Can I schedule an email to send later? (Delay Sending Until and templates)

Yes. When you send an email from Communications > Send Communication, set Delay Sending Until on the Send Options page, and the email, with its text message if it has one, waits until that date and time. There's no repeat option, so TeamSideline can't send the same email on a schedule: schedule each send on its own, and save the message as a Communication Template so each one takes only a minute.

Applies to: Org admins who send communications · All plans · Emails and texts sent from Communications > Send Communication

Where: Communications > Send Communication > (choose recipients) > Next > Create Your Message > Next > Send Options > Delay Sending Until; Communications > Communication Templates; Communications > Communication Logs (to change or cancel a scheduled email)

Schedule an email

Go to Communications > Send Communication.
Check the box next to each list or person you want to email, and click Next.
On Create Your Message, enter the Email Subject and your message. To start from a template, click Retrieve Template, choose it in Template and click Apply.
Click Next, not Send Now. Send Now sends the email right away and skips the send options.
On Send Options, under Delay Sending Until, choose the Date and a Time (the list offers every half hour). The time is in your organization's time zone.
Choose any other options you need, such as Attach A File.
Click Send.

What you'll see: "Your email will be sent out shortly." and the Communication Logs page. Your email's Status reads Pending/Holding Until, followed by the date and time it will go out. At that time TeamSideline builds the recipient list and sends the email, normally within a few minutes.

Send the same email regularly

For a weekly newsletter, a monthly reminder or a series of emails before a season, save the message once and schedule each send:

Save the message as a template: on Create Your Message, click Save As Template (you'll see "Communication Template Saved."), or go to Communications > Communication Templates, click Add Communication Template, enter the Email Subject and Email Message and click Save.
For each send, go to Communications > Send Communication, check the recipients and click Next.
On Create Your Message, click Retrieve Template, choose the template in Template and click Apply. The Email Subject and message are filled in.
Change anything that's different this time, click Next, set Delay Sending Until and click Send.

You can schedule several sends ahead at once, each with its own date. Each one stays on Communication Logs as Pending/Holding Until until it goes out.

What a template keeps

A Communication Template keeps only the Email Subject and the message. Choose the recipients, From, Friendly Name, Reply To, any Text Message, the attachment and the send options each time.
To make a variation, click Copy Communication Template on Communications > Communication Templates, choose the template in Communication Temp, enter a new Subject and click Copy. You'll see "The Draft Communication was successfully copied."
To change or remove a template, use its Edit (pencil) or Delete (red X) icon on Communication Templates. The list can be sorted by Subject, Template Created or Template Updated.

Change or cancel a scheduled email

Go to Communications > Communication Logs.
Set the Date Range to include the day you scheduled the email (the list goes by the date you created it, not the send date) and click Update.
Find your email. Its Status reads Pending/Holding Until and the time it will go out.
To change it, click Edit (the pencil). On Communication Edit, change Delay Sending Until, the Email Subject, the Email Message or, if it has one, the Text Message, then click Save. You'll see "Communication updated."
To stop it, click Cancel Communication (the red X), then click OK on "Are you sure you want to cancel this communication "(subject)"?". Its Status changes to Canceled, and nothing is sent.

The recipients and the attachment of a scheduled email can't be changed. To change them, cancel it and schedule a new one.

If it doesn't work

The email went out right away. You clicked Send Now, which skips the send options, or the date and time you chose had already passed. A time in the past isn't refused; the email simply goes out at once.
It went out at midnight. A Date with no Time is sent at 12:00 AM, at the start of that day. Choose a Time as well.
It went out at the wrong hour. Delay Sending Until uses your organization's time zone. If that time zone is wrong, contact TeamSideline Support.
"Invalid Delay Date." The date couldn't be read. Pick it from the calendar and click Send again.
There's no Edit or Cancel Communication icon. Only an email that's still Pending/Holding Until can be changed or canceled. Once its time has passed, it's sent and can't be recalled, so send a follow-up instead.
"The communication cannot be updated, since it is currently being processed." The send time passed while you were editing, so the email is already going out.
"Invalid Delay Date/Time." On Communication Edit, both the Date and the Time are required.
"Email Subject is required.", "Email message is required." or "Text Message is required." On Communication Edit, fill in the empty box. The Text Message box is shown only for an email that was scheduled with a text.
"Subject is required to save draft." Enter an Email Subject before you click Save As Template.

Good to know

The recipient list is worked out when the email goes out, not when you schedule it. Someone who registers or joins a list before then gets it, and someone removed from the list before then doesn't.
A scheduled email uses your communication credits when it goes out. See How many emails and texts can we send? (communication credits by plan).
An attached file is stored when you click Send, so it goes out with the email whenever it's sent. Attach A File takes one file of up to 10 MB; see How to add attachments, links and videos to a communication for that and the other send options, such as Team Schedule Link and Team Roster Link.
TeamSideline doesn't send your own messages automatically on a schedule, or when something happens, such as a week after someone registers. The automatic emails it does send, such as order confirmations, have their own settings; see How To Customize Order Confirmation Emails.
Canceling a scheduled email is recorded in Administration > Manage Users > Activity Log (Enhanced, Elite and Enterprise plans).
Watch How to create a Communication Template (video).

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