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A broadcast can send immediately, once at a future date and time, or on a repeating daily, weekly or monthly schedule, with the audience always rebuilt at the exact moment each occurrence actually fires. This article covers how to schedule a single campaign, set up a recurring series, and use the campaign calendar to see everything planned at a glance.
Schedule and recurring: first 5 of 7 steps
- 1Reach the Schedule step of the composer
- 2Choose a send mode
- 3For a one-time future send, set the
- 4For a recurring series, set the interval
- 5Finish the rest of the Schedule step
Before you start
- You need the "Send broadcasts" permission to schedule or launch a campaign, not just create a draft.
- Decide your audience and template first; scheduling and recurrence are set on the Schedule step, after Audience and Message.
- For a recurring series, think through your end date (if any) up front; you can cancel the series at any time, but there is no way to pre-fill a fixed number of occurrences instead of an end date.
Steps
- Reach the Schedule step of the composer. Build your audience and message first, then move to the third step, Schedule.
Choose a send mode. Pick Send immediately to queue the campaign as soon as you finish the composer, Schedule once to pick a specific date and time, or Repeat to create a recurring series.
For a one-time future send, set the date and time. A Send at field appears; times are shown in your organization's configured time zone, displayed next to the picker so there is no ambiguity.
For a recurring series, set the interval and first run. Choose Every N days, weeks, or months, set the First run date and time, and optionally an until date to stop the series automatically. Leaving until blank means the series continues indefinitely until you cancel it.
Finish the rest of the Schedule step and send. Pacing, quiet hours, local time and the other schedule options apply the same way to a recurring series as to a one-time send; each occurrence uses the same settings. Complete the Review & Send step and click Send (the button reads the same regardless of send mode; a recurring series activates rather than sending immediately).
Check the campaign calendar to see everything planned. From Broadcasts, open the Calendar view. It shows a month grid with every scheduled and completed campaign, and projects a recurring series forward up to 60 days within the visible month, so you can spot two campaigns landing on the same day before either one fires.
Cancel or stop a schedule if plans change. From the Broadcasts list or the campaign detail page, a scheduled (not yet sent) campaign can be cancelled back to a draft. Cancelling a recurring series stops it from creating any future occurrence; past occurrences already sent are unaffected.
Why does a recurring campaign create a separate entry for every send?
A weekly offer or a monthly statement nudge is otherwise a chore a person has to remember: duplicate last week's campaign, check the audience is still right, and press send again. VGraple CRM's recurrence lives on a parent campaign that never sends by itself; it exists only to define the rule (every N days, weeks or months, until an optional end date). Each time the rule fires, a real child broadcast is created with its own materialized audience, its own delivery funnel, and its own analytics, exactly as if you had built and sent it by hand that day.
This matters because a single "recurring campaign" summary metric would hide the answer to a question worth asking: how did last Tuesday's send actually do, on its own, compared to the one two weeks before it. Since every occurrence is a first-class broadcast, you can open any past occurrence, see its full recipient table, retry its failures, retarget its repliers, or export its results, exactly as you would for a one-time campaign. The parent series itself only ever shows a recurrence description like "Every 2 weeks until 15 Dec 2026" and exists to be edited or cancelled as a whole.
What you will see
A scheduled one-time campaign shows status Scheduled in the Broadcasts list with the date and time it will fire. A recurring series shows its parent entry with a recurrence description like "Every 2 weeks until 15 Dec 2026," and each occurrence that has actually fired appears as its own separate campaign card with its own funnel and stats, named after the parent series so they are easy to group visually. The Calendar view marks projected (not-yet-fired) occurrences distinctly from ones that have already sent.
Settings and options
| Setting | What it does | Default |
|---|---|---|
| Send immediately | Queues the campaign as soon as the composer submits | Default send mode |
| Schedule once | Sends at a specific future date and time | Off unless selected |
| Repeat | Creates a recurring series; every occurrence is its own child campaign | Off unless selected |
| Interval | Every 1 to 4 days, weeks or months | 1 |
| Until | Optional date the series stops creating new occurrences | Open-ended |
| Time zone | The zone all scheduled times are shown and interpreted in | Your organization's configured zone |
How does the calendar help catch scheduling conflicts before they happen?
A Broadcasts list sorted by creation date cannot answer the question that actually matters when planning a busy week: are we about to send two campaigns to the same audience on the same day. The Calendar view exists specifically to answer that, showing a full month grid with every scheduled and completed campaign plotted on its actual send date, and it projects a recurring series forward up to 60 days within the visible month so a series you set up weeks ago is visible on today's planning view without needing to remember it exists.
This is worth checking before scheduling anything with meaningful overlap risk: a festive-offer broadcast and a recurring weekly newsletter, for example, both landing on the same Friday could easily push a contact over your organization's marketing frequency cap without either campaign's owner realizing it, since each was built independently. Glancing at the calendar before confirming a new schedule catches this in seconds rather than after both campaigns have already gone out.
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| A scheduled campaign's recipient count differs from what you saw when scheduling it | The audience is rebuilt at the moment the campaign fires, not when it was scheduled | Expected behavior; contacts who opted out, were excluded, or newly matched the audience in between are reflected correctly |
| A recurring series stopped creating new occurrences | The series reached its "until" date, or the series was cancelled | Check the parent campaign's recurrence description; reactivate by creating a new series if it was intentionally ended |
| Two campaigns are scheduled to hit the same audience the same day | No automatic conflict detection exists between separate campaigns | Use the Calendar view before scheduling to check what else is planned that day |
| Monthly series set for the 31st fired on the 28th instead | Expected behavior in a short month; the day clamps to the month's last day rather than rolling forward | No action needed; this keeps the series on a predictable "end of month" cadence |
| Cancelling the series also seemed to remove past sent campaigns from the list | Unlikely, but check the Broadcasts list filters (status, date range) first | Past occurrences are never deleted by cancelling a series; check your list filters before assuming data loss |
Related reading
Pair scheduling with quiet hours and the marketing frequency cap so a scheduled send never lands at an inconvenient hour, and read pacing and the daily limit to understand how a large scheduled campaign spreads its sending automatically.