How to Schedule Email and SMS

Created by PX Marketing, Modified on Tue, 19 Aug at 2:35 PM by PX Marketing

Overview

The Schedule Email & SMS feature in PXME allows you to plan your communications in advance, ensuring your messages are delivered at the right time, in the right time zone. You can easily schedule, view, and cancel scheduled messages directly from the Conversations tab. This helps streamline communication, improve engagement, and reduce manual follow-ups.

Key Features

Schedule by Date, Time, and Time Zone: Choose exactly when your email or SMS should be sent.
Threaded Replies: Replies are threaded under the original conversation for a cleaner inbox.
Multiple Scheduled Messages: Plan and manage multiple scheduled messages for the same contact.
Sender & Recipient Control for SMS: Select the “From” and “To” numbers for SMS messages.
Cancel Anytime: Cancel scheduled messages quickly from the conversation details.

Step-by-Step Guide

1. Schedule a Message

Go to Conversations.
Compose your email or SMS.
Click the blue scheduling button beside the Send option.
Select the date, time, and time zone.
Click Send Schedule to confirm.
Your scheduled message will appear in the chat thread, clearly labeled as scheduled.

2. View Scheduled Messages

All scheduled messages appear in the conversation thread for that contact.
You can schedule multiple emails and SMS for the same contact, and each will show in order within the thread.

3. Cancel a Scheduled Message

In the conversation thread, click the 3 dots next to the scheduled message.
Select Details.
Click Cancel Scheduled Message and confirm.
The message will no longer be sent, and the cancellation will be reflected in the thread.

4. Select a Phone Number for SMS

Sending Number (“From”):

Choose from the dropdown of available numbers.
Options include: default number, last used number, unassigned numbers, and user-assigned numbers.
By default, PXME uses the last used number. If none exist, the default is applied.

Recipient Number (“To”):

If a contact has multiple numbers, use the dropdown to select the correct one.
By default, the primary number is selected.

Permissions:

Admins: Can view and select all configured numbers.
Users: Can view their assigned numbers, the default number, unassigned numbers, and the last used number for that contact.

Enhanced Experience

Threaded Replies: Replies to scheduled messages are always organized under the original conversation, avoiding multiple new message threads.
Flexible Scheduling: You can plan one-off or multiple scheduled messages for campaigns, follow-ups, or reminders.
Improved Trust: Using local or familiar numbers helps increase response rates and builds patient trust.

FAQ

Q: How do I schedule an email or SMS for later?
A: In the Conversations tab, compose your message, click the scheduling button, and select the desired date, time, and time zone.

Q: Can I send from different phone numbers?
A: Yes. When scheduling an SMS, you can choose the sending number from a dropdown list of available numbers.

Q: How do I select a recipient’s number if they have multiple?
A: Click the dropdown next to the “To” field and select the correct number. PXME defaults to the primary number if no previous messages exist.

Q: Can I schedule multiple messages for the same contact?
A: Yes, you can queue multiple scheduled messages. Each will display in the conversation thread.

Q: What permissions do users have for selecting numbers?
A: Admins can select any number. Users can only select their assigned, unassigned, default, or last used numbers.

Q: What happens if my contact replies to a scheduled message?
A: Replies appear in the same thread under the original conversation, keeping communication organized.

Q: Why does selecting a local or familiar number help?
A: Using local or recognizable numbers improves trust and response rates, as contacts are more likely to engage.