📅Announcement Scheduling

🚧 Coming Soon! This feature will be available by December 31, 2025. Schedule your announcements in advance and let Weddingkart handle delivery at the perfect time.

🎯 What is Announcement Scheduling?

Announcement Scheduling allows you to create announcements now and schedule them to be sent automatically at a future date and time. This is perfect for:

  • Planning ahead - Create all your announcements early

  • Optimal timing - Send messages at the best time for your guests

  • Time zone management - Schedule for specific time zones

  • Workflow efficiency - Set up your entire announcement calendar in advance

✨ Key Features

✅ Future Scheduling - Schedule announcements days, weeks, or months in advance ✅ Multiple Schedules - Create multiple schedules for the same announcement ✅ Flexible Targeting - Schedule for groups or individual guests ✅ Preview Before Scheduling - See exactly who will receive the message ✅ Schedule Management - Update, cancel, or resume schedules as needed ✅ Send Now Option - Manually trigger scheduled announcements early if needed

🚀 How to Schedule an Announcement

Step 1: Create Your Announcement

  1. Create an announcement using AI Announcements or Manual Creation

  2. Complete all template variables and attachments

  3. Don't send it yet - keep it in draft state

Step 2: Create a Schedule

  1. Open your announcement

  2. Click Schedule or Schedule for Later

  3. Fill in the scheduling details:

    Scheduled Time:

    • Select date and time

    • Time is in UTC (converted automatically for your timezone)

    • Must be in the future

    Target Recipients:

    • Choose GROUPS or INDIVIDUALS

    • For GROUPS: Select groups or "Send to All Guests"

    • For INDIVIDUALS: Select specific guest IDs

    Group Combine Logic (for GROUPS):

    • All Selected - Union of all selected groups (each guest receives once)

    • Common in Selected - Only guests who are in ALL selected groups

  4. Click Create Schedule

Step 3: Preview Recipients

Before finalizing, you can preview who will receive the scheduled announcement:

  1. Click Preview Guests on the schedule

  2. Review the guest list and count

  3. Adjust targeting if needed

  4. Confirm the schedule

Step 4: Manage Your Schedule

Once created, you can:

  • View Schedule - See all schedules for an announcement

  • Update Schedule - Change time, recipients, or targeting

  • Cancel Schedule - Pause a schedule (can be resumed later)

  • Resume Schedule - Reactivate a cancelled schedule

  • Delete Schedule - Permanently remove a schedule

  • Send Now - Manually trigger the announcement immediately

🎯 Target Mechanisms

GROUPS Mechanism

Send to guests based on their group membership.

Options:

  • Select Groups - Choose specific guest groups

  • Send to All Guests - Include all guests in the wedding

Group Combine Logic:

  1. All Selected (Default)

    • Takes the union of all selected groups

    • Each guest receives the message only once, even if they're in multiple groups

    • Example: If you select "Family" and "VIP", all family members AND all VIPs receive the message (no duplicates)

  2. Common in Selected

    • Only guests who are in ALL selected groups receive the message

    • Example: If you select "Family" and "VIP", only guests who are BOTH family AND VIP receive the message

INDIVIDUALS Mechanism

Send to specific individual guests by selecting their guest IDs.

Use Cases:

  • Custom messages for specific people

  • Follow-ups to non-responders

  • Special announcements for select guests

📋 Schedule Status

Schedules can have the following statuses:

  • Pending - Scheduled and waiting to be sent

  • Processing - Currently being sent

  • Completed - Successfully sent to all recipients

  • Cancelled - Manually cancelled (can be resumed)

  • Failed - Error occurred during sending

🔄 Managing Schedules

Viewing Schedules

  1. Open your announcement

  2. Click View Schedules or Scheduled Times

  3. See all schedules with:

    • Scheduled date and time

    • Status

    • Recipient count

    • Target mechanism

Updating a Schedule

  1. Open the schedule you want to update

  2. Click Edit Schedule

  3. Modify:

    • Scheduled time (must still be in the future)

    • Target mechanism

    • Group selection

    • Guest selection

  4. Save changes

Cancelling a Schedule

  1. Open the schedule

  2. Click Cancel Schedule

  3. Confirm cancellation

Note: Cancelled schedules can be resumed later. The schedule is paused but not deleted.

Resuming a Schedule

  1. Open a cancelled schedule

  2. Click Resume Schedule

  3. The schedule is reactivated and will send at the scheduled time

Deleting a Schedule

  1. Open the schedule

  2. Click Delete Schedule

  3. Confirm deletion

Warning: Deleted schedules cannot be recovered. Make sure you want to permanently remove the schedule.

Sending a Schedule Now

If you need to send a scheduled announcement immediately:

  1. Open the schedule

  2. Click Send Now

  3. Confirm immediate sending

The announcement will be sent right away, and the schedule status will update to "Completed".

👥 Previewing Recipients

Before creating or updating a schedule, preview who will receive it:

Preview Before Creating

  1. Fill in schedule details (time, targeting)

  2. Click Preview Guests

  3. Review:

    • Guest list with names and phone numbers

    • Total guest count

    • Target mechanism used

  4. Adjust targeting if needed

  5. Create the schedule

Preview Existing Schedule

  1. Open an existing schedule

  2. Click Preview Guests

  3. See the current recipient list

  4. Update the schedule if changes are needed

⏰ Best Practices for Scheduling

Timing Considerations

✅ Do:

  • Schedule during business hours (9 AM - 8 PM local time)

  • Consider guest time zones

  • Avoid early morning (before 8 AM) or late night (after 10 PM)

  • Schedule RSVP reminders 2-3 days before deadline

  • Schedule save the dates 6-8 weeks before wedding

❌ Don't:

  • Schedule during holidays without consideration

  • Send urgent messages with long delays

  • Schedule too far in advance (guests may forget)

  • Ignore time zone differences

Multiple Schedules

You can create multiple schedules for the same announcement:

  • Different Times - Send the same message at different times

  • Different Recipients - Send to different groups at different times

  • Reminders - Schedule follow-up sends for non-responders

Example:

  • Schedule 1: Send to "Family" group on Dec 1st at 10 AM

  • Schedule 2: Send to "Friends" group on Dec 1st at 2 PM

  • Schedule 3: Send reminder to non-responders on Dec 5th

Group Selection Strategy

For Maximum Reach:

  • Use "All Selected" with multiple groups

  • Or use "Send to All Guests"

For Targeted Messages:

  • Use "Common in Selected" for guests in specific combinations

  • Or use INDIVIDUALS for very specific targeting

🔍 Schedule Details

Each schedule includes:

  • Schedule ID - Unique identifier

  • Parent Announcement - The announcement being scheduled

  • Scheduled Time - Exact UTC date and time

  • Status - Current schedule status

  • Target Mechanism - GROUPS or INDIVIDUALS

  • Group IDs - Selected groups (if using GROUPS)

  • Group Combine Logic - all_selected or common_in_selected

  • Send to All Guests - Boolean flag

  • Guest IDs - Selected guests (if using INDIVIDUALS)

  • Created By - User who created the schedule

  • Created At - When schedule was created

  • Last Updated - Last modification time

⚠️ Important Notes

Time Zone Handling

  • All scheduled times are stored in UTC

  • The app converts to your local timezone for display

  • Make sure to account for timezone differences when scheduling

  • Consider your guests' timezones when choosing send times

Schedule Validation

  • Scheduled time must be in the future

  • You cannot schedule in the past

  • Minimum scheduling time is typically 1 minute in the future

  • Maximum scheduling time depends on your account settings

Announcement Requirements

  • Announcement must be complete (all variables filled)

  • Template must be approved (if required by WhatsApp)

  • Announcement must be in draft or ready state

  • Cannot schedule announcements that are already sent (create a new announcement)

Multiple Schedules

  • You can create multiple schedules for the same announcement

  • Each schedule is independent

  • Schedules can target different recipients

  • Be careful not to send duplicate messages to the same guests

🆘 Troubleshooting

Schedule Not Sending

Possible Causes:

  • Scheduled time hasn't arrived yet

  • Announcement template not approved

  • WhatsApp API issues

  • Invalid recipient phone numbers

Solution:

  • Check schedule status

  • Verify announcement is complete

  • Check for error messages

  • Try "Send Now" to test manually

Wrong Recipients

Solution:

  • Preview the schedule to see recipients

  • Update the schedule with correct targeting

  • Delete and recreate if needed

Can't Update Schedule

Possible Causes:

  • Schedule is already processing or completed

  • New scheduled time is in the past

  • Invalid target configuration

Solution:

  • Check schedule status

  • Ensure new time is in the future

  • Verify target mechanism configuration

Time Zone Confusion

Solution:

  • Check UTC conversion in schedule details

  • Use timezone-aware scheduling tools

  • Test with a short delay first (e.g., 5 minutes)

🔗 Related Topics

📅 Release Timeline

Expected Launch: December 31, 2025

We're working hard to bring you powerful scheduling capabilities. Stay tuned for updates!

For questions about announcement scheduling, contact support within the Weddingkart app.

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