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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. Click Lists in SharpSpring's left toolbar.
  2. Click  12cog.png  Options > Send Email to List to the right of the list that will be scheduled in an email.
  3. Choose when to send the email in the Scheduling section of the modal window that appears:

       •   As soon as possible

       •   At a designated time
  4. Enter the name of the scheduled email in the Email section.  
  5. Enter the lists or the user tags to exclude sending the email to in the Exclusions section.
  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. Click Send Email in the modal window that appears. 
    

 

 

 

 

 


Click to enlarge.


 

 

 

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. Click Email in SharpSpring's left toolbar.
  2. Hover over the email that will be scheduled.
  3. Click  send.png  Send to List.
  4. Choose when to send the email in the Scheduling section of the modal window that appears:

       •   As soon as possible

       •   At a designated time  
  5. Enter the name of the list of recipients or user tags to send the email to in the Recipients section.
  6. Enter the lists or the user tags to exclude sending the email to in the Exclusions section.
  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. Click Send Email in the modal window that appears. 
    

 

 

 

 

 

 


Click to enlarge.


 

 

 

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. Click Automation > Action Groups in SharpSpring's left toolbar.
  2. Create or edit an action group.
  3. Click + Add > Action under Start or an applicable branch.
  4. Click send the email in the Communication section.
  5. Enter the desired email name in the Email Name text box.
  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. Click Automation > Action Groups in SharpSpring's left toolbar.
  2. Click  cog.png  Options > Schedule to the right of the action group's name.
  3. Choose when to send the email in the Scheduling section of the modal window that appears:

       •   As soon as possible
       •   At a designated time
  4. Enter the list to schedule the email to in the List Name text box.
  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 

You can—and should—verify that emails were scheduled correctly.

To verify email scheduling, do the following:

  1. Click Automation > Scheduled Events in SharpSpring's left toolbar.
  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, click View Job History to see the progress of your scheduled events.
  


Click to enlarge.


Rescheduling Events Scheduled via Action Groups

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. Click Automation > Scheduled Events in SharpSpring's left toolbar.
  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

You can remove email send events that have been scheduled via an action group.

To remove send events, do the following:

  1. Click Automation > Scheduled Events in SharpSpring's left toolbar.
  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. Click Automation > Scheduled Events in SharpSpring's left toolbar.
  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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