Scheduler

The scheduler allows to you set up a schedule to send email message to members of an email list.

Entering the Scheduler From Calender

When you enter the scheduler through the calender, you can modify an event based on a specific day of the month.

  1. Click on eMail in the main menu bar.

  2. Click on Scheduler in the drop-down menu.

  3. A Calendar dialog box will appear. Use the following to find the desired month.

    • Use << to go back one year.

    • Use < to go back one month

    • Use the month drop-down to select a month.

    • Use the year drop-down to select a year.

    • Use > to go ahead one month.

    • Use >> to go ahead one year.

  4. Click on a day to bring up the scheduler showing events for that specific day, including recurring events that happen on the selected day.

  5. See Using Scheduler below for more information.


[IMAGE]


[IMAGE]
Entering Scheduler from Email List

When you enter the scheduler through the email list manager, you can modify events based on a specific list. This is particularly useful for cycle based events. See Cycles below for more information.

  1. Click on eMail in the main menu bar.

  2. Click on List Manager in the drop-down menu.

  3. The List Manager will appear.

  4. Right click on the list that you want to manager the schedule for.

  5. Select Schedule from the drop-down menu.

  6. The Schedule dialog box will open.

  7. See Using Scheduler below for more information.






 [IMAGE]

[IMAGE]
Using Scheduler

The scheduler will show a list of existing events that either happen on the selected day when entering through the calendar or use the selected list when entering through the list manager.

Add new Event

  1. Right click in the scheduler.

  2. Click Add Event in the drop-down menu.

  3. The Email Event dialog box will appear.

  4. See Using Email Event dialog box below.

Delete Event

  1. Right click on the event you want to remove in the scheduler.

  2. Click Delete Event in the drop-down menu.

  3. A confirmation dialog box will appear.

  4. Click on OK.

Change Event Properties

  1. Right click on the event you want to change.

  2. Click Properties in the drop-down menu.

  3. The Email Event dialog box will appear so you can make changes.

  4. See Using Email Event dialog box below.

[IMAGE]


[IMAGE]
Using the Email Event Dialog

The appearance of the Email Event dialog can very depending on the options select. Here we discuss the major areas of the Email Event dialog. In following sections we will review the various options and how they effect the appearance of this dialog box.
 
  • Event Schedule - This area defines when the event will occur. This area has numerous configurations that will be discussed below.


  • Title - This is a title for the event that can be used to identify the event in the Scheduler dialog box.


  • From Email Address - This is the email address the scheduled message will come from.

  • From Proper Name - This is the proper name that the scheduled message will come from.


  • Messages - This is the message that will be sent.


  • List - This is the email list that will be used to send the message.
Once you have completed all the event information, press OK to add or modify the event.
[IMAGE]
Cycles

Cycles allow you to send a series of different emails to a list based on how many times they have been sent a message in the past. This is tracked on a person-by-person basis so the series of message can start at the point they are added to the list. You would create a different event for each cycle.

Example:
  • Joe owns a guitar shop.

  • To entice people to sign up for his mailing list, he offers 8 weekly guitar tips.

  • He creates 8 different tip messages.

  • He creates the signup form and has people who sign up added to his Guitar List.

  • He sets up 8  cycle based events that will send a different message for each of the 8 cycles.

  • Each time another message is sent to someone on the list, their cycle number is increased.


  1. Check the Use Cycles check-box.

  2. Enter the cycle number when this event will occur into the Cycle field. For instance if this is the message you want to send the very first time a message is sent to a person in the list, enter 0.

  3. If you want to reset the cycle so once the person has received all the messages they start receiving the first one again; check the Reset Cycle check-box.
    Note: This is most useful when you update the message regularly so the message they receive when the cycle has been reset has been updated.

  4. If you selected, Reset Cycle, enter the number of cycles to allow before reset into the Reset cycle at field. This cycle will never actually be reached. In this example, the cycle count will be from 0 to 7 and then return to 0. This is only necessary for the last event of the cycle group but setting it in all events will helpful to  make the goal of the event more clear.
[IMAGE]

[IMAGE]


[IMAGE]
Event Schedule

Cycles are discussed above. This section describes how to pick the date or dates you want to send a message associated with this event.

Once

How to send a scheduled message to a list only once.
  1. Select Once from the period drop-down

  2. Select the date from the Date field.

  3. Select the time from the Time field.

 [IMAGE]
Once



Daily

How to send a scheduled message to a list on a daily or semi daily basis.

  1. Select Daily from the period drop-down.

  2. Select the date the event should start, from the Date field.

  3. Select the last date the event should occur, from the Until field.

  4. Select the time of day the event should occur from the Time field.

  5. Enter  how often the event should occur in the Every (n) Days field. Example: enter 7 to send the associated message once per week.
[IMAGE]
Daily
Weekly

How to send a scheduled message to a list on a weekly bases.
  1. Select Weekly from the period drop-down.

  2. Select the date the event should start, from the Date field.

  3. Select the last date the event should occur, from the Until field.

  4. Select the time of day the event should occur from the Time field.

  5. Enter how often the event should occur in the Every (n) Weeks field. Example: Enter 2 in order to send an message every other week.

  6. Select the Day Of the Week to send the message. Example: To send the message on Monday and Friday, check those days.
[IMAGE]
Weekly
Monthly

How to send a scheduled message to a list on a monthly basis.
  1. Select Monthly from the period drop-down.

  2. Select the date the event should start, from the Date field.

  3. Select the last date the event should occur, from the Until field.

  4. Select the time of day the event should occur, from the Time field.

  5. Enter how often the event should occur in the Every (n) Months field. Example: Enter 6 to send a message twice per year.


  6. Select Week of the month to to send the message. The message will only be sent on the selected weeks.

  7. Select Day of week to send the message. The message will only be sent on the selected day.

Example: To send a message on the first Monday and last Monday of the month, select First Week, Last Week and Monday from the check-boxes.
[IMAGE]
Monthly
Annually

  1. Select Annually from the period drop-down.


  2. Select the date the event should start from the Date field.
    Note: This will also be used as the anniversary date for the event.


  3. Select the last date the event should occur from the Until field.


  4. Select the time of day the event should occur.

[IMAGE]
Annually
Field

This is used when a field of the email list contains a date field. For instance, you can collect a persons birthday when they register for your birthday club and this system will send them a coupon on their birthday.

  1. Select Field from the Period drop-down. This must be a field that contains a date (Date Field).

  2. Select the date the event starts from the Date field.


  3. Select the last date the event should occur from the Until field.


  4. Select the time of day the event should occur from the Time field.

[IMAGE]