Messaging

ChurchTrac offers email, voice and text messaging. You can also create and print pre-formatted form letters. Voice and text message sending requires the purchase of messaging credits. Additionally, you can send text messages from a ChurchTrac toll-free number, or you can purchase a dedicated 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

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 home number will be used.

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.

Each message recipient will require one messaging credit from your available balance. An estimated number of recipients will be displayed on the left side of the screen. 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.

  1. Click the "Check Credit Balance" button to ensure you have enough messaging credits to send the voice message to the number of recipients selected. If your "Caller ID" number has not already been validated, follow the instructions on the screen to validate the phone number. This validation is only required once.

  2. Write out what you plan to say in your voice message. Be sure to identify yourself and the organization in the message.

  3. Time yourself saying the message. Messages have a 60 second time limit.

  4. Enter "Your Recording Number." This is the phone number ChurchTrac will dial and prompt you to record your voice message.

  5. Click "Send Message Now" to the right, and please be ready to record your message when you are prompted.

ChurchTrac will check your available credit balance and prompt you to accept the number of credits that sending this message will consume. 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.
Messaging credits are used by both voice and text features. Messaging credits are valid for 12 months from your most recent messaging credit purchase. In order to keep older credits from expiring, simply purchase additional credits before they expire.

Sending a text message

ChurchTrac will send a text message to each person on your Smart List with a 10-digit cell phone number entered into the "Cell/TXT" field on the People Screen. Those listed as "Mobile", "Home", or otherwise will not receive a text.

To send a text message from ChurchTrac, you will need to purchase messaging credits. Each text message recipient uses a half credit from your available balance. Take a look at our pricing page to see current prices for our text messaging feature.

Messages can only be sent to numbers in the US and Canada. Type in your message in the blue text box 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 phone number. This allows you to send messages to your recipients from a number that is not the assigned ChurchTrac toll-free number, which is shared by multiple ministries.

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