Scheduling Messages
Scheduling lets you plan your communications in advance. Set up your sends once, and Dear will deliver them at the right time.
Why Schedule Sends?
Scheduling your sends offers several advantages:
Plan ahead - Set up your entire communication timeline at once
Optimal timing - Send when guests are most likely to see your message
Timezone awareness - Messages send based on your timezone
Peace of mind - No need to remember to send on the day
How to Schedule a Send
Go to My Events and select your event
Click on the message type you want to send (e.g., Invitation)
Scroll to Scheduled Sends
Click Schedule Send
Set your options:
Date - Pick when to send
Time - Choose the time (shown in your timezone)
Recipients - Select who should receive it
Click Schedule Send
Setting the Date and Time
Choosing the Date
Use the date picker to select when your message should go out:
Click on the date field to open the calendar
Navigate between months using the arrows
Select your desired date
Dates in the past cannot be selected
Choosing the Time
Times are shown in 30-minute intervals:
Select from the dropdown (e.g., 9:00 AM, 9:30 AM)
Times display in 12-hour format for easy reading
The actual send uses your account timezone
Timezone Handling
Dear uses your account timezone for all scheduling:
Times you select are in your timezone
The send record shows which timezone was used
Recipients receive emails at the scheduled moment regardless of their location
Example: If you’re in Auckland and schedule for 9:00 AM, the send goes out at 9:00 AM New Zealand time.
To check or update your timezone, visit your account settings.
Recommended Send Times
While every event is different, here are general guidelines:
For Invitations
Ideal timing: 4-8 weeks before your event
Best time of day: Mid-morning (9-11 AM) or early evening (6-8 PM)
Best days: Tuesday through Thursday tend to have higher open rates
For Reminders
Ideal timing: 1-2 weeks before your event
Target: Guests who haven’t responded yet
Follow up: Consider a second reminder a few days before if needed
For Thank You Messages
Ideal timing: Day after your event
Best time: Late morning when people check email
Managing Scheduled Sends
Viewing Scheduled Sends
All scheduled sends appear in a table showing:
Scheduled date and time
Timezone used
Status
Number of recipients
Editing a Scheduled Send
Before a message is sent, you can modify it:
Click on the scheduled send row
Click Edit
Update date, time, or recipients
Save your changes
Cancelling a Scheduled Send
To cancel a send that hasn’t gone out:
Click on the scheduled send
Click Delete
Confirm the cancellation
This removes the send from the queue. You can schedule a new one if needed.
Sending Early
If you decide you want to send immediately instead of waiting:
Click on the scheduled send
Click Send Now
Confirm you want to send immediately
The message will be dispatched right away.
Multiple Scheduled Sends
You can schedule several sends of the same message type. Common scenarios:
Initial invitation + new guests:
Schedule invitation for all current attendees
Add more attendees later
Schedule another send for just the new guests
Tiered reminders:
Schedule first reminder 2 weeks out
Schedule second reminder 3 days out
Target non-responders each time
Staggered sending:
For very large events, split your guest list
Schedule sends a few hours apart
Helps manage response volume
Draft Events and Scheduling
If your event is in draft status:
You can still schedule sends
Scheduling your first send will publish the event
A confirmation message explains this before you proceed
Once published, attendees can view their invitations
Cancelled Events
If your event has been cancelled:
You cannot schedule new sends
Existing scheduled sends remain (consider deleting them)
A notification explains the event status
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