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How can I schedule an email to be sent at a later time/date?

Azavista Support
Updated

Emails can be scheduled to be sent at a later time/date in 3 different ways:

- Via the Email marketing module

- Via the Contacts/Participants module (depending on whether you are at Global level or Event level). 

For these 2 options, you can also keep track of the sending schedule in the Sending schedule tab of your emails.

- Via a Workflow automation

 

Scheduling an email from the Contacts/Participants module:

Within the Contacts/Participants list, click on the Actions menu (3 dots) of the individuals you would like to send an email to and select Email.

Select "Schedule mail" in the popup windown, this lets you choose the specific date and time at which you would like the email to be sent.

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e_how_to_schedule_emaill.png

 

Scheduling an email from the Email marketing module:

Inside an email's detailed view, in the Participants tab, click on the Actions menu (3 dots) of the individuals you would like to send an email to and select Email.

Select "Schedule mail" in the popup window, this will also let you choose the specific date and time at which you would like the email to be sent.

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Keep track of scheduled emails in the Audience tab:

In order to see and keep track of your sending schedule for an email campaign in specific, click on one of them to access its detailed view and click the "Sending Schedule" tab. This tab gives you a clear overview of the scheduled emails and lets you manage email sending settings (Reschedule, Send now, Delete)

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Scheduling an email from a Workflow automation

You might, for example, want to send an email when a Participant enters a Workflow automation's stage or completes a form. To do so, we can use either of the 2 following buttons inside a workflow automation:

  • Engagement sequence - Action(s) to be performed (in this case sending an email) when a Participant enters the first stage of this workflow automation
  • After registration actions - Action(s) to be performed when a registration form is completed

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Bear in mind, these buttons are displayed for some workflow automation only. Clicking the buttons will open up the Process menu, which can be used to schedule the sending of emails. You can read our Process menu comprehensive article by clicking here.

As an example, let's create an email to be sent 1 day before the start of an event, in a "Pre-arrival" workflow automation.

  1. Click the "Engagement sequence" button in the Pre-arrival workflow
  2. Add a Wait block (yellow + button)
  3. Add the following information:
    1. Event type: Event field (the email will be scheduled relative to an event field)
    2. Field: Start (the email will be scheduled relative to the field used for the start of the event)
    3. Selector: Days
    4. Offset: 1
    5. Period: Before
  4. As a result, the email will be sent 1 day before the date that was entered in the event field "Start".
  5. Add an Action block (green + button)
  6. Add the following information:
    1. Select entity: Participant
    2. Action type: Send email
    3. Email campaign: *Select the email campaign of your choice*

The process will look like this:

 

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