--- title: How Do I Schedule When Emails Are Sent? description: Pass allows you to schedule emails from your gallery, so you can choose the exact date and time they’re sent. Scheduling emails ensures your communications are timely and align with your workflow, based on your timezone settings. --- [Skip to content](https://servicehub.passgallery.com/how-do-i-schedule-when-emails-are-sent-1#main-content) English Show submenu for translations ![Full Logo Black.png\]](https://servicehub.passgallery.com/hs-fs/hubfs/Logos/Full%20Logo%20Black.png?height=40&name=Full%20Logo%20Black.png) Open main navigation Close main navigation - English Show submenu for translations How can we help you? - There are no suggestions because the search field is empty. 1. [Knowledge Base](https://servicehub.passgallery.com/?hsLang=en) 2. [General](https://servicehub.passgallery.com/general?hsLang=en) # How Do I Schedule When Emails Are Sent? ## Pass allows you to schedule emails from your gallery, so you can choose the exact date and time they’re sent. Scheduling emails ensures your communications are timely and align with your workflow, based on your timezone settings. ### **Scheduling the Gallery is Ready Email** 1. **Access the Gallery**: - Open the **Gallery**, go to the **Share** tab, and enter your main client’s name and email address. - Click on **Preview Email Invite**. ![](https://servicehub.passgallery.com/hs-fs/hubfs/image-png-Jan-19-2025-12-11-14-6803-AM.png?width=688&height=393&name=image-png-Jan-19-2025-12-11-14-6803-AM.png) 2. **Edit and Schedule**: - Customize the [email message](https://servicehub.passgallery.com/how-do-i-add-a-new-email-package?hsLang=en), then click **Schedule Email**. ![](https://servicehub.passgallery.com/hs-fs/hubfs/image-png-Jan-19-2025-12-13-31-3255-AM.png?width=688&height=331&name=image-png-Jan-19-2025-12-13-31-3255-AM.png) 3. **Set the Time**: - Select a suggested time or set your own date and time. - Click **Schedule Email** to confirm. ![](https://servicehub.passgallery.com/hs-fs/hubfs/image-png-Jan-19-2025-12-14-42-9086-AM.png?width=535&height=599&name=image-png-Jan-19-2025-12-14-42-9086-AM.png) **Important**: - For the "Gallery is Ready" email, the gallery must be **online** for the email to send at the scheduled time. ### **Cancel or View Scheduled Emails** 1. **Check Scheduled Emails**: - Open the gallery, go to the **Dashboard** tab, and click **View All Activity**. ![](https://servicehub.passgallery.com/hs-fs/hubfs/image-png-Jan-19-2025-12-17-11-8202-AM.png?width=688&height=399&name=image-png-Jan-19-2025-12-17-11-8202-AM.png) 2. **Locate the Email**: - Find the scheduled email under the **User Activity tab**. ![](https://servicehub.passgallery.com/hs-fs/hubfs/image-png-Jan-19-2025-12-27-13-2442-AM.png?width=688&height=306&name=image-png-Jan-19-2025-12-27-13-2442-AM.png) 3. **Manage the Email**: - Click **Email** to review the content or **Cancel Email** to stop the scheduled send. ![](https://servicehub.passgallery.com/hs-fs/hubfs/image-png-Jan-19-2025-12-26-22-2370-AM.png?width=688&height=263&name=image-png-Jan-19-2025-12-26-22-2370-AM.png) ### **Emails That Can Be Scheduled** You can schedule the following emails: - **Gallery is Ready**: [Invite email to the Main Client](https://servicehub.passgallery.com/how-do-i-change-the-email-templates-for-the-gallery-invite?hsLang=en). - **Gallery Invite**: [For Photographer-Invited users](https://servicehub.passgallery.com/how-do-i-resend-a-gallery-invitation-to-the-photographer-invited-users?hsLang=en). - [**Selection Request**](https://servicehub.passgallery.com/how-do-i-request-a-client-selection?hsLang=en): To the Main Client. - **Album Proofing Invite**: To the Main Client. - **Send/Download Photos**: To any user. - **User’s Favorites**: To any user. - **User’s Downloads**: To any user (via the gallery's **Workflow** tab). **Note**: Emails must be scheduled within an individual gallery. They cannot be scheduled from a **Gallery Template** or **Email Package**. ### **Marketing Automation Emails** The above scheduling feature applies to standard system emails. However, if you have the **Marketing Automation App** installed, emails can also be sent via the app. #### **App Email Send Time** Most apps allow two email scheduling options: - **Optimized Schedule**: Based on analytics or pre-set optimization. - **Earliest Possible Time**: Timing depends on the **App Assignment Setup** (detailed below). ![](https://servicehub.passgallery.com/hs-fs/hubfs/image-png-Jan-19-2025-12-30-22-6421-AM.png?width=688&height=303&name=image-png-Jan-19-2025-12-30-22-6421-AM.png) #### **App Assignment Setup** When assigning an app to a gallery, you can set the start time for the app, which determines when emails are sent. - For example: - Using the **General Coupon App**: Emails with "Earliest Possible Time" will send according to the **App Start Time**. - Using the **Abandoned Cart App**: Emails with "Earliest Possible Time" are triggered based on when the client left items in their shopping cart. ![](https://servicehub.passgallery.com/hs-fs/hubfs/image-png-Jan-19-2025-12-40-50-2165-AM.png?width=688&height=256&name=image-png-Jan-19-2025-12-40-50-2165-AM.png)   If you have any questions or need any additional information, please email *[help@passgallery.com](mailto:help@passgallery.com)*       - [General](https://servicehub.passgallery.com/general?hsLang=en) - [Getting started](https://servicehub.passgallery.com/getting-started?hsLang=en) - [Settings](https://servicehub.passgallery.com/settings?hsLang=en) - [Account](https://servicehub.passgallery.com/account?hsLang=en) - [Troubleshooting](https://servicehub.passgallery.com/troubleshooting?hsLang=en) - [Integrations](https://servicehub.passgallery.com/integrations?hsLang=en) - [FAQs](https://servicehub.passgallery.com/faqs?hsLang=en) - [Galleries](https://servicehub.passgallery.com/galleries?hsLang=en) - [Smart Store](https://servicehub.passgallery.com/smart-store?hsLang=en) - [Pass Classic](https://servicehub.passgallery.com/pass-classic?hsLang=en) - [Partnerships](https://servicehub.passgallery.com/partnerships?hsLang=en) - [Pass Platinum](https://servicehub.passgallery.com/pass-platinum?hsLang=en) - [Campaigns and Automations](https://servicehub.passgallery.com/campaigns-and-automations?hsLang=en) # Pass Holdings LLC Copyright © 2026, Pass Holdings LLC