Scheduling campaigns

Once your campaign is composed and targeted, the final step is deciding when it goes out. Sending an email campaign walks through the full build-and-send flow; this article goes deeper on what happens at and after the moment you click send.

Send now or schedule for later

In the campaign composer's Review step you choose between two options:

• Send now. The campaign begins processing immediately after you confirm.
• Schedule. You pick a date and time and the campaign sends within a few minutes of that moment. Set it and confirm; you do not need to keep the page open. The time has to be in the future.

Which time zone a scheduled time means

Scheduled times are always read in your organization's time zone, not the time zone of whoever is looking at the screen. The picker is labeled with that zone (for example "Time (CDT)") and names it underneath, so a colleague working from another state who schedules "9:00 AM" picks the same moment you would. Your organization's time zone is the one set in your workspace settings -- the same one that pre-fills new events and meetings.

Every place a send time is displayed -- the campaign list, the campaign report, the confirmation dialog, and the Review step summary -- shows it in that zone with the zone label attached, so there is never a time on screen you have to convert in your head.

Scheduled campaigns appear in the campaign list with a Scheduled status and their target time displayed.

Campaign status progression

A campaign moves through a fixed sequence of statuses:

Once a campaign enters Sending it cannot be cancelled or edited, and the Send button acts once: a second click, another tab, or the scheduler arriving at the same moment all find the send already started and take you to its report. While a campaign is still Scheduled, you can send it immediately, change its scheduled time (the reschedule dialog uses the same organization time zone), or cancel the schedule, which moves it back to Draft. Editing a scheduled campaign keeps its schedule.

A Failed campaign is not stuck. The campaign report says why it failed (for example, no one in the audience could receive the email), and the campaign reopens in the composer so you can fix the audience or content and send again. Sending again reaches only the people who have not received the email yet; anyone it already went to is not sent a second copy. Draft, scheduled, and failed campaigns all reopen in the composer from the campaign's actions menu or from the campaign report.

How sends are batched

Sends go out in batches of 50, one batch at a time, so each batch checks your up-to-date remaining quota before it sends. You do not need to do anything during this process; the campaign status page updates as batches complete.

Send quota

Your plan includes a monthly email send quota. Before each batch sends, the system checks your remaining sends:

• If your remaining quota covers the full batch, all recipients in that batch are sent to normally.
• If your remaining quota covers only part of a batch, the recipients who fit are sent to, and the rest are marked as skipped.
• If your quota is already exhausted when a batch begins, every recipient in that batch is skipped.

Usage is recorded after successful sends, not before, so you are only charged for messages that actually went out.

Skipped recipients

When recipients are skipped due to quota exhaustion, a notice appears at the top of the campaign detail page. The notice shows the exact number of recipients who were skipped and links to your billing settings where you can manage your plan.

Skipped recipients are visible in the recipient list on the campaign detail page and can be filtered or exported alongside delivered and opened statuses.

Skipped recipients did not receive your message. To reach them, send a new campaign after your quota resets or your plan is upgraded.

Why this matters

Knowing exactly when your campaign sends, and what happens if quota runs short, lets you plan outreach with confidence rather than guesswork. Scheduling ahead means your message reaches members at the right moment without requiring you to be at a computer. Understanding the batching model helps you predict delivery timelines for large lists and act quickly if a quota issue truncates a send. Reviewing skipped recipients right on the campaign detail page gives you a clear picture of who still needs to hear from you so no one slips through the cracks.