How to Schedule Send Requests in Gatheroo

Gatheroo’s Schedule Send feature allows you to create and finalise requests now, and have them automatically sent at a future date and time.

This powerful functionality helps you to work more efficiently and maintain communication timing with your contacts the way you want.

Before you set up Schedule Sends – please ensure your account is set to the correct timezone.

What is Schedule Send?

The Schedule Send feature lets you prepare requests in advance and specify exactly when they should be delivered to recipients.

Once scheduled, your requests will be automatically sent at the designated time without any additional action required from you.

When to Use Schedule Send

Perfect for Working Outside Business Hours:

  • Weekend Preparation: Work on your requests during the weekend, and have them sent on Monday morning during business hours
  • Late Night Planning: Prepare your requests in the evening to be sent first thing the next morning
  • Time Zone Considerations: Schedule sends to align with your client’s working hours

Batch Processing for Recurring Requests

  • Monthly Reports: Set up multiple requests for the next 3 months in one session
  • Quarterly Reviews: Schedule requests in advance for regular check-ins
  • Annual Planning: Prepare year-ahead communication schedules

Strategic Communication Timing

  • Follow-up Sequences: Schedule follow-up requests after initial outreach
  • Campaign Coordination: Time requests to align with marketing campaigns or project milestones

How to Schedule a Request

Step 1: Complete Your Request Setup

  1. Go through the normal request creation process
  2. Complete all steps: Setup → Request Builder → Client View
  3. Publish your request on Step 4. Publish
  4. Your request should show as “Published (not sent)” in the top navigation

Step 2: Choose “Schedule Send”

At the bottom of your request, you’ll see two options:

  • Send Request Now  – Sends immediately
  • Schedule Send (button with clock icon) – Opens scheduling options

Click Schedule Send to access the scheduling interface.

Step 3: Set Your Schedule

The Schedule Request Sending dialog will appear with:

Send Date:

  • Click the date field to open a calendar picker
  • Navigate between months using the arrow buttons
  • Select your desired send date by clicking on it

Send Time:

  • Click the time field to set your preferred time
  • Times are shown in your current local time zone
  • Choose the optimal time for recipient engagement

Step 4: Confirm Your Schedule

  • Review your selected date and time
  • Click Schedule Send (purple button) to confirm
  • Click Unschedule Send if you need to make changes

Managing Scheduled Requests

View Scheduled Requests

The scheduled send will appear in your Invitation Activity log

On your Requests Dashboard, you will see the new Status “Scheduled”

Modify or Cancel Scheduled Sends

  • Return to your request and click Schedule Send again
  • The current schedule will be displayed
  • Choose Unschedule Send to cancel the scheduled delivery

You can then either send immediately or reschedule for a different time

Important Notes

  • Time Zone: All scheduled times are based on your current local time zone
  • Status Tracking: Scheduled requests will show “Scheduled” status until delivery
  • Activity Logging: All scheduling actions are recorded in your invitation activity for audit purposes
  • Flexibility: You can modify or cancel scheduled sends anytime before the delivery time
  • Scheduled in the past: Any schedule set in the past, will be send immediately

Best Practices

  1. Double-Check Recipients: Verify your contact list before scheduling, as you won’t review it again before sending
  2. Consider Time Zones: If sending to recipients in different time zones, choose times that work for their schedule
  3. Plan Ahead: Use scheduling for recurring requests to batch your work efficiently
  4. Monitor Activity: Regularly check your invitation activity to track scheduled and sent requests

The Schedule Send feature transforms how you manage request timing, allowing you to work when it’s convenient for you while ensuring optimal delivery timing for your recipients.