Email with JW Scheduler

In addition to Previewing, Saving and Printing reports and schedules, JW Scheduler can also email any report or schedule, as well as send a reminder or other email to congregation members.

To email members in your congregation using JW Scheduler, click Printing > Email

JW Scheduler Printing Email Menu

Setup Email (from)

Before you can send your first email, you must setup email. This information is saved per member and will not be shared with others. If you wish to use a shared Congregation Email account, each member must still setup email.

  1. Click Printing > Email
  2. Click From
  3. If you have a Gmail account (recommended), switch to Gmail
  4. If you wish to use another email provider, switch to Other

Gmail

  1. Enter your Name
  2. Enter your Email
  3. Click Sign in with Google
  4. Your web browser will then open.
  5. At Choose an Account, select your Gmail email account.
    • Note: If you have multiple Google accounts, please be sure to select the correct one.
  6. Sign in with this Gmail account
  7. At JW Scheduler wants access to your Google Account – Send email on your behalf, click Continue
  8. Your email is now setup!
    • Note: Any Sent Emails sent will now show in your Sent folder.
JW Scheduler Printing Email Send From Gmail

Other

Sending Emails Overview

    1. Click Printing > Email
    2. Click To and add some Members to Email
    3. Optionally, click Cc and add some Members to Cc
    4. Optionally, click Bcc and add some Members to Bcc
    5. Optionally, click Attachments and add an Attachment from File.
    6. Optionally, select and Load an Email Template
    7. Enter the Subject and Message
    8. Optionally, add any Email Tags to your Subject or Message.
    9. Optionally, Preview your email.
    10. Click Send
      • Note: Emails will be sent one at a time.
    11. Optionally, after sending click Send Log for more details.
JW Scheduler Printing Email Main

Send To

  1. Click To and select some members to email.
  2. Click Add or Add All to add the selected members to the Members to Email list.
  3. You can limit and select members by Filter, Group or Search.

Filter

JW Scheduler supports the following Filters:

  • Everyone. Everyone in your congregation.
  • Elders. All Elders in your congregation.
  • Ministerial Servants. All Ministerial Servants in your congregation.
  • Publishers. All Publishers in your congregation.
  • Group Overseers. All Group Overseers in your congregation.
  • Group Assistants. All Group Assistants in your congregation.
  • CLM Students. All Life and Ministry Meeting School students.
  • Regular Pioneers. All Regular Pioneers in your congregation.
  • All Pioneers. All Pioneers in your congregation.
  • Family Heads. All Family Heads in your congregation.
  • Everyone in Report. All members who appear in certain reports generated by JW Scheduler. The report must first be generated from within JW Scheduler.
  • Everyone with CLM Assignments – This week. Everyone who has a Life and Ministry meeting assignment this week.
  • Everyone with CLM Assignments – Next week. Everyone who has a Life and Ministry meeting assignment next week.
  • Everyone with Assignments – This week. Everyone who has a Weekend or Field Service assignment this week.
  • Everyone with Assignments – Next week. Everyone who has a Weekend or Field Service assignment next week.
  • Everyone with Future CLM Assignments. Everyone who has a future Life and Ministry meeting assignment.
  • Everyone with Future Weekend Assignments. Everyone who has a future Weekend meeting assignment.
  • Everyone with Future Field Service Assignments. Everyone who has a future Field Service assignment.
  • Everyone with Duties – This week. Everyone who has a duty this week.
  • Everyone with Duties – Next week. Everyone who has a duty next week.
  • Everyone with Future Duties. Everyone who has a future duty.
  • Upcoming Public Speakers. All upcoming Public Speakers for the next 3 months, both in your congregation and in other congregations.
  • Public Talk Coordinators. All Public Talk Coordinators.

Group

Filters the list by Field Service Group

Search

Filters the list by the Search term

JW Scheduler Printing Email Send To

Send Cc or Bcc

  • Note: Cc will send a ‘carbon copy’ of each email sent To members, to the members listed in Cc. This is designed so an elder can send To publishers, and Cc either himself or other elders.
  • Note: Bcc works exactly the same, except a ‘blind carbon copy’ is sent.
  1. Click Cc or Bcc and select some members to email.
  2. Click Add or Add All to add the selected members to the Members to Email list.
  3. You can Search for members and also Filter the same as Send To

Attachments

  1. Click Attachments
  2. A list of the current attachments for this email will appear.
  3. Click Add Attachment from File to add an attachment from your computer to this email.
JW Scheduler Printing Email Email Attachments

Subject and Message

Enter the Subject and Message for the email. All emails must have a Subject and Message.

Both the Subject and Message support Email Tags.

  • Note: If you regularly send the same messages, you can Save or Load Email Templates.

Preview

Preview allows you to preview each Email before it is sent, including any text replacement of Email Tags.

When the message is ready for sending, click the Preview button.

Send

Before you can Send any emails, the following must be true:

  1. You have Setup Email
  2. One or more Members have been added to To
  3. The Subject and Message have both been entered

To send the emails, click Send and the emails will be sent one-at-a-time. You will see the current sending status.

JW Scheduler Printing Email Send

Send Log

JW Scheduler keeps an email Send Log of all recent emails sent, including the Date, Time, Recipient and status of the email.

After the emails have been sent, click Send Log for more information.

  • Note: Even though an email was successfully sent, this does not necessarily mean it was successfully received by the recipient. If you misspelt their email address, your mail will likely still send correctly, but won’t be received. That is the nature of email.

Email Tags

  • Note: JW Scheduler 5.2.0 included several new and updated Email Tags.

An Email Tag is special text that can be added to the Subject or Message that will be replaced by data inside JW Scheduler when you send the email.

Both the Subject and Message support Email Tags. You may use multiple Email Tags inside an email. Email Tags can also be saved in Email Templates.

Some Email Tags will only work with Email Special Features, and depend on the type of report you are sending.

Add an Email Tag

  1. Place the text curser at the correct position in the Subject or Message.
  2. Select the Email Tag from the dropdown list
  3. Click Add

For example, when sending an email to a brother called Michael, if you type “To [TO_NAME]” in the Message or Subject, it would be replaced by “To Michael”.

JW Scheduler Printing Email Email Tags

Supported Email Tags

  • [TO_NAME] – The name of the person you are emailing.
  • [CONGREGATION_NAME] – Your Congregation name.
  • [SENDER_NAME] – Your name as specified in From
  • [SENDER_EMAIL] – Your Email Address as specified in From
  • [ATTACHMENT_NAME] – The name of the first Email Attachment. Will be empty if there are no email attachments.
  • [DATE_OF_ASSIGNMENT] – The Date of the Assignment, Duty or Schedule specified in the Email Attachment.
    • Note: Only works for certain attachments added via JW Scheduler > Printing > Save and Print > Email button. See Email a Report or Schedule.
  • [CLM_ASSIGNMENTS_THIS_WEEK] – Details about any CLM Assignments the member is scheduled for this week (Monday – Sunday)
  • [CLM_ASSIGNMENTS_NEXT_WEEK] – Details about any CLM Assignments the member is scheduled for next week (Monday – Sunday)
  • [ASSIGNMENTS_THIS_WEEK] – Details about any Weekend or Field Service Assignments the member is scheduled for this week (Monday – Sunday)
  • [ASSIGNMENTS_NEXT_WEEK] – Details about any Weekend or Field Service Assignments the member is scheduled for next week (Monday – Sunday)
  • [FUTURE_CLM_ASSIGNMENTS] – Details about any future Life and Ministry Assignments
  • [FUTURE_WEEKEND_ASSIGNMENTS] – Details about any future Weekend Assignments, including Public Talks
  • [FUTURE_FIELD_SERVICE_ASSIGNMENTS] – Details about any future Field Ministry Assignments
  • [DUTIES_THIS_WEEK] – Details about any Duties the member is scheduled for this week (Monday – Sunday)
  • [DUTIES_NEXT_WEEK] – Details about any Duties the member is scheduled for next week (Monday – Sunday)
  • [FUTURE_DUTIES] – Details about any future Duties.
  • [PUBLIC_TALK_ASSIGNMENTS] – Details about any upcoming Public Talk Assignments the member is scheduled for (your congregation only).
  • [KINGDOM_HALL_ADDRESS] –  Your Kingdom Hall address, including Zoom Details.
  • [PUBLIC_TALK_EMPTY_DATES] – Any dates within the next year which you have no one scheduled to give the Public Talk.
  • [AVAILABLE_SPEAKERS] – A list of all Away Speakers in your congregation, including their Availability and the Public Talk Outlines they can give.

Email Templates

  • Note: JW Scheduler 5.2.0 included several new and updated Email Templates.

Email Templates are very powerful. You can create an Email Template for any regular emails that you send, thus saving lots of time. Templates can also include Email Tags for further automation. An Email Template is made up of a Subject and Message only.

JW Scheduler comes with several Default Email Templates in English and Spanish. These should be considered samples only, and can be edited, translated or removed as needed.

If you are using Congregation Sharing, Email Templates are automatically shared with all Shared Members.

JW Scheduler Printing Email Email Templates

Load an Email Template

  1. Under Email Templates, select the desired Email Template and click Load.
    • Note: This will overwrite the current Subject and Message.

Create a New Email Template

  1. Under Subject, enter the Subject
  2. Under Message, enter the Message
  3. Under Email Templates, enter a Name and click Save
    • Note: This will create a new Email Template with that Name.

Edit an existing Email Template

  1. Under Email Templates, select the desired Email Template and click Load.
    • Note: This will overwrite the current Subject and Message.
  2. Edit the Subject
  3. Edit the Message
  4. Under Email Templates, enter the same Name as the template you loaded, and click Save
    • Note: If the names are the same, this will overwrite the previous Email Template.

Reload Default Email Templates

Default Email Templates change from time-to-time, and new translations may also appear.

To reload the default Email Templates, click the Refresh Icon button.

  • Note: This will load the Email Templates in your Congregation Language. If there are no translated templates in your Congregation Language, English will be loaded.
  • Note: Reloading the default Email Templates will override any existing Default templates with the same name. They will not override custom Email Templates or Email Templates with a different name.

Email Reminders

Email Reminders can be sent to congregation members or even other members such as visiting Public Speakers.

Examples:

  • Send an Email Reminder to all CLM Students who have a part on the upcoming Life and Ministry Meeting
  • Send an Email Reminder to the upcoming Public Speaker this weekend.
  • Send an Email Reminder to all Group Overseers listing who has not yet submitted their report.

Send an Email Reminder

  1. Click Printing > Email
  2. Click From and setup Send From
  3. Click To and select which members you wish to send a reminder to. E.G.
    • Elders. All Elders in your congregation.
    • Group Overseers. All Group Overseers in your congregation.
    • Everyone in Report. All members who appear in certain reports generated by JW Scheduler. The report must first be generated from within JW Scheduler. See Email a Report or Schedule.
    • Everyone with Parts Weekend. Everyone who has a part this upcoming weekend meeting.
    • Everyone with Parts Midweek. Everyone who has a part this upcoming midweek meeting.
    • Upcoming Public Speakers. All upcoming Public Speakers for the next 3 months.
  4. Optionally, click Cc and add some Members to Email
  5. Optionally, click Attachments and add an Attachment from File.
  6. Optionally, select and Load an Email Template. E.G.
    • Upcoming Assignment Reminder
    • Public Talk Reminder
    • Missing Reports
    • Weekend Meeting Assignment Reminder
  7. Enter the Subject
  8. Enter your Message
  9. Optionally, add any Email Tags to your Subject or Message. E.G.
    • [ASSIGNMENTS_THIS_WEEK]
    • [DUTIES_THIS_WEEK]
    • [PUBLIC_TALK_ASSIGNMENTS]
  10. Optionally, Preview your email.
  11. Click Send
    • Note: Emails will then be sent one at a time.
  12. Optionally, after sending click Send Log for more details.

Email a report or schedule directly from JW Scheduler

Common Questions and Problems

Email Tags are occasionally updated and improved. This means some older email tags are no longer available.

Please see Email Tags for a complete and current list of all supported Email Tags. Only tags in this list are supported.

Email Templates are occasionally updated and improved, and older Email Templates are removed.

Please click the Refresh icon to Reload the updated Default Email Templates.

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