Newsletters
Write and schedule a sendout
Last updated
A sendout is a single email that goes to everyone subscribed to a newsletter, at a time you choose. You write it once, schedule it, and it goes out on its own.
Only admins can write, schedule, edit or delete sendouts. Editors and viewers can see them.
The subject
The subject is the subject line in your subscribers' inboxes, and it also appears as the heading at the top of the email — so do not repeat it in the body.
Writing the body
The editor supports the formatting that survives reliably in email: headings, bold and italic, links, bulleted lists, quotes, code, and images.
Numbered lists, tables and callout boxes are removed
If you paste in content that uses any of these — from a lesson or a document, say — it is stripped when the sendout is saved. The text is kept, but the structure is not: a numbered list loses its numbers, and a table's cells run together.
Write steps as short paragraphs or a bulleted list instead, and check anything you pasted before scheduling it.
Images
Use Upload Images to add pictures, then Add image to editor to place one in the body. An image cannot be removed from your uploads while the body is still using it — delete it from the body first.
Editing with AI
If AI editing is part of your plan, select a paragraph and choose to edit it with AI. You will see the suggested rewrite and can accept or reject it. Very short or very long selections are refused, so work a block at a time.
What we add to every sendout
Your subject as the heading
Your organization's social links, if you have added any
A line telling the reader which newsletter they are receiving it through
An unsubscribe link. Most mail apps also show their own one-click unsubscribe button for these emails.
Sendouts are sent under your organization's name. Unlike courses, there is nothing to choose.
Scheduling it
Pick the date and time it should go out. The sendout is picked up on the first scheduled run after that time, so it arrives shortly after — not to the exact second.
Who receives it is decided at that moment, not when you schedule it. Anyone who subscribes and confirms their address before then is included; unconfirmed subscribers never are.
Until it has been sent, you can change the subject, the body or the time, or delete it altogether. Once it has been sent it is locked.
Status
Status | What it means |
|---|---|
Scheduled | Waiting for its time to come, or being delivered. |
Sent | It has gone out. It cannot be edited or deleted. |
Blocked | It was not sent, because it would have taken you over your monthly allowance. See below. |
If some emails fail
Every subscriber's email is tracked separately. If one cannot be delivered — a mistyped or abandoned address, usually — it is retried a few times before being given up on. The rest go out regardless, and the sendout counts as sent as long as anyone received it.
If every single email fails, the sendout stays Scheduled and keeps retrying, because that almost always points to a problem on our side rather than with your list. Get in touch if a sendout sits like that.
If a sendout is blocked
Your plan includes a monthly allowance of newsletter email, and it counts emails, not sendouts — a sendout to 400 subscribers uses 400. Just before a sendout goes out, it is checked against what you have left this month. If it would go over, it is blocked instead of sent.
A blocked sendout will never go out
Changing its time does not unblock it — the status stays Blocked. To send the same message, create a new sendout with the same subject and body and schedule it once you have room: after the allowance resets on the first of the month, or after moving to a larger plan.
Copy the body out before you delete the blocked one.