Complete the pre-send checklist and schedule
The final checks, plus send now vs. schedule and timezone choices.
Purpose and outcome
Why it matters. A sent email can’t be changed in recipients’ inboxes. This is the last chance.
Expected outcome. Every item checked and the email sent or scheduled at the intended time.
When to use it
- Immediately before sending or scheduling.
Prerequisites and access
- SOPs 10–15 complete.
Suggested roles (not yet approved): Marketing Coordinator, Marketing Reviewer
Instructions
- 1
Work through the checklist below.
Recommended practice - 2
Review every warning shown on the send screen.
From training· ~1:09:30 - 3
Choose Send now or Schedule.
From training· ~1:10:00 - 4
If scheduling, set date, time and timezone.
From training· ~1:10:30 - 5
Confirm after sending that status changed to sent or scheduled.
From training· ~1:11:30
Timezones
- Fixed time: everyone receives it at the chosen time in the selected timezone.
- Recipient’s timezone: each person receives it at that local time, so sends roll out across the day.
Sent is final
To correct a sent email, clone it, fix it and send a new email.
Completion checklist
Common mistakes and troubleshooting
Email stuck as scheduled after the time passed.
Refresh, then ask a CRM Administrator if it persists.
Email stuck as scheduled after the time passed. Refresh, then ask a CRM Administrator if it persists.
Sources and items needing confirmation
- From training· ~1:09:30–1:12:00Caivan | HubSpot Marketing Training, Sep 28, 2026 (recording transcript)
- Recommended practiceHubSpot Knowledge Base: Create and send marketing emails
- Default timezone for Caivan sends.
Account configuration described in training reflects September 28, 2026 and may have changed.