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Scheduling Emails

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Forest Myers
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Emails are a crucial part of lead generation. Being able to craft an email that will reach a large number of recipients at a personal level is an important way to use SharpSpring. This article details information on how to send an email to a list immediately or schedule an email for a later time. 


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Understanding Email Scheduling

Scheduling an email is where you set a particular date and time to send an email to contacts or lists. Emails can be sent immediately or at a later date and time. 

This is useful, as it allows you to determine when certain emails go out. For example, you may have emails that you want to send for a specific holiday. With email scheduling, you can create an email well in advance, set it to send just before that holiday, and have it be queued to send automatically. 

More than that, after scheduling an email, you may need to make changes to the email. In SharpSpring, you have the option to modify or remove scheduled events before they are sent. This allows you to make changes and reschedule the emails at a later time.

There are two different tabs that populate when sending events are scheduled: Lists and Contacts. The Lists tab is populated with individual sending events when the sending events are scheduled via emails or lists. The Contacts tab is populated with individual sending events when the sending events are scheduled via action groups that send emails.


Scheduling Emails from Lists

After creating a list, you can schedule created emails to that list. To send to a list when scheduling emails, do the following:

1. 

In SharpSpring's top toolbar, click
Contacts > Lists.

    

 

 


Click to enlarge.

2. 

To the right of the list that will be scheduled in an email, click  12cog.png  Options > Send Email to List.

3. 

In the Scheduling section of the modal window that appears, choose either to send the email:

   •   As soon as possible
   •   At a designated time

4. 

In the Email section, enter the name of the email to schedule for sending.  

  

5. 

In the Exclusions section, enter either the list or the user tag to exclude sending the email to.

6. 

Optionally, check any or all of the following checkboxes:

   •   Exclude recipients who have already received this email
   •   Exclude recipients with low engagement

7. 

Click Send.

8. 

In the modal window that appears, click Send Email. 

Events scheduled in this manner will appear in the Lists tab of the Scheduled Automation Events page.


Scheduling from Emails

You can send to lists directly from the list of available emails. To send to a list when scheduling an email, do the following:

1. 

In SharpSpring's top toolbar, click
Content > Emails.

    

 

 

 


Click to enlarge.

2. 

Hover over the email that will be scheduled.

3. 

Click  send.png  Send to List.

4. 

In the Scheduling section of the modal window that appears, choose either to send the email:

   •   As soon as possible
   •   At a designated time  

  

5. 

In the Recipients section, enter the name of the list of recipients or user tags to send the email to.

6. 

In the Exclusions section, enter either the list or the user tag to exclude sending the email to.

7. 

Optionally, check any or all of the following checkboxes:

   •   Exclude recipients who have already received this email
   •   Exclude recipients with low engagement

8. 

Click Send.

9. 

In the modal window that appears, click Send Email.

Events scheduled in this manner will appear in the Lists tab of the Scheduled Automation Events page.


Scheduling from Action Groups

Scheduling email send events from automation requires the use of an action group that sends an email. 

Creating an Email Send Action Group

To create an action group that sends an email, do the following:

  1. In SharpSpring's top toolbar, click 
    Automation > Action Groups.
  2. Create or edit an action group.
  3. Under Start or an applicable branch, click 
    + Add > Action.
  4. Click send the email.
  5. In the Email Name text box, enter the desired email name.
  6. Click OK.
  7. Add triggers, actions, time delays, and action groups as necessary.
  8. Set the action group to Active.
  


Click to enlarge.


Scheduling the Action Group

Once the email send action group has been created, you can schedule sending events with it. To schedule an action group, do the following:

  1. In SharpSpring's top toolbar, click 
    Automation > Action Groups.
  2. To the right of the action group's name, click 
    cog.png  Options > Schedule.
  3. In the Scheduling section of the modal window that appears, choose either to send the email:

       •   As soon as possible
       •   At a designated time
  4. In the List Name text box, enter the list to schedule the email to.
  5. Click OK.
  


Click to enlarge.

Events scheduled in this manner will appear in the Contacts tab of the Scheduled Automation Events page.
 


Verifying Correct Scheduling 

To verify that the email was scheduled correctly, do the following:

  1. In SharpSpring's top toolbar, click 
    Automation > Scheduled Events.
  2. Click the Lists or Contacts tab, depending on the send.
  3. Locate the email to verify.
  4. View the scheduled time parameters.
  5. Optionally, to see the progress of your scheduled events, click View Job History.
  


Click to enlarge.


Rescheduling Events Scheduled via Action Groups

Currently, you can only directly reschedule events that were scheduled via action groups that send emails.

To reschedule scheduled email send action group events, do the following:

  1. In SharpSpring's top toolbar, click
    Automation > Scheduled Events.
  2. Click the Contacts tab.
  3. Locate the event to be rescheduled.
  4. Click  cog.png  Options > Reschedule Event.
  5. Select the new date and time parameters for the event.
  6. Click Reschedule.
  


Click to enlarge.
Note: Rescheduling events in the Lists tab involves removing the event and then scheduling the event again from either a list or an email.
 
Note: To see the progress of your scheduled events, click View Job History. 
 


Removing Events Scheduled via Action Groups

To remove an email send event scheduled via an action group, do the following:

  1. In SharpSpring's top toolbar, click
    Automation > Scheduled Events.
  2. Click the Contacts tab.
  3. Locate the event to be removed.
  4. Click  cog.png  Options > Remove.
  5. Click Delete.
  

Click to enlarge.


Removing Events Scheduled via Lists or Emails

Currently, you can only remove email send events that were scheduled by lists or emails in the Lists tab. To remove an event that was either scheduled by a list or scheduled by an email, do the following:

  1. In SharpSpring's top toolbar, click
    Automation > Scheduled Events.
  2. Click the Lists tab.
  3. Locate the event to be removed.
  4. Click Remove.
  5. Click Delete.
  

Click to enlarge.

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