Scheduled Messages

FluentCase allows you to schedule emails to be sent automatically at a future date and time, similar to Gmail’s scheduled send feature.

Scheduling an Email

From Compose Window

1. Click Messages → Compose
2. Fill in the email:
   • To: Recipient email address(es)
   • Subject: Email subject line
   • Body: Email content
3. Add attachments if needed
4. Click the Schedule button (clock icon, “Send Later”) instead of Send
5. FluentCase checks the message (“Checking…”), then shows the Send Message At panel
6. Set Send Date and Send Time (defaults to the next 8:30 AM)
7. Click Schedule Send (or Cancel to return to the message)
8. The message moves to the Scheduled folder and will send automatically at the scheduled time

From Draft

1. Open an existing draft
2. Click Schedule button
3. Select date and time
4. Click Schedule Send

From Matter

1. Open a matter
2. In the left menu, click the green button next to the Gmail or Outlook link
3. Email is automatically associated with the matter
4. Follow steps above to schedule

Scheduling Options

The Send Message At panel has two fields:

• Send Date - Pick a date from the calendar (past dates are unavailable)
• Send Time - Pick the time of day

Both default to the next 8:30 AM (today if it’s before 8:30 AM, otherwise tomorrow). If the combined date and time is not in the future, the panel shows “Scheduled time must be in the future” and Schedule Send is disabled.

Time Zone: Times are in your computer’s local time zone.

Viewing Scheduled Messages

Scheduled Messages Folder

1. Go to Messages
2. Click Scheduled folder
3. View all scheduled messages
4. See scheduled send time for each message

Scheduled Message Details

Click on a scheduled message to view a read-only preview:

• Scheduled to send - When it will send
• Subject - Email subject line
• Associated Matter - Linked matter (if any)
• From / To / Cc / Bcc - Sender and recipients
• Attachments - Attached files
• Body - Email content

Editing Scheduled Messages

Before Scheduled Time

Scheduled messages can’t be edited directly. To make changes before it sends:

1. Open the scheduled message
2. Click Cancel Schedule (the message returns to Drafts)
3. Open the message from Drafts and make your changes
4. Schedule it again

Canceling Scheduled Messages

Cancel Before Sending

1. Go to Messages → Scheduled
2. Open the scheduled message
3. Click Cancel Schedule
4. Message returns to Drafts folder

Important: You must cancel before the scheduled send time. Once sent, the message cannot be recalled.

There is no bulk cancel. Cancel each scheduled message individually.

How Scheduled Sending Works

Processing

1. Scheduled Time Arrives - System checks for due messages every minute
2. Validation - Verifies email account is still connected
3. Sending - Message is sent via your Gmail or Outlook account
4. Confirmation - Message moves to Sent folder
5. Activity - Activity is created in associated matter

Send Time Accuracy

• Messages are sent within 1-2 minutes of scheduled time
• System checks every minute for due messages
• Slight delays possible during high-volume periods

Email Account Requirements

• Gmail or Outlook must be connected
• OAuth token must be valid (not expired)
• Account must have sending permissions

If your email account is disconnected:

• Scheduled messages will fail to send
• You’ll receive an urgent memo titled “Scheduled Message Failed to Send”
• The message moves back to Drafts
• Reconnect account and reschedule

Sending Now: The Sending Notification

When you click Send instead of scheduling, FluentCase closes the compose window right away and shows a “Sending message…” notification with an Undo button. The app is not locked; you can keep working while the message sends. Click Undo before the window ends to return to the draft.

To change this behavior, go to Personal Preferences → Email Accounts → Composing Messages:

• Allow Me to Undo Sending a Message for: 5 seconds (default), 10 seconds, 20 seconds, 30 seconds, or Never show (send immediately)
• Hide the “Sending…” and “Message Sent” notifications (only show an error if sending fails): messages send immediately with no undo option

If sending fails, FluentCase shows an error with a Return to Draft button, and the message stays in Drafts.

Use Cases

Time Zone Management

Scenario: You’re in California (PST), client is in New York (EST)

1. Compose email at 5:00 PM PST (8:00 PM EST)
2. Schedule for 9:00 AM PST (12:00 PM EST)
3. Email arrives during client’s business hours

Follow-Up Reminders

Scenario: Send follow-up if no response received

1. Send initial email immediately
2. Compose follow-up email
3. Schedule for 3 days later
4. If client responds, cancel scheduled follow-up
5. If no response, follow-up sends automatically

Weekly Status Updates

Scenario: Send weekly updates to clients

1. Compose status update email
2. Schedule for Friday at 4:00 PM
3. Repeat weekly
4. Maintain consistent communication

Court Deadline Reminders

Scenario: Remind client of upcoming court date

1. Compose reminder email
2. Schedule for 2 days before court date
3. Email sends automatically
4. Client receives timely reminder

After-Hours Composing

Scenario: Working late, don’t want to email clients at night

1. Compose emails in the evening
2. Schedule for next morning (the default is 8:30 AM)
3. Maintain work-life boundaries
4. Emails send during business hours

Best Practices

Timing

• Business Hours - Schedule for 8:00 AM - 5:00 PM recipient’s time
• Avoid Weekends - Schedule for Monday if composing on Friday
• Time Zones - Consider recipient’s time zone
• Urgency - Don’t schedule urgent matters

Content

• Review Before Scheduling - Proofread carefully
• Check Attachments - Ensure all files are attached
• Verify Recipients - Double-check email addresses
• Update if Needed - Cancel the schedule, edit, and reschedule if circumstances change

Organization

• Use Drafts - Save as draft first, schedule later
• Associate with Matters - Link to relevant matter
• Add Notes - Include internal notes about why scheduled
• Monitor Scheduled Folder - Review scheduled messages regularly

Cancellation

• Cancel if Resolved - Cancel follow-ups if issue is resolved
• Check Before Deadline - Review scheduled messages before they send

Limitations

Schedule Time

• The scheduled time must be in the future

Scheduled Message Limits

• No limit on number of scheduled messages
• Rate limits apply when messages send (per email provider)

Email Provider Limits

Gmail:

• 500 emails per day (Google Workspace)
• 100 emails per day (free Gmail)

Outlook:

• 300 emails per day (Microsoft 365)
• 100 emails per day (Outlook.com)

If you exceed limits, messages will fail to send.

Troubleshooting

Scheduled Message Didn’t Send

Possible causes:

1. Email account disconnected - Reconnect in Settings
2. OAuth token expired - Re-authorize email account
3. Recipient email invalid - Check email address
4. Daily send limit reached - Wait 24 hours
5. System error - Contact support

Solution:

1. Open the “Scheduled Message Failed to Send” memo
2. Review error message
3. Fix the issue
4. Click Review your message in the memo (the message is in Drafts) and reschedule it

Can’t Schedule Message

Possible causes:

1. No email account selected - “Please select an outbound email account before scheduling.”
2. No recipient - “Please add at least one recipient (To:) before scheduling.”
3. Empty body - “Please add a message body before scheduling.”
4. Account or provider error - The check before scheduling failed and shows a Cannot Schedule Message panel
5. Browser issue - Refresh page

Solution:

1. Ensure an email account is connected and selected
2. Add a To recipient and message body
3. Review the error listed in the Cannot Schedule Message panel
4. Try different browser if issue persists

Scheduled Time Not Available

Possible cause: The selected date and time is in the past (“Scheduled time must be in the future”).

Solution: Choose a future date and time.

Notifications

Send Confirmation

When a scheduled message sends:

• Activity created - Activity in associated matter
• Sent folder - Message appears in Sent folder

Failure Notification

If a scheduled message fails:

• Memo - An urgent memo titled “Scheduled Message Failed to Send”
• Error message - Explanation of why it failed, with a Review your message link
• Drafts folder - Message moves back to Drafts