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Scheduled E-mail Blasts

Current features:
Emails need to be sent manually or scheduled with events reminders or membership renewal notifications.

Desired feature:
Have the ability to schedule any email to be sent a specific time.

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wah1dancer shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →

Hello, dear supporters!
We’re happy to announce that the scheduling feature is now ready for your use!
In this thread there are several suggestions related to this feature. Some of them are covered in this release, some are not. Let’s jump into it.

What is covered:
- Set up an email in advance to go to X list (or single member) on X date at X time

What is partially covered:
- Scheduling a blast after an event has occurred
Simply schedule a manual email blast to the saved list of an event’s attendees after the day of the meeting
- See the schedule of outgoing emails
Emails tab (former Drafts) now has a new filter. If you sort the list to view scheduled emails only, then you’ll see them arranged by the delivery date&time. Thus you can check the order of scheduled emails

What is not yet covered:
- Auto Repeating emails
- Timezone selection (there is a workaround though – check the video below)

What is related to events:
(Some of the suggestions are actually about events announcements and that is a whole another story. No worries, we have them saved)
- schedule more eblasts per event. Three is often not enough
- if an event is duplicated – duplicate the group (of recipients) also
- schedule a blast after an event has occurred (ex. feedback collection)
- SEE the schedule of all the announcements
- send to a segments of a list (e.g, members vs. non-members, vs former members), either to vary the message, or for segmented tracking, or both
- Choose time of the day
- Button Send now should cancel Scheduled message delivery + add a confirmation dialogue

Check this short video about the new email blasts scheduling feature workflow – https://youtu.be/aGWn_-HXkOY (2 min)
We hope you’ll like it. Please leave your comments below.

Thank you for your patience!
Have a great day!
WA Emailing Development Crew


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  • webmaster commented  ·   ·  Flag as inappropriate

    I was just made aware of an issue that makes all email from Wild Apricot an issue: a local high-speed internet service called RoadRunner (typically owned and managed by TimeWarner Cable, although recently bought out in our area by Spectrum) is now limiting how many emails each account may receive from a single source.

    As such, too many emails from the same domain are limited and we get a LOT of bounce-backs/failures. The end result is that too many emails are not getting through to our members even though they have our domain on their white list (i.e., not marked as spam). After reviewing our logs, it appears that for our 248 members, each email we send results in a 10-14% failure rate. Looking closer, each failure is with an account using RoadRunner (and just for variety, every 10th email or so has a failure with aol email accounts).

    Unless we find a solution to this problem - and any suggestions are welcome - we will be seriously curtailing the amount of email that we send making this new feature nearly useless. Only those system-generated emails will be used but it will require daily checking of the email logs to ensure that our members are receiving their emails. We do not have the staff or resources to do this but we have no other choice.

    We will be using a bulletin board style solution until further notice and will be looking into other systems that might offer a better solution.

    Just wanted to give people a head's up that this is likely to become a bigger issue in other markets.

  • brilaw53 commented  ·   ·  Flag as inappropriate

    I requested a function to set up automatic email to be sent to members on their birthday. This is a great way to build goodwill with our members. Can you please set this up soon?

  • Lori, this feature will work for manual email blasts - when you compose an email, you will be able to send it right away or send it at schedule time. What you're referring to is probably this one: https://forums.wildapricot.com/forums/308932-wishlist/suggestions/8826343-ability-to-schedule-follow-up-event-email-to-atten

  • Randall Rensch commented  ·   ·  Flag as inappropriate

    While you're at it, maybe you can add a precautionary (if not "fail-safe") to the Automatic Announcements' "Send now" feature? I sometimes use the send-now button for three reasons (different reason at different times):
    1. To send to segments of our list (e.g, members vs. non-members, vs former members), either to vary the message, or for segmented tracking, or both.
    2. To send announcement(s) at more than three dates. (When there are two or three events per week on our calendar, even just three per event becomes pretty spammy, but some major events do merit more than three over a period of months.)
    3. To dispatch at a better time of day. (As you know, if an event starts at 8 pm, that's when the automatic emails go out.)

    And here's the needed feature: A reminder to cancel the original send! I have advised other people to do this, and yet even I have sometimes forgotten this step myself. It's easy to overlook after having gotten absorbed in the process of adapting and sending several emails.

    EG: You have sent this email using "Send now" (or "Send again"). Do you want to cancel the originally scheduled send?

    Meanwhile, a tip: Cancel the scheduled send BEFORE the send-now process, not after. I formerly didn't do this because I assumed the custom email content would disappear. But it turns out the email content will remain, ready to send whenever.

  • Club commented  ·   ·  Flag as inappropriate

    I would be interested in the ability to schedule emails as well

  • AdminFrank (Onboarding, Wild Apricot by Personify) commented  ·   ·  Flag as inappropriate

    Maurice – thank you for sharing this feedback. It's true that we have some very old items on this wishlist, so I can appreciate that it looks like this and other features might never make it into the product.

    But as this month we're finally wrapping up the internal changes we were working on that prevented us from working on and releasing many features we've wanted to add for a long time (e.g. Scheduled emails, rsvp, membership cards, etc).

    Thankfully, in the new year this situation should improve, so hopefully in 2017 some of these requests will be addressed.

    By the way, we've already designed Scheduled emails and completed some user testing to validate our approach.

    Would you be interested in testing it to see if it matches with your needs?

  • Maurice Gunderson commented  ·   ·  Flag as inappropriate

    Scheduled e-mail blasts is a must-have feature. I was astonished to discover, after starting to use WA, that this is not available. I would never have selected WA if I had realized this. Now that I have read the comments I see this has been requested for years! I am going to look for a replacement for WA.

  • lhorvat2 commented  ·   ·  Flag as inappropriate

    This wishlist item (ability to schedule any email) is date October 19, 2008 -- today is OCTOBER 25, 2016! Eight years this has been a wanted function/feature. It has a lot of supporters. WA needs to move it to the head of the queue.

  • slalom commented  ·   ·  Flag as inappropriate

    While you're at it, it would be immensely helpful if we could SEE the schedule. Our club has half a dozen or more events short-term, set up by various people. If all of them have 3 automatic Announcement emails, that alone is potentially 18 emails per month. I need to see the full, overall schedule, so that I can move some around, cancel some, etc., so that our list doesn't get overwhelmed and think we're consciously sending spam. (I don't need to move events on the calendar view or list, just need to see them. I'd then go to the various events to tweak them.)

    I tried visiting the various events and making my own calendar, but keeping it current and complete is a non-starter idea.

  • Laura commented  ·   ·  Flag as inappropriate

    Would LOVE to schedule emails in advance? We like our weekly newsletter to go out at noon on Fridays, but I can't always be available to send it.

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