IN BRIEF:
Learn how scheduling an Email Blast creates a queued task that can be previewed, cancelled, and fully audited. Use the “Scheduled Emails” window in the Quick Tools bar to review all pending blasts.
- Overview
- Accessing the "Scheduled Emails" Window
- Step-by-Step Instructions
- Audit Log Entries
- Troubleshooting & FAQs
- Related Articles
Overview
Scheduled Email Blasts allow you to prepare messages now and send them later without additional input. Once you select your recipients and message, the System stores the Email Blast, then sends it at the specified date/time.
Scheduled emails will only be sent to Families/Students that meet the selected criteria on the day the task to schedule the Email Blast is created, not on the day it is actually sent. This means that students who may drop between the date the task is created and it is actually sent may still receive the email, and that students who may have future enrollments but are not actually active on the date the task is created may not receive it.
Accessing the "Scheduled Emails" Window
- In the bottom‑left Quick Tools bar, select the Scheduled Emails icon (envelope with clock).
- The Scheduled Emails window lists every pending Email Blast, showing its subject, scheduled send date/time, and the staff member who scheduled it.
Step-by-Step Instructions
Previewing a Scheduled Email Blast
To verify content before send‑time:
- In Scheduled Emails, select either the magnifying‑glass icon or the Subject of the blast.
- A preview window opens, displaying the email body and graphics. Variables remain visible as placeholders; these variables will populate for each recipient at the time the email is sent.
Canceling a Scheduled Email Blast
- In Scheduled Emails, select the X below the staff member’s name.
- When the confirmation dialog appears, select Yes to cancel or No, Thanks! to keep the task.
- If cancelled, the system logs the action and removes the Email Blast from the queue.
NOTE: Any staff member with permission to access the FAMILIES/STUDENTS pages can reschedule or cancel a blast before its scheduled send time.
Audit Log Entries
The System creates multiple Audit Log entries to track Email Blast lifecycle events:
- Scheduled Email Blast – Logged when a staff member selects “Yes” in the summary dialog.
- Email Blast Scheduled for … – Logged when the task appears in “Scheduled Emails.” The source page (e.g., FAMILIES) is shown in parentheses.
- Canceled Email Blast – Logged if a blast is cancelled before send‑time.
Troubleshooting & FAQs
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How do I verify an Email Blast was delivered?
- A Background Task will be created when the Email Blast is sent and will remain there for 60 days (about 2 months), unless manually deleted by a staff member.
- To verify delivery status for a single family, review the Family Email Log.
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How do I find all scheduled Email Blasts?
- Select the Scheduled Emails icon in the Quick Tools bar for a consolidated list.