How to View Scheduled Emails in HubSpot

Effectively managing email campaigns in HubSpot requires a clear understanding of your scheduled emails. Knowing how to view these scheduled communications allows you to verify their content, adjust send times, and ensure your messaging aligns with your overall marketing strategy. This article provides a comprehensive guide on locating and examining scheduled emails within your HubSpot portal, covering various scenarios and offering practical tips for efficient email management.

Accessing the Marketing Email Dashboard

The foundation for viewing your scheduled emails lies within HubSpot’s Marketing Email Dashboard. This central hub provides an overview of all your email activities, including drafts, sent emails, and, most importantly, scheduled emails. Accessing this dashboard is the first crucial step.

Example 1: Navigating to the Email Dashboard

• Log into your HubSpot account.
• Navigate to Marketing in the main menu.
• Click on Email in the dropdown menu. This will take you to the Marketing Email Dashboard.

This straightforward navigation provides immediate access to your email-related information. Once you’re on the Email Dashboard, you can start filtering and searching for scheduled emails.

Example 2: Understanding the Dashboard Interface

The Marketing Email Dashboard displays a list of your emails. By default, it might show all emails, including sent, draft, and scheduled. Familiarize yourself with the column headers:

• Name: The internal name you assigned to the email.
• Subject: The subject line of the email.
• Type: Indicates the type of email (e.g., Regular, Automated).
• Status: Shows the current status of the email (e.g., Sent, Draft, Scheduled). This is key for finding scheduled emails.
• Created: The date the email was created.
• Last Modified: The date the email was last updated.

Understanding these columns is essential for quickly identifying and sorting emails. The “Status” column is particularly important for locating your scheduled emails.

Example 3: Using the Search Functionality

HubSpot’s search function allows you to quickly locate emails based on keywords in the name or subject line. This is useful if you have a large number of emails and know the name of the scheduled email you’re looking for.

• In the Email Dashboard, look for the search bar (usually located at the top of the page).
• Type in a keyword related to the scheduled email’s name or subject line. For example, if the email is named “Welcome Series – Email 1,” you can search for “Welcome Series.”
• Press Enter or click the search icon. The dashboard will filter the emails to show only those that match your search term.

This search functionality significantly speeds up the process of finding specific emails, especially when dealing with extensive email campaigns.

Expert Tip: Regularly naming your emails with a consistent naming convention will make them much easier to find using the search function. For example, “Promotion – Spring Sale – [Date]” is a clear and searchable naming format.

By mastering the Marketing Email Dashboard and its features, you lay the groundwork for effectively managing and viewing your scheduled emails in HubSpot.

Filtering Emails by Status: “Scheduled”

Once you’re in the Marketing Email Dashboard, the most direct method for viewing scheduled emails is by filtering the email list based on their “Status.” This quickly isolates all emails that are currently scheduled for future delivery.

Example 1: Applying the “Scheduled” Filter

• Navigate to the Marketing Email Dashboard (as described in the previous section).
• Locate the “Status” filter. It’s typically found near the top of the dashboard, often as a dropdown menu or a set of clickable options.
• Click on the “Status” filter and select “Scheduled” from the options. The dashboard will automatically update to show only emails with a status of “Scheduled.”

This filter action provides an immediate view of all emails awaiting their scheduled send time. It’s a simple yet powerful way to manage your upcoming email communications.

Example 2: Understanding the Filtered Results

After applying the “Scheduled” filter, the dashboard will display a list of emails with the following characteristics:

• The “Status” column for each email will show “Scheduled.”
• The “Scheduled for” column will display the date and time the email is scheduled to be sent. This column might not be visible by default; you may need to customize the columns displayed in the dashboard.
• You can click on the name of any email in the list to view its details, including the content, recipients, and scheduling settings.

Reviewing the filtered results allows you to confirm the scheduled send times and quickly access individual emails for further inspection or modification.

Example 3: Customizing Dashboard Columns for Better Visibility

To enhance your workflow, customize the columns displayed in the Email Dashboard to include the “Scheduled for” column. This allows you to see the send date and time directly in the email list without having to open each email individually.

• In the Email Dashboard, look for a “Customize columns” option (often represented by a gear icon or a “View” button).
• Click on “Customize columns.” A modal window will appear, allowing you to select which columns to display.
• Find “Scheduled for” in the list of available columns and check the box next to it.
• Click “Apply” or “Save” to update the dashboard with the new column.

By customizing the dashboard, you can create a more efficient and informative view of your scheduled emails, making it easier to manage your email marketing campaigns.

Expert Tip: Regularly check the “Scheduled” filter to ensure that your emails are scheduled correctly and that no unexpected delays or errors have occurred. This proactive approach can help prevent missed opportunities and maintain consistent communication with your audience.

Filtering by “Scheduled” status provides a focused view of your upcoming email communications, enabling you to effectively manage and monitor your email marketing efforts within HubSpot.

Examining Scheduled Email Details

Beyond simply identifying scheduled emails, it’s crucial to examine their details to confirm accuracy and make any necessary adjustments. This involves opening the email within the HubSpot editor and reviewing its content, recipients, and scheduling settings.

Example 1: Accessing the Email Editor

• After filtering the Email Dashboard by “Scheduled” status (as described previously), click on the name of the email you want to examine.
• This will open the email in the HubSpot Email Editor. The editor provides access to all aspects of the email, including its content, settings, and performance data (once sent).

The Email Editor is your primary tool for reviewing and modifying scheduled emails. Take time to familiarize yourself with its layout and features.

Example 2: Reviewing Content and Recipients

Within the Email Editor, carefully review the following elements:

• Subject Line and Preview Text: Ensure they are compelling and accurately reflect the email’s content.
• Email Body: Verify that the content is error-free, well-formatted, and aligned with your marketing goals. Check all links to ensure they are working correctly.
• Recipient List: Confirm that the correct contact lists or segments are selected. Double-check any exclusion lists to avoid sending the email to unintended recipients.
• Personalization Tokens: If you are using personalization tokens (e.g., First Name), ensure they are correctly implemented and displaying accurate information.

Meticulous review of these elements helps prevent errors and ensures that your email delivers the intended message to the right audience.

Example 3: Verifying Scheduling Settings

The “Schedule” tab or section within the Email Editor allows you to verify and modify the email’s scheduled send time.

• In the Email Editor, locate the “Schedule” tab or button.
• Review the scheduled date and time. Confirm that it aligns with your desired send time and timezone.
• If necessary, adjust the scheduling settings. You can typically choose a specific date and time or use smart send functionality to optimize delivery based on recipient behavior.
• Click “Update” or “Save” to apply any changes.

Accurate scheduling is critical for maximizing email engagement. Double-check the scheduling settings before finalizing your email.

Example 4: Using Smart Send Functionality (If Applicable)

HubSpot’s Smart Send feature analyzes recipient behavior to automatically optimize send times for increased engagement. If you’re using this feature, understand how it works and verify its settings.

• In the “Schedule” tab, look for options related to “Smart Send” or “Send Time Optimization.”
• Review the settings to understand how HubSpot is determining the optimal send time. This might involve analyzing past email engagement data.
• Consider whether Smart Send is appropriate for your email campaign. In some cases, a specific send time might be more effective (e.g., for time-sensitive promotions).

Smart Send can be a powerful tool, but it’s essential to understand its capabilities and limitations to ensure it aligns with your email marketing goals.

Expert Tip: Before scheduling any email, send a test email to yourself and a colleague. This allows you to preview the email as a recipient would see it and catch any last-minute errors or formatting issues.

By carefully examining the details of your scheduled emails, you can ensure accuracy, optimize performance, and maximize the impact of your email marketing campaigns within HubSpot.

Modifying or Canceling Scheduled Emails

The ability to modify or cancel scheduled emails is crucial for maintaining flexibility and responding to changing circumstances. HubSpot provides straightforward options for making these adjustments.

Example 1: Rescheduling a Scheduled Email

• Navigate to the Marketing Email Dashboard and filter by “Scheduled” status.
• Click on the name of the email you want to reschedule. This will open the email in the Email Editor.
• Go to the “Schedule” tab or section.
• Modify the date and/or time as needed.
• Click “Update” or “Save” to apply the changes. The email’s scheduled send time will be updated accordingly.

Rescheduling is a simple process that allows you to adjust your email delivery based on new information or changing priorities.

Example 2: Canceling a Scheduled Email

If you need to cancel a scheduled email entirely, follow these steps:

• Navigate to the Marketing Email Dashboard and filter by “Scheduled” status.
• Click on the name of the email you want to cancel. This will open the email in the Email Editor.
• Look for a “Cancel Schedule” or “Unschedule” button. The location of this button may vary slightly depending on your HubSpot account and the specific email type. It’s often found in the “Schedule” tab or near the “Update” button.
• Click the “Cancel Schedule” or “Unschedule” button. A confirmation message may appear, asking you to confirm your decision.
• Confirm the cancellation. The email will be moved back to the “Draft” status and will no longer be scheduled for delivery.

Canceling a scheduled email removes it from the queue and prevents it from being sent. You can then modify the email or discard it entirely.

Example 3: Understanding the Implications of Canceling an Email

Before canceling a scheduled email, consider the following:

• Impact on the Campaign: Will canceling the email significantly impact your overall marketing campaign? Consider the potential consequences of removing this communication.
• Alternative Solutions: Is there an alternative to canceling the email? Could you modify the content or reschedule it instead?
• Communication with Stakeholders: If the email is part of a larger campaign, inform relevant stakeholders about the cancellation.

Careful consideration of these factors will help you make informed decisions about canceling scheduled emails.

Example 4: Cloning a Canceled Email for Future Use

If you cancel an email but anticipate needing similar content in the future, consider cloning it before canceling.

• Open the email in the Email Editor.
• Look for a “Clone” or “Copy” button.
• Click the button to create a duplicate of the email.
• The cloned email will be in “Draft” status, allowing you to modify it as needed for future campaigns.
• Then, cancel the original scheduled email.

This ensures you don’t lose valuable work and can quickly adapt existing content for future use.

Expert Tip: Maintain a log of any changes made to scheduled emails, including rescheduling and cancellations. This helps with tracking campaign performance and understanding the impact of adjustments on your marketing results. A simple spreadsheet can be effective for this purpose.

Modifying or canceling scheduled emails provides essential control over your email marketing campaigns, enabling you to adapt to changing needs and optimize your communication strategy.