Scheduling Messages for the Right Moment

Why schedule messages?

Scheduling decouples message creation from delivery. You can batch your communications work into a focused session — writing multiple messages at once — and have them deliver at optimal times throughout the week. This is particularly valuable for recurring reminders, pre-event briefings, and time-zone-aware organisations.

When to schedule vs. send immediately

Immediate sends are best for genuinely urgent, unplanned events — a venue change, a cancellation, or an emergency alert. Everything else is a candidate for scheduling.

• Event reminders — 24 hours before, 1 hour before
• Weekly newsletter or digest — same time every week
• Post-event follow-up — a few hours after the event ends
• Monday morning motivation or weekly agenda

How scheduling works under the hood

When you schedule a message, the platform stores the scheduled time and queues it for delivery. At the specified time, the system processes the message and dispatches it to all targeted recipients via their preferred channels. The scheduled delivery ID is recorded alongside the message so you can cancel or review it before it fires.

Cancelling a scheduled message

Until a scheduled message fires, it can be cancelled. This is useful if circumstances change — for example, an event is cancelled after the reminder was already scheduled. Simply navigate to the message in drafts/scheduled and cancel it before the send time.

Best times to send messages

For most organisations, the highest open rates come from messages sent between 8–10 AM or 5–7 PM on weekdays. Weekend mornings (9–11 AM) work well for community organisations. Avoid late evenings and early mornings unless the content is genuinely urgent.