Sending Broadcast Emails or Instant Messages to Clients

Before You Begin

• Plan availability. Sending Broadcasts is available on the Plus and Team plans.
   
• Segment your audience. When choosing your recipients, you can choose individual clients or select one or more client tag groups. Learn more about Organizing Clients Using Tags in Practice Better →
   
• Scheduling messages. Alternative to a Broadcast, you can schedule individual chat messages to just one client at a time. This feature is available on the Plus and Team plans.
   
• Email Sequencing. While Broadcast messages can be scheduled, they are created and set up one at a time, written as new each time. To set up a regular sequence of emails to send to clients, consider using a Program instead. Learn more about Creating and Running Email-Only Programs →

Creating a new Broadcast

To get started, you'll set up your broadcast by selecting your delivery method, composing your message, and choosing your recipients. 

💡 Tip: If you want to include yourself in the broadcast to see how it looks when received, you can add yourself as a test client →

You can send to all clients or filter by specific criteria to reach the right group. Once a Broadcast is sent it can't be unsent or recalled.

1. Click the Messages icon from the main navigation bar to open the Messages page.
    
2. Click the Fast Action Button in the bottom-right corner and select New broadcast. 
   
    
3. Add broadcast details.
   • Enter a description for your broadcast (e.g., “Group Session Recap”).
   • This description is for your reference only — clients won’t see it. 
     
      
4. Choose your delivery method.
   • Direct chat message: Clients with Client Portal access will receive a message.
   • Direct chat message or email if uninvited: Clients with Client Portal access get a chat message; those without access receive an email. Email only. Direct chat message and email.
   • Email only.
   • Direct chat message and email.
     
      
5. Schedule your message.
   • Choose Send immediately or Schedule for a future date.
   • Messages are sent based on the time zone in your profile. 
     
      
6. Write your message.
   • Compose your chat and/or email content.
   • Use the placeholder button (<>) to personalize messages with fields like:
     • %CONTACT_NAME%
     • %CONTACT_FIRSTNAME%
     • %CONTACT_LASTNAME% 
       
        

7. Select recipients. 

   • Choose individual clients or select one or more client tag groups.

   💡 Tip: Hold the Shift key and click a tag to quickly select all clients with that tag, then unselect as needed.

8. Review & send.
   • Double-check your recipient list.
   • Click Submit/Schedule to finalize. 

Attaching Files

• You can attach up to 5 documents.
• Maximum total file size: 5 MB.
• Click Attach files (bottom-left of the pop-up) to upload files from your device.

Writing Messages that Avoid SPAM Filters

Practice Better is fully SPF, DKIM, and DMARC compliant, which helps authenticate email senders by verifying that the emails came from the domain that they claim to be from. These three authentication methods are important for preventing spam, phishing attacks, and other email security risks. Learn more.

Client-facing emails like Broadcasts and session reminders come from notifications@practicebetter.io — practitioners don't need to take any action since the requirements have already been implemented for Practice Better's email domain.

To help ensure your broadcast lands in your clients’ inboxes:

• Avoid misspellings, all caps, and excessive punctuation.
• Steer clear of promotional phrases such as: “BOOK A FREE CALL!!!” “LAST CHANCE TO SAVE!!!” “BUY NOW!!!” 

Overly promotional content may trigger spam filters and cause clients to unsubscribe.

Sending Broadcasts from a Program

You can also send broadcasts directly from a Program, with at least one client enrolled.

1. Go to your Practice > My Programs and click Manage on a program to get to the Program Overview page. 
    
2. Click the Fast Action Button in the bottom-right corner. 
    
3. Select Send a broadcast.
   

Managing Broadcasts

• Go to the Broadcasts tab on your Messages page. 
  
• From here, you can: Update scheduled broadcasts: Click the broadcast description to make edits before dispatch.
• Duplicate, cancel, or delete a broadcast: Use the More Options menu (3 dots).

Viewing your Message Dispatch Summary

Open a dispatched Broadcast and go to the Delivery Summary tab. 

The summary shows how each client received the message: 

• Email sent
• Direct chat sent
• Email + direct chat sent 

Not dispatched may appear if:

• You selected Direct chat only but the client hasn’t activated their Practice Better account.
• You selected Email only but the client’s email is blacklisted, invalid, or marked Practice Better emails as spam.

Email Broadcast Limits

Keep in mind the monthly email broadcast limits:

• Plus Plan: 10,000 broadcast emails/month.
• Team Plan: 30,000 broadcast emails/month per team member.

📍 Each client email counts individually. For example, sending one broadcast to 50 clients = 50 emails.