Editing or canceling a scheduled volunteer email

For the established (legacy) Volunteer Management portal. These steps differ from the newer Volunteer Management interface. Staff access is determined by their assigned administrator role(s). Administrator roles have fixed capabilities; the configurable volunteer roles described here are separate from staff administrator roles.

In the VMS Scheduled Emails screen, the pencil updates only the scheduled date/time; it does not reopen the message body. A new scheduled time must be at least one hour ahead. Canceling an eligible pending scheduled email destroys that email record, and the screen warns that the action cannot be undone. It does not return the email to draft as an Outreach cancellation may. Preserve the message content and recipients before canceling, then prepare a corrected replacement through the supported composing flow; ask support to help recover/access content when it is not visible. Do not cancel on the assumption that the entire draft will remain editable.

If constituent data changes before a scheduled email sends

For a standard legacy volunteer email that retains its merge tokens, those tokens are resolved using the constituent data available when the email is processed for sending/rendered. Scheduling the message does not require replacing every token with literal text in advance. Manually typed text, or a value that has already been inserted as ordinary text, does not update like a retained merge token.

Before scheduling an email that depends on newly imported ask amounts or other fields, have your data administrator complete the import and verify the actual constituent values. An uploaded file or a scheduled import is not proof that the new data will be ready before the email processes. Preview a representative message once the data is available.

The saved message and its recipient list are separate from token substitution. A scheduled email uses its saved recipients; it does not rerun the original selection or automatically add new people because they now match a cohort. In Scheduled Emails, use the recipient-count link to review the saved recipients. Follow the cancellation/replacement guidance above if the message or audience needs changing.