---
title: Send Messages
description: "This topic covers how to send the following types of messages: Ad Hoc Messages : Send messages to selected groups and individual recipients. Message to..."
---

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1. [Regroup Knowledge Base](https://resources.regroup.com/regroupkb)
2. [Getting started](https://resources.regroup.com/regroupkb/getting-started)

# Send Messages

\`\`\`html

This topic covers how to send the following types of messages:

- **Ad Hoc Messages**: Send messages to selected groups and individual recipients.
- **Message to Channel**: Send messages to channels. You can also add groups or individuals as recipients.

For instructions on other message types, see:

- [Send Geofencing Messages](https://docs.regroup.com/docs/send-geofence-messages/)
- [Send Quick Messages](https://docs.regroup.com/docs/send-quick-messages/)
- [Send IPAWS Messages](https://docs.regroup.com/docs/create-ipaws-template-and-send-message-using-them/)

This guide also explains the options available when composing a message. 

---

### Start a New Message

1. Click the **New Message** dropdown.
2. Select the required **Message Type** from the list.
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)
3. Or click the **New Message** button, navigate to the *Post New Message* page, and select your **Message Type** from the dropdown.
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)

When the **Post New Message** page opens:

1. If you selected **Message to Channel**, choose a channel from the **Select a Channel** dropdown.
2. Delivery methods and sender profile set for the channel appear preselected (if not mandatory, you can change them).

**Note:** The message defaults (delivery methods and sender profile) set for the channel will appear preselected. You can update them unless they are set as mandatory.

---

**Add Recipients**

1. In the **Recipients** section, add recipients as follows 
     - For **Message to Channel**, existing subscribers and groups appear.
2. Next to the Subscribers box, click the "**Show**" label to view the channel's subscribers (if any), or click "**Hide**" to collapse the list when you're done.
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)
3. To add more recipients, select **Add additional groups or contacts**. 
     - Use **Add a Group** to choose additional groups.
     - To add individuals, enter names in **Add an individual**.
     - Upload a list using **Upload recipients via CSV**. 
           - Save your .xlsx file as .CSV
           - Each entry must include one of: primary email, username, or external\_db\_id.
     - Use **Select on Map** to add recipients by location.
4. For channel messages, click the **Add additional groups or contacts** checkbox to add more groups and contacts.
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)
5. Click the **Add a Group** dropdown by checking the box next to the required groups to select them.
   
   **Note:** If a group is already added as a recipient, the **Add a Group** field will display as **One Group Selected**. You can click it to select additional groups.
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)
6. You can search for individual contacts to add them as recipients by simply entering their names in the **Add an Individual** field.  
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)
7. Click **Show more options** to upload recipients via a CSV file.  
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)
8. Click **Upload recipients via CSV** to upload existing contacts.
   
   **CSV Format Requirement:**  
   Save your .xlsx file as a .CSV file.  
   Each contact entry must have at least one of the following identifiers:
   
     - Primary email
     - Username
     - External DB ID
   
   To download a sample CSV format, hover over the question mark **(?)** icon next to the **"Upload Recipients via CSV"** option.
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)
9. If any contacts in your file are not in your Network, the system will skip those records.

For more details on uploading contacts using a CSV file, please refer to the Help Topic: [Import Contacts from CSV File](https://docs.regroup.com/docs/import-contacts-from-csv-file/)

---

### Choose Delivery Methods

1. In the **Delivery Methods** section 
     - Select one or more methods (e.g., Email, SMS, Call, Regroup Mobile).
     - For Email and SMS, choose specific types (primary/secondary email, work/mobile phone).
     - Enable **Send to recipient’s Preferred Communication Method** for non-urgent messages.
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)
2. Enable **Auto-Retry SMS** to resend failed SMS attempts. 
     - Set retry interval (e.g., every 3 hours).
     - Set retry duration (e.g., retry for 3 days).
     - Choose when to stop retrying (e.g., after delivery or response).
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)

To learn how to set a message priority order when sending a message, see our help topic: [**Send Messages with a Defined Priority Order**.](https://docs.regroup.com/docs/send-messages-with-a-defined-delivery-priority-order/)

The priority order determines the sequence and time intervals the system uses to attempt delivery through various methods, such as Email, SMS, Call, and Push Notification via Regroup Mobile.

 Sender Profile

1. Choose an existing sender profile or define a new one: 
     - Click **Use Predefined Sender Profile**.
     - Select a profile from the dropdown.
     - Click **Show Profile Info** to review details.
2. Click any field to update. This switches to **Define Sender Profile** mode. 
     - Custom Profile: Define a new sender profile for this message.
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)

### Compose the Message

In the **Message Contents** section:

1. Select a message template from the **Message Template** dropdown.
2. Compose Manually 
     - Enter a **Message Title** (used as the email subject by default).
     - Write your message in the body field.
3. Customize by Delivery Method 
     - Enable **Custom content for each delivery method** to tailor messages (e.g., SMS vs. email).
     - Then, click each method to enter different message content.
4. Attachments: Click Browse to add files.
5. Enable additional options: 
     - **Include Link to Full Post in SMS/text Message** to send a message link in SMS.
     - For **Call (TTS/Voice)**, add text-to-speech, record, or upload a voice file. Contact Regroup to enable retries.
     - **Auto-Translation:** Check Enable auto translation to send in recipients’ preferred languages.
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)

**Note:** Images in the message body are not sent via SMS. Use image links in the SMS field when using custom content.

---

Additional Options

1. Save as **Template** or **Quick Message.** 
     - Name the template.
     - Choose sharing options: *Only Me, All Admins, or specific groups/channels/admins*
     - Save as Quick Message: Store content, recipients, and settings for future use.
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)
2. **Select the "Request Acknowledgment" checkbox to allow recipients to confirm they’ve received the message.** This option is available for delivery methods including Email, SMS, Voice/TTS, Regroup Mobile, and Regroup Web. Any response from a recipient will be recorded as an acknowledgment and displayed on the Message Report page. 
     - Mark as Urgent: Overrides quiet hours/DND settings.
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)

---

### Save as Template or Quick Message

1. To save the message content: 
     - Enable **Save message body as a template for future use**. 
           1. Name the template.
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)
2. Choose sharing options: Only Me, All Admins, or specific groups/channels/admins.
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)
3. To save the full message setup (content, recipients, sender profile): 
     - Enable **Save as Quick Message**. 
           1. Name the quick message.
           2. Choose sharing options as above.
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)

---

### Final Steps

1. Enable **This is Urgent** to bypass quiet hours.
2. To send later, check **Schedule for later** and set:
   
   ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)
   
     - Date, time, and time zone.
       
       ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)
     - Enable **Recurring** and set repetition frequency.
       
       ![](https://static.hsstatic.net/BlogImporterAssetsUI/ex/missing-image.png)
     - Choose when repetition ends: **Never**, **On** a date, or **After** set occurrences.
3. Click **Save** and then **Schedule**.

You can:

- Click **Preview** to review message details.
- Click **Send test to myself** to receive a test message.
- Click **Send Now** to deliver the message immediately.

 Schedule or Send

1. Send Now: Click Send Now to deliver immediately.
2. Schedule: 
     - Check Schedule for later and pick a date/time.
     - For recurring messages, set frequency and end date.
3. Test: Click Preview \> Send test to myself to verify.

 \`\`\`

- [Getting started](https://resources.regroup.com/regroupkb/getting-started)
- [Incident Management](https://resources.regroup.com/regroupkb/incident-management)
- [Set Up Organization Account](https://resources.regroup.com/regroupkb/set-up-organization-account#main-content)

    - [Organization Setting](https://resources.regroup.com/regroupkb/set-up-organization-account#organization-setting)
    - [Configure Organization Sign-Up Pages](https://resources.regroup.com/regroupkb/set-up-organization-account#configure-organization-sign-up-pages)
    - [Manage Group Automation](https://resources.regroup.com/regroupkb/set-up-organization-account#manage-group-automation)
    - [Configure Message Default Settings](https://resources.regroup.com/regroupkb/set-up-organization-account#configure-message-default-settings)
    - [Manage Add-Ons](https://resources.regroup.com/regroupkb/set-up-organization-account#manage-add-ons)
    - [Configure Social Media Preferences](https://resources.regroup.com/regroupkb/set-up-organization-account#configure-social-media-preferences)
    - [View and Download Message Reports](https://resources.regroup.com/regroupkb/set-up-organization-account#view-and-download-message-reports)
- [Configure Contacts Management](https://resources.regroup.com/regroupkb/configure-contacts-management)
- [Set Up Admins and Roles](https://resources.regroup.com/regroupkb/set-up-admins-and-roles#main-content)

    - [Manage Roles](https://resources.regroup.com/regroupkb/set-up-admins-and-roles#manage-roles)
    - [Managing Existing Admins](https://resources.regroup.com/regroupkb/set-up-admins-and-roles#managing-existing-admins)
- [Manage Roles](https://resources.regroup.com/regroupkb/manage-roles)
- [Manage Groups](https://resources.regroup.com/regroupkb/manage-groups#main-content)

    - [Create Groups Using Import](https://resources.regroup.com/regroupkb/manage-groups#create-groups-using-import)
    - [Add Groups Using FTP Import](https://resources.regroup.com/regroupkb/manage-groups#add-groups-using-ftp-import)
    - [Create or Update Group Hierarchy](https://resources.regroup.com/regroupkb/manage-groups#create-or-update-group-hierarchy)
    - [Manage Group Files](https://resources.regroup.com/regroupkb/manage-groups#manage-group-files)
    - [Manage Group Admin Profile](https://resources.regroup.com/regroupkb/manage-groups#manage-group-admin-profile)
    - [Export Groups](https://resources.regroup.com/regroupkb/manage-groups#export-groups)
- [Configure Recipients and Admins](https://resources.regroup.com/regroupkb/configure-recipients-and-admins#main-content)

    - [Add Recipients to Groups](https://resources.regroup.com/regroupkb/configure-recipients-and-admins#add-recipients-to-groups)
    - [Manage Group Contacts](https://resources.regroup.com/regroupkb/configure-recipients-and-admins#manage-group-contacts)
    - [Manage Organization Contacts](https://resources.regroup.com/regroupkb/configure-recipients-and-admins#manage-organization-contacts)
    - [Manage Floating Contacts](https://resources.regroup.com/regroupkb/configure-recipients-and-admins#manage-floating-contacts)
- [Manage Communication Channels](https://resources.regroup.com/regroupkb/manage-communication-channels#main-content)

    - [Create Channels](https://resources.regroup.com/regroupkb/manage-communication-channels#create-channels)
    - [Create Channels Using Import](https://resources.regroup.com/regroupkb/manage-communication-channels#create-channels-using-import)
    - [Setup Channels](https://resources.regroup.com/regroupkb/manage-communication-channels#setup-channels)
    - [Create and Manage Sender Profiles](https://resources.regroup.com/regroupkb/manage-communication-channels#create-and-manage-sender-profiles)
    - [Setup Social Media](https://resources.regroup.com/regroupkb/manage-communication-channels#setup-social-media)
    - [Add Recipients to Channel](https://resources.regroup.com/regroupkb/manage-communication-channels#add-recipients-to-channel)
    - [Manage Existing Channel Admins](https://resources.regroup.com/regroupkb/manage-communication-channels#manage-existing-channel-admins)
    - [Setup Channel Subscriptions](https://resources.regroup.com/regroupkb/manage-communication-channels#setup-channel-subscriptions)
    - [Manage Subscribers](https://resources.regroup.com/regroupkb/manage-communication-channels#manage-subscribers)
- [Manage Messages](https://resources.regroup.com/regroupkb/manage-messages#main-content)

    - [WhatsApp Messaging](https://resources.regroup.com/regroupkb/manage-messages#whatsapp-messaging)
    - [Set Up Message Defaults While Messaging](https://resources.regroup.com/regroupkb/manage-messages#set-up-message-defaults-while-messaging)
    - [Message Templates](https://resources.regroup.com/regroupkb/manage-messages#message-templates)
    - [Manage Voice Recordings](https://resources.regroup.com/regroupkb/manage-messages#manage-voice-recordings)
    - [Sent Messages and Reports](https://resources.regroup.com/regroupkb/manage-messages#sent-messages-and-reports)
    - [Set Up Map Region](https://resources.regroup.com/regroupkb/manage-messages#set-up-map-region)
    - [Scheduled Messages](https://resources.regroup.com/regroupkb/manage-messages#scheduled-messages)
    - [Manage Quick Messages](https://resources.regroup.com/regroupkb/manage-messages#manage-quick-messages)
    - [Manage Form Fields](https://resources.regroup.com/regroupkb/manage-messages#manage-form-fields)
- [Regroup Add-ons](https://resources.regroup.com/regroupkb/regroup-add-ons#main-content)

    - [Manage Delivery Priority Order](https://resources.regroup.com/regroupkb/regroup-add-ons#manage-delivery-priority-order)
    - [Enable RSS](https://resources.regroup.com/regroupkb/regroup-add-ons#enable-rss)
    - [Manage Web Polling](https://resources.regroup.com/regroupkb/regroup-add-ons#manage-web-polling)

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