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

Sending Emails from JW Scheduler

Email Tags

Email Templates

Email Reminders

Email a report or schedule directly from JW Scheduler

JW Scheduler Printing Email Menu new

Sending Emails from JW Scheduler

The following are the basic steps for sending an email. Please see the sub-headings below for more details.

    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. Optionally, add any Email Tags to your Subject or Message.
    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.
JW Scheduler Printing Email Main View

Send From

  1. The first time you use Email, click From and enter your SMTP Server details.
    • Note: This information 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 name and email address. Alternately, you could setup a congregation Email Address.
  2. Any emails will show as being sent from the From Name and From Email address.

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.

Preview

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

Once the message is ready for sending, first click the Preview button.

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.

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 mean it was necessarily successfully received by the recipient. If you misspelled their email address, your mail will likely still send correctly, but won’t be received. That is the nature of email.

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.
  • [MIDWEEK_ASSIGNMENT_DETAILS] – Details about any Midweek Meetings Assignments the person you are emailing is scheduled for on the upcoming midweek meeting.
    • Note: Only works if the member has an upcoming assignment on the next upcoming midweek meeting. For example, if your Midweek Meeting is on Wednesday and you run this on Tuesday or Wednesday, it will show assignments for this weeks midweek meeting. If you run it on Thursday or later, it will show next weeks midweek meeting.
  • [WEEKEND_ASSIGNMENT_DETAILS] – Details about any Weekend Meetings Assignments the person you are emailing is scheduled for on the upcoming weekend meeting.
    • Note: Only works if the member has an upcoming assignment on the next 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 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 these default Email Templates, click Settings > Reload Email Templates 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.
    • [MIDWEEK_ASSIGNMENT_DETAILS]
    • [WEEKEND_ASSIGNMENT_DETAILS]
    • [PUBLIC_TALK_DETAILS]
  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

Scroll to Top