Scheduling Campaigns

Schedule your email campaigns to send at the perfect time. This guide covers how to schedule campaigns and manage scheduled sends.

Why Schedule Campaigns?

Scheduling allows you to:

  • Send at Optimal Times - Reach subscribers when they’re most likely to engage
  • Plan Ahead - Create campaigns in advance
  • Time Zone Considerations - Send at appropriate times for your audience
  • Work-Life Balance - Set up campaigns outside of business hours

Scheduling a Campaign

From Draft Campaign

  1. Create and save your campaign as a draft
  2. Go to your campaigns list
  3. Find the draft campaign
  4. Click “Schedule” button
  5. Select date and time
  6. Review and confirm

From Campaign Editor

  1. While creating or editing a campaign
  2. Complete your campaign content
  3. Instead of “Send Now”, choose “Schedule”
  4. Select date and time
  5. Save campaign

Selecting Send Time

Date Selection

  • Choose any future date
  • Cannot schedule for past dates
  • Calendar picker makes selection easy

Time Selection

  • Select specific hour and minute
  • Consider your audience’s time zone
  • Best practices:
    • Weekdays: 9 AM - 11 AM or 2 PM - 4 PM
    • Avoid: Early mornings, late nights, weekends (for some audiences)

Campaign Status

Scheduled Status

When a campaign is scheduled:

  • Status shows as “Scheduled”
  • Scheduled date/time is displayed
  • Campaign can still be edited
  • Will send automatically at scheduled time

Before Send Time

You can:

  • ✅ Edit campaign content
  • ✅ Change scheduled time
  • ✅ Cancel the scheduled send
  • ✅ View campaign preview

At Send Time

The system will:

  • Automatically start sending
  • Status changes to “Sending”
  • Emails are queued and sent
  • Progress is tracked

Managing Scheduled Campaigns

Editing Scheduled Campaigns

  1. Find the scheduled campaign
  2. Click to edit
  3. Make your changes
  4. Save - scheduled send will use updated content

Note: You can edit content, subject line, email list, etc. The scheduled time remains unless you change it.

Rescheduling

Change the send time:

  1. Find the scheduled campaign
  2. Click “Reschedule” or edit
  3. Select new date and time
  4. Save changes

Cancelling Scheduled Sends

Cancel a scheduled campaign:

  1. Find the scheduled campaign
  2. Click “Cancel” or “Cancel Schedule”
  3. Confirm cancellation
  4. Campaign returns to “Draft” status

Note: You can only cancel campaigns that haven’t started sending yet.

Best Practices

Timing Considerations

For Student Clubs:

  • Weekdays: 10 AM - 2 PM (between classes)
  • Avoid: Early mornings, late nights, exam periods
  • Events: Send 1-2 days before event date

General Best Practices:

  • Tuesday-Thursday: Often highest engagement
  • Morning: 9 AM - 11 AM
  • Afternoon: 2 PM - 4 PM
  • Test: Try different times and measure results

Planning Ahead

  • Weekly Newsletters: Schedule for same day/time each week
  • Event Announcements: Schedule 1-2 days before event
  • Reminders: Schedule follow-up emails
  • Seasonal: Plan holiday or semester-based campaigns

Time Zone Awareness

  • Consider your subscribers’ locations
  • University clubs: Most subscribers in same time zone
  • International clubs: May need to consider multiple zones
  • Default: System uses your local time zone

Monitoring Scheduled Campaigns

Before Send

  • Check scheduled campaigns regularly
  • Verify content is still relevant
  • Ensure email list is correct
  • Confirm send time is appropriate

During Send

  • Status changes to “Sending”
  • Can monitor progress
  • Cannot cancel once sending starts
  • Check for any errors

After Send

  • Status changes to “Sent”
  • View analytics immediately
  • Review engagement metrics
  • Learn for next campaign

Troubleshooting

Campaign Didn’t Send

  • Check that scheduled time has passed
  • Verify campaign status
  • Check for error messages
  • Ensure email list has subscribers
  • Contact support if issue persists

Wrong Send Time

  • Verify time zone settings
  • Check date/time selection
  • Reschedule if needed
  • Cancel and reschedule if not yet sent

Can’t Schedule

  • Ensure campaign is saved as draft
  • Check that date is in the future
  • Verify you have Editor or Owner permissions
  • Ensure email list is selected

Tips

Batch Scheduling

Schedule multiple campaigns at once:

  1. Create all campaigns as drafts
  2. Schedule them for different times
  3. Review scheduled campaigns list
  4. Make adjustments as needed

Last-Minute Changes

  • Scheduled campaigns can be edited until send time
  • Make final adjustments before send
  • Update content if needed
  • Change time if circumstances change

Testing

  • Schedule test campaigns to yourself
  • Verify timing works as expected
  • Check that content renders correctly
  • Confirm tracking is working
Previous Viewing Analytics Next Team Management