#### **Overview** Scheduling automated messages depends on prior completion of the [[Message Templates]]. If you have not yet composed your templates, please review the previous section of this documentation. Art Center Canvas provides a mechanism to send emails based on templates on a regular, unattended basis. Common use cases include: - Course registration confirmation with details such as times, location, parking, materials, and dress code. - Acknowledgement of a donation or membership purchase. - Reminder emails for classes about to start. - Links to post-attendance satisfaction surveys. You can send unlimited emails and schedule multiple emails for the same course or activity. For instance: - Send a confirmation on the day of registration. - Send a reminder 6 weeks before the event. - Send another reminder 10 days before the event. #### **Customizing for Different Activities** You can create distinct message formats for different types of courses or events: - Adult classes - Summer camp programs - Single-day workshops (e.g., Date Night events) Each job can specify the template, data query, and other parameters tailored to the course or event type. #### **Access and Permissions** - Only users with the **Communications Role** can access this feature. - The **Scheduling Setup Screen** is located in the **Administration Page** under the **Communications Panel** at the bottom left. --- ### **Setting Up Automated Messages** #### **Steps for Scheduling** 1. **Switch to Test Mode**: - At the top of the scheduling page, click **Put in Test Mode**. A warning will appear indicating the system is in Test Mode. - Enter one or more test email addresses (separated by a semicolon) and click **Set Test Email Address**. - In Test Mode, emails are directed to the test addresses instead of client addresses. 2. **Create a Job**: - Fill out the form on the left side of the screen: - **Job ID**: Automatically assigned upon saving. - **Job Name**: Provide a descriptive name. - **Start/End Date**: Jobs outside this range will not run. - **Time of Day**: Specify the run time. - **Message Template**: Select the appropriate template. - **Data Type**: Use **System Query**. - **Data Source**: Choose the query from the dropdown. - **Log Type**: Decide whether to log as a Contact Note or save the full email. - **Active**: Check this box to activate the job. - **Job Description**: Add details for clarity. 3. **Save the Job**: - Click **Save** to finalize the setup. 4. **Test the Job**: - Set the time to a few minutes ahead. - Emails will be generated within 5 minutes. - Test emails will include a footer noting, "THIS IS A TEST EMAIL THAT IN PRODUCTION MODE WOULD HAVE GONE TO [Recipient's Email]." 5. **Activate the Job**: - Once satisfied with the test results, switch the system to Production Mode. --- ### **System Queries** The list of email recipients is generated by a customized procedure in the database. Users cannot access this procedure; it must be installed by Support. Submit a request using the **Support Form** ---