Broadcasts: one message to thousands, every reply handled

What Broadcasts are and who they’re for

Broadcasts in MyChatBot are one-time campaigns that send a message to a selected group of clients, right away or at a scheduled time. In the app they are called Immediate outreach and live on the Follow-ups & Outreach page.

The difference from a classic mailing tool is what happens after the send. Every message goes out on behalf of one of your AI agents, and when a client replies, that agent picks up the conversation: it answers questions using its knowledge base and can update the client’s funnel status and labels.

Typical uses include:

• shops announcing a promo to recent contacts;
• sales teams activating a freshly imported lead list;
• teams re-engaging leads who went quiet months ago;
• businesses running call campaigns over the Calls channel.

How a broadcast runs, step by step

1. Create. Open Outreach in the sidebar, click Create, name the campaign, choose Immediate outreach and click Continue.
2. Target. In Client Targeting pick a client source (clients with chats, all clients, or clients without chats) and narrow it with filters such as statuses, labels or custom fields.
3. Check the audience. Audience Preview shows the matched count and a table of clients with links into their chats. A campaign with zero matches can’t be saved.
4. Choose channels. In Outreach Configuration keep the default, each client’s most recently active chat, or pick the channels that should start new conversations.
5. Write the message. Give the agent an instruction so it writes a personalized message for each client, or send an exact Custom message with {name} and {context} placeholders.
6. Schedule and save. Choose Run now (it starts in about 3 minutes) or Schedule for later, set a sending interval and click Save outreach.

The status moves from Scheduled to Running to Completed with a live progress bar, and replies land in Active chats for the agent to answer.

Key capabilities

Precise targeting

Combine statuses, labels (clients must match all selected labels), pipeline, managers and the agent that handled the client. Filter by custom field adds up to 10 conditions on lead fields such as Location, and Audience limit caps a run at 1 to 10,000 clients, handy for a first test.

Personal or exact messages

With Agent instruction you describe the outcome, tone and talking points, and the agent writes each message. Omit core instructions keeps the campaign message free of the agent’s usual sales persona. Both modes support attachments, and email sends get their own subject line.

Timing and pacing

Schedule for later shows an estimated start and end window. Call time adjustment per lead shifts sends into each lead’s own timezone, read from a field such as timezone. Sending interval limits the rate, for example 10 messages every hour, to reduce the risk of messenger bans.

Control and results

Pause and resume a campaign, or return it to draft if it was paused before the first send. After the run, Outreach Results lists every client with the channel, a Sent or Failed status and the failure reason. By default the audience is frozen when you save; Dynamic audience re-evaluates the filters at send time.

Channels and integrations involved

A broadcast can only start a conversation on channels that are able to message first. The wizard offers Personal WhatsApp, Telegram account, Viber, Email (your connected Gmail inbox), Calls and SMS, each listed with its agent. Telephony channels such as Ringostat and UniTalk can also reach leads who have never chatted.

Bot-type channels, including a Telegram bot, the WhatsApp Business API, Instagram and the website widget, can only reply to someone who wrote first, so they can’t reach cold leads. Several selected channels are tried in order until one send succeeds.

On the Calls channel a broadcast becomes a call campaign with its own number of concurrent lines.

Replies are handled like any other chat: the agent uses its knowledge base and applies labels and funnel statuses. When a CRM such as KeyCRM, Bitrix24 or HubSpot is connected, Sync statuses pulls its funnel stages into MyChatBot, so the statuses the agent sets match your pipeline. See all supported integrations.

When a human takes over, and what to keep in mind

Under Handoff Control in the agent settings you decide how a chat moves to a person: an operator types a stop word, or any operator message switches the chat to operator mode. Silent handoff keeps the switch invisible to the client, and Auto return from handoff gives the chat back to the agent after an interval (24 hours by default). The agent can also notify a manager when its instructions say so, and the alert reaches a Telegram group connected through Flight Control. More on the human handoff page.

A few limits are worth knowing before a big send:

• This is CRM-driven outreach, not a bulk email platform: there is no open or click tracking, no unsubscribe-link injection and no domain warm-up. You see delivered and failed counts and real replies.
• Cold messaging over personal messengers can trigger anti-spam bans, so set a sending interval for larger audiences.
• Every message and call draws from your shared sales-message balance. If it reaches zero, all assistants switch off until you top up, so check the balance or turn on auto top-up. Plans are on the pricing page.
• The campaign locks for editing about 3 minutes before its scheduled time.

How to set up your first broadcast

1. Prepare the agent. In Agent configuration, check that the agent is on, has a knowledge base and knows when to set labels and statuses.
2. Connect an outbound channel. In Channels, connect at least one channel that can start conversations, for example Personal WhatsApp or Gmail. Channels whose agent is off are hidden from the campaign.
3. Get the audience ready. Tag existing clients with labels and statuses, or use Leads → Import leads to bring in a list from a Google Spreadsheet and label the whole batch during import.
4. Test on yourself. Create an Immediate outreach filtered to a single test client, confirm the preview shows exactly 1, choose Run now and check that Outreach Results shows Sent.
5. Launch the real campaign. Remove the test filter, set a sending interval and a schedule, and save.
6. Follow up with the silent ones. Add a Postponed contextual sequence targeting the same label or status, publish it and attach it to the agent under Toolkit → Follow ups. Silent clients then get a nudge. Learn more about follow-up sequences.

You need an active subscription plan to create outreach.