Email with JW Scheduler

JW Scheduler contains many attractive, practical and informative Schedules and Reports, allowing you to quickly and easily view your congregation data.

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

Email Congregation Members

    1. Click Printing > Email
    2. Click From and setup Send From
    3. Click To and add some Members to Email
    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
    7. Enter the Subject
    8. Enter your Message
    9. Click Send
      • Note: Emails will then be sent one at a time. After sending, click Send Log for more details.
JW Scheduler Printing Email Main

Send From

  1. The first time you use Email, click From and enter your SMTP Server details.
    • Note: This must be setup for each user of JW Scheduler and will not be shared with other users. After setup, this information is saved in your local computer Settings only. This allows each brother to email members using their own email address. Alternately, you could setup a congregation Email Address and all use this account.

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 Search for members and also Filter by the following:
    • 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. See Members > Assign Privileges and Duties
    • 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.
    • Public Talk Coordinators. All Public Talk Coordinators. See Congregation > Neighbor Congregations and Public Speakers.
JW Scheduler Printing Email Send To

Send Cc

  • Note: Send Cc will send a Carbon Copy of the email to the selected members.
  1. Click Cc 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 message, you can save an Email Template.

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.

Email Tags are always in ENGLISH CAPITALS and surrounded by square brackets.

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 currently supports the following 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 attachments added via JW Scheduler > Printing > Save and Print > Email button. See Email a Report or Schedule.
  • [MIDWEEK_ASSIGNMENT_DETAILS] – Details about any Midweek Meetings Assignments the person you are emailing is scheduled for on the upcoming midweek meeting.
  • [WEEKEND_ASSIGNMENT_DETAILS] – Details about any Weekend Meetings Assignments the person you are emailing is scheduled for on the upcoming weekend meeting.
  • [PUBLIC_TALK_DETAILS] – Details about any upcoming Public Talk Assignments the person you are emailing is scheduled for in your congregation.
  • [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

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. 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.

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.
JW Scheduler Printing Email Email Templates

Send

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

  1. Send From has been setup
  2. At least one Member has been added to To
  3. The Subject has been entered
  4. The Message has been entered

To send the emails, click Send and the emails will then send one-at-a-time.

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

JW Scheduler Printing Email Send

Email a report or schedule from JW Scheduler

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