Schedule and Manage Email Campaigns

Campaigns remain drafts while you complete their setup. Nothing is sent until all four sections are complete and you confirm the final sending choice.

Complete a draft

Open Mailings, choose Drafts, then select the campaign. Its details show how many of these sections are complete:

1. Subject and sender: subject, from name, reply address and postal address.
2. Content: the linked form and the email design.
3. Recipients: an eligible audience with any exclusions or filters.
4. Schedule: send as soon as confirmed or at a future time.

Select a section in the details panel to edit it. Continue setup opens the next incomplete section. Changes to a draft save as you work.

The linked form must be published and open before an invitation or reminder can be sent. The campaign also warns when its email has no link to the chosen form. A thank-you should not link people back to the form they have already completed.

Choose when it should send

1. Check that Subject and sender, Content and Recipients are marked complete.

2. Open Schedule.

3. Choose one of these options:

   • Send now says Goes out as soon as you confirm.
   • Schedule opens Date, Time and Time zone. Choose a time at least one hour ahead.

4. Close the section and review the four setup summaries. The bar below them should say Ready to go to N people.

5. Select the final action. Its label is Send to N people for Send now, or Schedule for date and time for a future send.

6. Read the confirmation. It repeats the recipient count and asks Send to N people now? or Schedule for date and time?

7. Select Send now or Schedule in the confirmation to proceed, or Cancel to leave the campaign as a draft.

Before the final confirmation, open the email preview and select Preview list in Recipients. Once confirmed successfully, a Send now campaign leaves Draft and opens its Sending report. A future campaign leaves Draft, moves to Scheduled and opens its status report. It is then managed through that report rather than the setup checklist.

If the campaign needs approval, the setup shows Final checks before sending instead of moving it into Scheduled or Sending. Wait for the approval email, return to the campaign, check that it says Approved, then use the final action and confirmation again. A rejected campaign or an account under manual review cannot be sent until the status card’s issue is resolved.

The status card explains whether the campaign is scheduled, being checked, sending, cancelled or unable to send. You can leave a sending campaign’s report; its figures continue to update.

Understand campaign status

• Scheduled shows the planned time and an Unschedule action.
• Final checks before sending means the campaign is waiting for a content or account check. A scheduled campaign can be unscheduled while it waits. See Suspending Mail Privileges for approval and manual-review states.
• Sending shows sent-versus-total progress and, when applicable, the time until the next batch. Cancel sending stops the remaining emails; the report keeps figures for emails that already went out.
• Sending cancelled means part of the audience may already have received the message. Use the report figures rather than treating it as an unsent draft.
• Not sent: over your email quota provides View quota, Retry and Upgrade actions.
• Not sent: no contacts to send to means nobody was eligible when sending began, for example because matching contacts had unsubscribed or been deleted.
• A failed test batch or sending failure explains the next step in its status card. Contact support when the card asks you to do so.

Find a campaign by stage

Open Mailings and use:

• All for every stage, grouped into scheduled and sending, drafts and sent campaigns.
• Drafts for unfinished campaigns.
• Scheduled for campaigns waiting to send or in the sending process.
• Sent for completed campaigns and their reports.

Use the Workspace selector to change the workspace, search by campaign name, or change the sort order. Select a row to open its details.

Change a scheduled campaign

Select the campaign and open Status. Select Unschedule and confirm to return it to a draft. You can then change its setup and choose a new sending time.

For a scheduled reminder shown in an invitation’s follow-up thread, you can select:

• Open to view its status.
• Change time to unschedule it and open its Schedule section.
• Unschedule to return it to a draft without leaving the invitation report.

The audience for a reminder or thank-you is recalculated when it eventually sends, even if it was set up earlier.

Campaign actions

Open a campaign’s More menu or details panel for the actions available at its current stage:

• Copy creates a new draft based on the campaign. Check every section before using the copy.
• Rename changes the name used in Mailings; it does not change the email subject.
• Move to Workspace changes who can access the campaign. Moving a campaign separately does not move its linked form.
• Delete permanently removes the campaign. If it is scheduled or sending, Shout cancels the remaining send first.

You can select several campaigns in the table to move or delete them together. Take particular care with campaigns that contain recipient or delivery history.

See Collaborate on Email Campaigns for workspace access and Understand Campaign Reports for sent and in-progress results.