach. Then click "Send Email Now."

Many providers limit the number of messages you can send at once, per hour, or per day. Typically, it is best to use a third-party service when sending bulk (20 or more at a time) emails.

Configuring your Email Settings

To configure your email settings, go to:

Settings Admin Settings Bulk Email Settings

Under the "Bulk Email Settings" heading, select your email sending method. Your email or internet service provider should be able to provide you with the settings you need for sending email through their SMTP server. If you use a program like Outlook for sending and receiving email, match your ChurchTrac settings to that program.

Sending a Voice Message

Voice Messaging is not included in your subscription. We'll charge you $0.04 per recipient for each Voice Message you send.

ChurchTrac will call and deliver a voice message to each recipient's primary number as indicated on the People Screen. If an individual does not have a primary number, their shared Family Phone number will be used.

An estimated number of recipients will be displayed on the left side of the screen [4]. Phone numbers must be 10 digits long to be considered valid, as invalid numbers will be skipped.

Duplicate numbers (for example husbands and wives with the same number) will only be called once. Only numbers in the US and Canada can be called at this time.

Messages are delivered immediately, so be sure to send your voice messages at a convenient time. It is recommended that you avoid sending messages before 9 AM or after 9 PM.

If your "Caller ID" number[5] has not already been validated, follow the instructions on the screen to validate the phone number. This validation is only required once.
Write out what you plan to say in your voice message. Be sure to identify yourself and the organization in the message.
Time yourself saying the message. Messages have a 60 second time limit.
Enter "Your Recording Number"[6]. This is the phone number ChurchTrac will dial and prompt you to record your voice message.
Click "Record Message Now" to the right, and please be ready to record your message when you are prompted.

You will then receive a phone call prompting you to record your voice message. Once you have accepted your recording, ChurchTrac will call and deliver your message to the numbers listed in the white box.

You can click on the "Get Status Report" button to generate a report of delivered and undelivered messages.

Sending a Text Message

Text messaging is included in your Plus subscription. Unlimited text messaging will be charged at $0.02 per recipient for each Text Message you send after your monthly allotment.

ChurchTrac will send a text message to each person on your Smart List [4] with a 10-digit cell phone number entered into the "Mobile Phone" field on the People Screen.

Messages can only be sent to numbers in the US and Canada. Type in your message in the blue text box [5] and click "Send This Message". Texts can be up to 150 characters. Since the text number may not be recognized by the recipient, you will want to identify yourself or your organization in the message itself.

For text messaging, you have the option to purchase a dedicated Toll-Free phone number or use a shared Toll-Free number. A dedicated number comes with additional included messages every month.

You can click on the "Show Recent Messages" button to see a report of your past messages and number of recipients.