How to Schedule a Campaign from the Marketing Calendar

How to Schedule a Campaign from the Marketing Calendar

Scheduling your marketing campaigns doesn’t have to mean bouncing between tools or remembering to send something later. With the Marketing Calendar, you can plan and schedule your Marketing Suite campaigns exactly when they make the most sense—right from the calendar itself. This walkthrough guide will show you how to schedule a campaign by simply selecting a date and time on the calendar, drafting your message, and setting it to send. Follow the steps below to see just how easy it is to turn your marketing plan into a scheduled campaign you can check off your list.




How to Draft and Schedule a Campaign from the Marketing Calendar

Follow the steps below to draft and schedule a Marketing Suite campaign directly from the Marketing Calendar. Screenshots are included throughout this article to serve as visual references.


Step 1: Open the Marketing Calendar

  1. Open the Astro Marketing Suite.
  2. Click the My Calendar icon to open your Marketing Calendar.


Step 2: Create a Campaign Event on the Calendar

  1. Click on the date you want your campaign to send.

  1. From the dropdown menu, select Template Campaign.
  2. Uncheck the All Day box.
  3. Select the time you want the campaign to be sent.
  4. Click Create Event.


This will open the Template Campaign setup screen.


Step 3: Set Up Campaign Details (Step 1)

  1. Enter a Campaign Title.
    1. This title is for internal use only.
    2. It helps you identify the campaign in your campaign list and on the calendar.
  2. Select the Recipient List.
  3. Choose the Communication Type(s):
    1. Email
    2. App Notification
    3. SMS Text
    4. Post to Facebook
  4. Enter the required subject lines:
    1. Email Subject (required for email campaigns)
    2. App Notification Subject - Include your store's name
    3. SMS Subject - Include your store's name
    4. Facebook Post - No title or image is required at this step
  5. Confirm the date and time shown in the campaign scheduler are correct.
  6. Click Continue to Step Two
 
Confirm your Subject Lines are accurate, then click Confirm and Continue.



Step 4: Choose a Campaign Template

You will now be taken to the Campaign Template Library.

From here, you can:
  1. Select a previously edited template from My Templates, or
  2. Import a template provided by Astro
  1. Click on the template you want to use
  2. Click Choose This Template
    1. If selecting a My Template, the template will be added to your Campaign
    2. If importing an Astro Template, the template will be opened in the Template Editor






Step 5: Edit Your Campaign Template

In the Template Editor, you can:
  1. Replace or update images
  2. Edit text
  3. Add My Promotions
  4. Add Astro Offers
  5. Add flyer links
  6. Convert images into clickable links
If you need help editing a campaign template, refer to this article:

When you are finished editing:
  1. Click the green Save and Add to Campaign button.


Step 6: Review Campaign Setup (Step 2)

You will now return to Template Campaign Setup – Step 2.
  1. Scroll down and review the campaign content.
  2. Check the footer for accuracy.
    1. If edits are needed, click Edit Template Footer.


Before scheduling or sending your campaign, Astro recommends sending yourself a preview.
  1. Click the blue Send Preview button.
    1. Enter your email address in the pop-up window.
    2. Select your Phone Number to Preview SMS (if chosen as communication method)
  2. Click Send Preview.
    1. Open your email inbox and review the preview carefully to confirm formatting, images, and links appear as expected.
    2. Open your text messages and review the preview text to confirm your chosen subject line is accurate and the link opens your template.


Step 8: Schedule the Campaign

If you are not ready to schedule, and wish to return to this later:
  1. Click the blue Save as Draft button
-or-

If everything looks correct and you are ready to schedule:
  1. Click the green Save and Queue for Sending button.


Step 9: Facebook Post Setup (If Applicable)

If you also have a Facebook Post associated with this Campaign, you will see a Facebook Post Campaign pop-up after you Save and Queue. 
  1. Select the Facebook Post Image
    1. In most cases, this will be Image 1, or the large rectangular image at the top of your Template. This image is sized appropriately for Facebook (1200 x 630) and will not appear cropped when posted.
  2. Enter the Facebook Post Title
    1. The Title will appear below your image.
    2. Keep your title short so it doesn't get cut off.
  3. Select Automatically Post to Facebook
  4. Click Save Facebook Post Setup



Step 10: Are Your Sure? Queue Send

A pop-up will appear allowing you to review the final details before queuing. 
  1. Confirm your methods of delivery have recipients associated with them
  2. Confirm your Send Date and Time is correct
    1. Pay close attention to AM vs PM and Time Zone
  3. When satisfied, click Queue Send
Your campaign is now scheduled and added to your Marketing Calendar.



How Campaigns Appear on the Marketing Calendar

Campaign Status Indicators

Icons located on the Calendar allow you to determine the status of a Campaign at a glance.
  1. Paper Airplane on Green Background- Sent
  2. Hourglass on Green Background - Queued (in process of sending)
  3. Hourglass with Time - Scheduled
  4. Pencil with Time - Draft

Drafted Campaigns


  

Scheduled Campaigns

Scheduled campaigns appear on the calendar with:
  1. The campaign title
  2. An hourglass icon ⏳
  3. The scheduled date and time



Clicking on the campaign title shows:
  1. Campaign Title
  2. Scheduled Send Date / Time
  3. Subject line 
  4. Recipient list 
  5. Delivery method(s)
  6. Campaign Type
  7. Calendar Name
  8. Campaign Status
  9. Pause icon, located at the top right, allows you to stop the scheduled campaign and return it to an editable draft

Queued Campaign

  1. The campaign title is highlighted green
  2. The hourglass icon remains
  3. The campaign details will show “Campaign Queued”


Sent Campaign

  1. The hourglass icon changes to a paper airplane
  2. For sent campaigns, clicking the campaign title displays:
    1. A number next to an arrow icon indicating how many recipients received the message
    2. A number next to an eye icon indicating how many recipients viewed the message