---
title: "Sending and scheduling emails"
url: "https://help.checkinpax.com/en/article/sending-and-scheduling-emails"
language: "en"
last_updated: "2026-05-22T06:53:31.625Z"
---

# Sending and scheduling emails

Make your template live, send immediately to handpicked guests, or schedule for later – all from one place.

Once you have designed and tested your email template, it is time to get it into the hands of your guests.

### Activating a template

Before you can send an email to guests, you must activate the template. Activation is like turning the key — it makes the template ready for use but does not send anything yet.

#### How to activate a template

1.  Go to **Manage Templates** → **Emails**.
2.  Find the template you want to activate.
3.  Click **Edit** and change the status from Draft to **Activate**. Alternatively, you can also click the Activate button when you are in the Email Designer.
4.  Click **Save** to Confirm activation.

#### What happens after activation

-   The template status changes from "Draft" to "Active."
-   The template becomes available to select when sending emails.
-   You can no longer edit the template.

> **Important:** Once a template is activated, you cannot edit it. This protects your email content from accidental changes after guests have started receiving it. If you forgot something, copy the template to create a new draft, make your changes, activate the copy, and archive the old one.

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### Sending an email manually (by selecting guests from the guest list)

You can send an email to one guest, a few specific guests, or a handpicked selection from your guest list.

#### How to send an email manually

1.  Go to your event's **Guest List** page.
2.  Select the guests you want to email by checking the boxes next to their names.
3.  -   Check individual boxes to handpick specific guests.
    -   Use filters (e.g., by status) to narrow down the list, then select the ones you need.
4.  Click the **Send Email** button (above the guest list).
5.  Choose an **active template** from the dropdown menu.
6.  Review the recipient count (e.g., "Sending to 12 guests").
7.  Click **Send**.

#### What happens after sending

-   The email is queued and sent immediately.
-   Each selected guest receives their own personalized email based on your designed template.
-   Guests who were not selected receive nothing.

#### Example scenarios

| Scenario | Action |
| --- | --- |
| Send a personal invitation to a VIP guest | Find the guest → Check their box → Send Email |
| Resend a confirmation to a small group who didn't receive it | Search or filter to find those guests → Select their boxes → Send Emails |
| Send a last-minute update to specific guests | Handpick the affected guests → Send Email |

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### Scheduling an email for later

Want an email to go out automatically tomorrow morning or next week? Use the scheduling feature.

#### How to schedule an email

1.  Go to **Manage Templates** → **Emails**.
2.  Find the **active** template you want to schedule.
3.  Click the **Schedule** button.
4.  Choose which guests to send to:
5.  -   **All guests** – Send to everyone on the guest list
    -   **By status** – Select specific statuses (e.g., Confirmed, Unconfirmed, Checked In)
6.  Pick the **date and time** for sending.
7.  Select your **time zone**.
8.  Click **Schedule**.

#### When to use scheduling

| Use case | Status filter | Timing |
| --- | --- | --- |
| Invitation | All guests | 4–6 weeks before event |
| Reminder | Unconfirmed | 1 week before event |
| "Tomorrow is the day" | Confirmed | 1 day before event |
| Thank you email | Checked In | 1 hour after event ends |
| Feedback request | Checked In | 1 day after event |

#### Example: Sending a reminder to unconfirmed guests

You want to send a reminder email to everyone who has not yet responded.

1.  Open the schedule settings for your reminder template.
2.  Choose **By status** → select **Unconfirmed**.
3.  Set the date and time.
4.  Click **Schedule**.

The email will go out automatically to all guests with Unconfirmed status.

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### Canceling a scheduled email

Changed your mind? Need to update the content or timing? You can cancel a scheduled email before it sends.

#### How to cancel a scheduled email

1.  Go to **Manage Templates** → **Emails**.
2.  Find the template with an active schedule (it will show as scheduled including the time instead of the Schedule button).
3.  Click the **red X** to **Cancel the scheduled email**.
4.  Confirm cancellation.

#### What happens after canceling

-   The email will not be sent.
-   The template remains active and can be rescheduled or sent manually.
-   No guests will receive the email.

> **Note:** You can only cancel a schedule before the send time. Once the email has started sending, you cannot cancel it.

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### Comparison: Send manually vs. Schedule

| Feature | Send Manually | Schedule |
| --- | --- | --- |
| Immediate sending | ✅ Yes | ❌ No (waits until set time) |
| Handpick individual guests | ✅ Yes (from guest list) | ❌ No (by status or guest list only) |
| Select by status | ✅ Yes (filter first, then select) | ✅ Yes (built into scheduler) |
| Set future date and time | ❌ No | ✅ Yes |
| Cancel before sending | ❌ Not applicable | ✅ Yes (until send time) |
| Edit template after scheduling | ❌ No (must be active) | ❌ No (must be active) |

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### Pro tips

-   **Activate templates early.** Get your templates activated as soon as they are ready. You can always schedule them for later.
-   **Use status filters for scheduling.** Send reminders only to Unconfirmed guests. Send thank you emails only to Checked In guests. This keeps your communication relevant.
-   **Test your schedule.** Schedule a test email for 5 minutes in the future to confirm everything works.
-   **Check your time zone.** If your event is in New York but you are scheduling from London, make sure the time zone is correct.
-   **Keep an eye on scheduled emails.** The template overview shows which emails are scheduled. Check back before the event to confirm everything is set.

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## Related Articles

-   Creating new email templates
-   Testing emails and viewing as guest
-   Archiving and deleting email templates
-   Copying email templates