Scheduling & Sending

MarketingAdmin

Timing can make or break your campaign. Learn when to send, how to schedule, and what happens after you hit send.

Sending Options

When your campaign is ready, you have three choices:

Option	Best For
Send Now	Urgent messages, time-sensitive content
Schedule	Optimal timing, planned campaigns
Save Draft	Work in progress, pending approval

Scheduling a Campaign

1

Choose Schedule Option

1. After creating your campaign, click Schedule
2. Select Schedule for Later

2

Set Date and Time

1. Pick your send date from the calendar
2. Select the send time
3. Confirm your timezone is correct

The system will show how many hours until send.

3

Confirm Schedule

1. Review all campaign details
2. Check the audience size
3. Click Confirm Schedule

Your campaign is now queued and will send automatically.

Best Times to Send

Email Campaigns

Day	Best Times	Notes
Tuesday	9-11am	Highest open rates
Wednesday	9-11am	Strong engagement
Thursday	9-11am, 2-3pm	Good before weekend
Saturday	9-10am	Works for leisure content

For golf clubs specifically, Thursday and Friday mornings work well—members are planning their weekend rounds!

SMS Campaigns

Timing	Effectiveness
10am - 12pm	High response rate
5pm - 7pm	Good for evening offers
Avoid	Before 9am, after 9pm

Never send SMS late at night. Most regions have laws about commercial messaging during quiet hours.

Push Notifications

Type	Best Time
Promotions	Mid-morning, lunch
Reminders	24 hours before event
Urgent updates	Immediately (when appropriate)

Timezone Considerations

The system sends based on your club's timezone by default.

For Multi-Location Clubs

If your members are in different timezones:

1. Consider Send Time Optimization (if available)

   • Automatically adjusts for each recipient's timezone

2. Or schedule for a mid-day time that works across zones

   • Example: 12pm EST reaches West Coast at 9am

Managing Scheduled Campaigns

Viewing Scheduled Campaigns

1. Go to Marketing → Campaigns
2. Click the Scheduled tab
3. See all upcoming campaigns with send times

Editing a Scheduled Campaign

You can edit a campaign up until it starts sending:

1. Find the campaign in the Scheduled tab
2. Click Edit
3. Make your changes
4. Save and re-confirm the schedule

Changes to audience or content reset the approval queue if your club uses approval workflows.

Canceling a Scheduled Campaign

1. Find the campaign in Scheduled
2. Click Cancel Send
3. Confirm cancellation

The campaign moves back to Drafts where you can edit or delete it.

What Happens When You Send

The Sending Process

Campaign Triggered
       ↓
Audience Calculated (real-time)
       ↓
Personalization Applied
       ↓
Messages Queued
       ↓
Delivery Begins
       ↓
Tracking Activated

Delivery Speed

Audience Size	Typical Delivery Time
Under 1,000	1-5 minutes
1,000 - 10,000	5-15 minutes
10,000+	15-60 minutes

Large campaigns are sent in batches to maintain high deliverability and avoid spam filters.

Send Time Optimization

Some plans include AI-powered send time optimization:

How It Works

1. System analyzes when each member typically opens emails
2. Sends are staggered over a window (e.g., 9am-6pm)
3. Each member receives the email at their optimal time

Enabling Optimization

1. When scheduling, check Optimize Send Time
2. Set your send window (start and end times)
3. The system handles the rest

Recurring Campaigns

For campaigns you send regularly (like weekly newsletters):

Setting Up Recurring Sends

1. Create your campaign
2. Choose Make Recurring
3. Set the frequency:
   • Daily
   • Weekly (select day)
   • Monthly (select date)
4. Set end date or leave open-ended

Managing Recurring Campaigns

• Each send appears in your Sent history
• Edit the template to update future sends
• Pause or cancel anytime from Scheduled

Pre-Send Checklist

Before hitting send, verify:

Content

• Subject line is compelling
• No spelling or grammar errors
• All links work correctly
• Images display properly
• Personalization tested

Audience

• Correct segment selected
• Audience size is expected
• Exclusions applied (if needed)
• Unsubscribes will be respected

Timing

• Date and time are correct
• Timezone is right
• Not conflicting with other campaigns

Compliance

• Unsubscribe link included
• Physical address in footer (email)
• Opt-out instructions (SMS)

Approval Workflows

If your club uses approval workflows:

Submitting for Approval

1. Complete your campaign
2. Click Submit for Approval
3. Add notes for the approver
4. Wait for notification

Approval Status

Status	Meaning
Pending	Waiting for review
Approved	Ready to schedule/send
Rejected	Needs changes (see notes)

After Rejection

1. Review the feedback notes
2. Make requested changes
3. Re-submit for approval

Troubleshooting

Campaign stuck in "Sending"

• Large campaigns take time—check back in 30 minutes
• Contact support if stuck for over an hour

Some members didn't receive

• Check if they're unsubscribed
• Verify email addresses are valid
• Review bounce reports

Wrong send time

• Always double-check timezone settings
• Use the preview to confirm local time

Next Steps

• Campaign Analytics - Track your results
• Campaign Best Practices - Optimize performance