Broadcast Message Guidelines
Create and manage scheduled broadcast messages to your audience
The Broadcast Messages feature in Msg2ai allows you to send scheduled messages to groups of users simultaneously. Whether you're announcing an event update, sending reminders, or sharing important information, broadcast messaging ensures your entire audience receives consistent communication at the perfect time.
This guide explains how to create, schedule, and manage broadcast messages effectively.
What You Can Do With Broadcast Messages
With the Broadcast Messages module, you can:
- Send scheduled messages to entire audience groups simultaneously
- Create one-time or recurring broadcast campaigns
- Target specific audience segments with relevant content
- Schedule messages in advance with precise timing control
- Save drafts and refine messages before scheduling
- Track broadcast status and delivery across all recipients
- Support multiple message types (SMS and WhatsApp)
Understanding the Broadcast Messages Dashboard
When you open the Broadcast Messages page, you'll see a comprehensive dashboard that displays all your broadcast campaigns. The interface includes:
Dashboard Overview
The main dashboard features a search bar and table with the following columns:
Assistant
Shows which AI assistant is responsible for sending the broadcast. This helps you organize broadcasts by assistant and ensures messages come from the appropriate sender.
Audience Group
Displays the target audience segment that will receive the broadcast. This allows you to quickly identify which group each message is intended for.
Name
The unique identifier you assigned to the broadcast campaign. Use descriptive names like "Event Reminder - Day Before" or "Welcome Message Series" for easy reference.
Message
A preview of the message content that will be sent to recipients. This lets you quickly verify message content without opening the full details.
Scheduled Date & Time
Shows exactly when the broadcast is scheduled to be sent. This is crucial for ensuring messages are delivered at optimal times for your audience.
Status
Indicates the current state of the broadcast: Draft, Scheduled, Sent, or Failed. This helps you track campaign progress and identify any delivery issues.
Search and Create
At the top of the page, you'll find:
- Search bar – Quickly find broadcasts by name, content, or audience group
- Create Message button – Opens the broadcast creation interface
If you haven't created any broadcasts yet, you'll see "There is no broadcast message" displayed in the table.
Creating a Broadcast Message
To create a new broadcast message, click the Create Message button. This opens the broadcast creation form with two main sections: Broadcast Details and Send On.
Section 1: Broadcast Details
The Broadcast Details section contains all the essential configuration for your message:
Broadcast Name
What it is: A unique, descriptive name for your broadcast campaign.
How to use: Enter a clear name that identifies the purpose and timing, such as "Event Day Reminder" or "Weekly Update - March".
Best practice: Use a consistent naming convention that includes the campaign type, date, or sequence number for easy organization.
Select Assistant
What it is: Choose which AI assistant will send the broadcast message.
How to use: Click the dropdown and select the appropriate assistant from your list. The selected assistant determines the sender identity and available message types.
Why it matters: Recipients will see messages as coming from this assistant, ensuring brand consistency and proper message attribution.
Message Type
What it is: The communication channel for your broadcast (SMS or WhatsApp).
How to use: Select from available options based on your assistant's configuration. Options appear after selecting an assistant.
Considerations: WhatsApp may have template requirements for certain message types, while SMS is more flexible but has character limits.
Audience Group
What it is: The target segment of users who will receive the broadcast.
How to use: Select a pre-configured audience group from the dropdown. Audience groups are created in the Audience/Attendees section.
Important: Ensure you've created and populated audience groups before scheduling broadcasts. The group should contain active, opted-in contacts.
Send to
What it is: A confirmation field showing which audience group will receive the message.
How to use: This field updates automatically based on your Audience Group selection, providing a final verification before scheduling.
Broadcast Description
What it is: The actual message content that will be sent to recipients.
How to use: Enter your message in the large text area. Compose clear, concise content appropriate for your audience and purpose.
Tips:
- Keep messages focused on a single call-to-action
- Include relevant details like dates, times, locations, or links
- Use friendly, conversational language
- Proofread carefully before scheduling
- Consider character limits for SMS (160 characters per segment)
Message Language
What it is: The language in which the broadcast will be sent.
How to use: Select from the dropdown (defaults to English). Choose the language that matches your audience's preference.
Important: Ensure your message content is written in the language you select here for consistency and proper character encoding.
Section 2: Send On
The Send On section controls when your broadcast will be delivered:
Send On (Date)
What it is: The calendar date when the broadcast should be sent.
How to use: Click the date field to open a calendar picker. Select the desired date for your broadcast.
Planning tip: Consider your audience's timezone and typical activity patterns when choosing dates. Avoid holidays or known busy periods unless relevant.
Time
What it is: The specific time of day when the broadcast will be sent.
How to use: Enter the time using the hour (HH) and minute (MM) fields, then select AM or PM. Choose the timezone from the dropdown (e.g., "Eastern Time (US & Canada)").
Best times for broadcasts:
- Morning (9-11 AM): Good for daily updates or reminders
- Lunch (12-1 PM): Acceptable but may compete with lunch activities
- Afternoon (2-4 PM): Solid choice for most audiences
- Evening (6-8 PM): Best for event-related or social content
- Avoid late night (after 9 PM): Unless specifically relevant to your audience
Recurring
What it is: An option to automatically repeat the broadcast at regular intervals.
How to use: Toggle the Recurring switch to enable automatic repetition. Configure the frequency (daily, weekly, monthly) based on your needs.
Use cases for recurring broadcasts:
- Weekly newsletters or updates
- Daily event schedules during conferences
- Monthly reminders for recurring activities
- Regular check-ins or engagement campaigns
Important: Recurring broadcasts will continue until you manually disable or delete them, so set appropriate end dates if needed.
Step 3: Review and Schedule
After configuring all settings, you have three options:
Schedule Message
Click Schedule Message to finalize and schedule the broadcast. The system will send the message at the specified date and time. The broadcast will appear in your dashboard with "Scheduled" status.
Save as Draft
Click Save as Draft to save your progress without scheduling. Drafts can be edited, refined, and scheduled later from the main dashboard.
Cancel
Click Cancel to discard the broadcast without saving. Use this if you change your mind or need to start over.
Managing Existing Broadcasts
Once you've created broadcasts, you can manage them from the main dashboard:
- View Details: Click on any broadcast to see full details and delivery status
- Edit Drafts: Modify saved drafts before scheduling them
- Cancel Scheduled: Remove broadcasts from the schedule before they're sent
- Review Sent: Check delivery status and performance of completed broadcasts
- Search: Use the search bar to quickly find specific campaigns
Best Practices for Broadcast Messages
- Plan Ahead: Schedule broadcasts at least a few hours in advance to allow time for review and adjustments
- Test First: Create a test audience group with your own number to preview how messages appear before sending to everyone
- Segment Wisely: Use audience groups to target relevant subsets of your users rather than broadcasting to everyone indiscriminately
- Time Strategically: Consider your audience's timezone, work schedules, and typical availability when scheduling
- Keep It Concise: Respect your audience's time with clear, actionable messages. Include only essential information
- Include Clear CTAs: Always include a clear call-to-action so recipients know what to do next
- Monitor Results: Review delivery status and engagement to optimize future broadcasts
- Respect Frequency: Don't over-message. Space broadcasts appropriately to avoid overwhelming your audience
- Use Descriptive Names: Name broadcasts systematically so you can easily track and reference them later
- Proofread Carefully: Double-check all content, dates, times, and audience selections before scheduling
Common Use Cases
Event Updates & Reminders
Send pre-event reminders (1 week, 1 day, 1 hour before), day-of schedule updates, last-minute changes, or post-event follow-ups to keep attendees informed and engaged.
Guest Communications
Broadcast check-in instructions, property WiFi details, local recommendations, checkout reminders, or special offers to hotel guests or vacation rental visitors.
Announcements & Alerts
Share important updates like schedule changes, weather alerts, emergency information, new features, or policy updates that all users need to know immediately.
Engagement Campaigns
Run weekly tips, motivational messages, survey requests, feedback collection, or community updates to maintain ongoing engagement with your audience.
Onboarding Sequences
Create a series of scheduled messages to welcome new users, guide them through setup, share helpful resources, or introduce key features over their first few days or weeks.
Troubleshooting Common Issues
Broadcast Not Sending
Possible causes:
- Scheduled time hasn't arrived yet - check the date/time settings
- Audience group is empty - verify your audience has active contacts
- Assistant is inactive or improperly configured
- Insufficient account credits or messaging limits reached
Failed Status
Solution: Check the error details. Common issues include invalid phone numbers in the audience group, WhatsApp template approval pending, or carrier restrictions. Clean your audience list and retry.
Can't Select Audience Group
Solution: First select an assistant, as available audience groups depend on the assistant configuration. If still unavailable, verify you've created audience groups in the Audience/Attendees section.
Recurring Broadcast Won't Stop
Solution: Open the broadcast details from the dashboard and either disable the recurring setting or delete the broadcast entirely to stop future sends.
Summary
Broadcast Messages is a powerful tool for reaching your entire audience efficiently and consistently. By properly configuring broadcast details, timing messages strategically, and following best practices, you can ensure your important communications reach the right people at the right time. Whether you're managing events, engaging guests, or keeping your community informed, broadcast messaging helps you scale your communication while maintaining the personal touch that Msg2ai is known for.