Scheduling emails (and cancelling them)

Sometimes, it can be really useful to schedule an email ahead of time. Here's how to use ChurchSuite to schedule emails.

Emails in ChurchSuite can be sent in one of two ways:

Through a contact profile in the Address Book (hover over "Communicate" and select "Send Email". This opens a "compose" window).

Through the "Communication" pages, which exist in most modules. (When you click "Compose email", the same compose window opens as when you send an email through an Address Book contact profile).

This tutorial uses the second method. If you want to schedule an email using the first method, this tutorial will still help you, as email scheduling works in the same way once a compose window is open.

Bring up an email compose window

At the top of the communications page you're able to choose who you want to contact. These options vary slightly depending on which module you are using at the time, but in each you have the ability to send your message to every contact connected to that module. For example, the image below shows the “Address Book” > “Communication” page, and demonstrates how you are able to select an Address Book tag that you want to communicate with.

After making your selection, head to the bottom of the page to decide how to contact the selected contacts (i.e. by email, text, etc). In order to send a scheduled email, find the box marked “Email” and click “Compose Email” to bring up the email compose window.

Schedule your email

In the lower right hand corner of the compose window there's a section marked "Schedule Email". Click into the blank box to activate the "Date Picker" tool and select a date, then a time, for your email to be sent out.

Once this is done, and you’re happy with the content of your email and the date and time that you’ve selected, click “Send Email” to complete the scheduling process.

Note: Mandrill (ChurchSuite's email handler) gives priority to real time emails over scheduled emails. This means that in busy periods where considerable 'real time' emails are being processed, scheduled emails may take anything from a few minutes to an hour before they are released from the queue. ChurchSuite is unable to guarantee the time scheduled emails are released from Mandrill's mail queue.

How to cancel a scheduled email

If, after scheduling an email in ChurchSuite, you find that (for whatever reason) you no longer want the email to be sent, you can cancel it through the "Communication" report in the Address Book module (Address Book > Reports > Communication).

Next you would locate your scheduled email in the list of communications and hover your pointer over the cog wheel icon at the end of its line.

Then you would simply select the "Cancel email" option to cancel your scheduled email. 

A progress indicator will show progress during the cancellation process - Don't close the window until the process has completed!

Top Tip!

If, having submitted a scheduled email, you need to amend it, it's not possible to recall it for editing - once the email is submitted it is logged in ChurchSuite and passed to Mandrill (our email handler) ready to be released at the scheduled time. For security and data protection reasons, email handlers do not allow messages to be altered once they have been submitted to them. However, as a workaround, why not go into the Address Book > Reports > Communications report, locate the message you scheduled; preview it and copy and paste the body content into a new email which you can then amend and re-submit on a new schedule. Don't forget to cancel the old scheduled email (see above)!

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