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Send Messages

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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:

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.

  3. Or click the New Message button, navigate to the Post New Message page, and select your Message Type from the dropdown.

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.

  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.

  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.

  6. You can search for individual contacts to add them as recipients by simply entering their names in the Add an Individual field.  

  7. Click Show more options to upload recipients via a CSV file.  

  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.

  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

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.

  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).

To learn how to set a message priority order when sending a message, see our help topic: Send Messages with a Defined 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.

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.

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.

  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.

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.

  2. Choose sharing options: Only Me, All Admins, or specific groups/channels/admins.

  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.

Final Steps

  1. Enable This is Urgent to bypass quiet hours.
  2. To send later, check Schedule for later and set:

    • Date, time, and time zone.

    • Enable Recurring and set repetition frequency.

    • 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.
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