Scheduling emails (and cancelling them)
Scheduling emails, rather than then sending emails immediately has many distinct advantages; not least that you can time your communications to deliver when they have a greater chance of being read. It's also helpful when you need to set up some communications ahead of time e.g. before going on leave. Here's how to schedule emails using ChurchSuite.
Working within an email compose pop-up window, notice the Schedule Email option in the bottom-right corner.
Clicking the date and time boxes will activate the Date Picker and Time Picker tools, or simply type a future date and time that the message is to be sent. Once you have finished composing your message click Preview Email to preview and submit the scheduled email to the queue.
Important - scheduled times are approximate!
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 have been know to be anything from a few minutes to several hours before they are released from the queue. ChurchSuite is unable to guarantee the time scheduled emails are released from Mandrill's mail queue. If the timing of an email is mission critical we would always recommend sending the email in real time, and not scheduling it.
Cancelling a scheduled email
If, having scheduled an email you then find you no longer want the email to be sent, you can just as easily cancel it by using the Communication report in the appropriate module...
- For communications sent to contacts from within the Rotas, Small Groups, Calendar, Attendance, or Address Book modules, head to Address Book module's Reports section.
- For communications sent to children from within the Rotas, Small Groups, Calendar, Attendance, or Children modules, head to Children module's Reports section.
- For communications sent to booking customers head to Bookings module's Reports section.
- For communications sent to givers head to Giving module's Reports section.
Here's an example of the Communication report in the Address Book. Begin by filtering the report Dates or Method or Users to locate the message. The Date is the date the email was submitted to the scheduled email queue (not the date the email is scheduled to be sent from the queue).
Select Cancel email from the cog actions menu on the right-hand side of the the list. Note that this option is only available up to the schedule date/time - after that undelivered/delayed scheduled emails can only be cancelled by the ChurchSuite Support team.
The Cancel Scheduled Email confirmation opens. Click Cancel Scheduled Email.
A progress indicator shows the cancellation progress. It's important not to close the progress window until the process has completed!
Can I amend a scheduled email?
Having submitted a scheduled email that you need to amend, it's regrettably not possible to recall it for editing. Once an email is scheduled, it's immediately sent from ChurchSuite and submitted to the scheduled mail queue with Mandrill (our email handler), ready to be released at the approximate scheduled time. For security and data protection reasons, email handlers do not allow messages to be altered once they have been submitted to their queue. However, as a workaround, why not use the Communications report to locate the original message, to 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 original scheduled email (see above).