How to Send Broadcast Messages to Clients via the Client Portal

📢 Broadcast Messaging to Clients via the Client Portal

Ontraccr enables you to send broadcast messages to selected customers using the built-in Client Portal. These messages are used for mass communication such as marketing updates, announcements, or any information you want visible within the client's portal dashboard.

This article explains how to send messages, who can receive them, and how the system handles delivery and replies.

📬 How to Send a Broadcast Message

Step-by-Step

Go to Contacts > Customers
Click the Message (📨) button at the top of the page
Choose one of the two message modes:

Option 1: Broadcast to All Client Portal Users

Select the Broadcast option
This will send the message to all customers who have a Client Portal account

Option 2: Select Specific Customers

Use the dropdown list to select specific customers
Only customers with active Client Portal accounts will appear in this list

Type your message in the text box at the bottom
Click Send

📤 How the Message Is Delivered

Customers receive an email from messages@ontraccr.com
The email includes:
- The sender’s display name (e.g., “Bob Builder” if sent by Bob)
- A “Go to Message” link, which opens the Client Portal directly
The message is also visible within the Messages tab of the Client Portal

💬 Customer Response Experience

Customers can reply directly within the Client Portal
Responses are delivered back into Ontraccr and appear in the Client Portal > Communication tab under that customer profile
Unread messages are marked with a red badge counter

🔐 Who Appears in the Dropdown?

Only customers with active Client Portal accounts are listed
Customers without portal access cannot receive broadcast messages

🧠 Use Cases

Notify all clients of upcoming maintenance
Send promotional offers or bulk updates
Share important policy changes or announcements