Scheduling Emails

Control when your emails are sent with precise scheduling. Set delays between sequence emails and configure time windows for when emails should be delivered.

Email Delays in Sequences

Each email in a sequence has a delay setting that determines how many days after the previous email it should be sent.

How Delays Work

  • First Email: Set delay to 0 days (sends when campaign launches)
  • Follow-up Emails: Set delay to 2-7 days after previous email
  • Calculation: Delay counts from when the previous email was actually sent, not scheduled

Recommended Delays

Email 1 → Email 2: 2-3 days Gives prospect time to see first email without feeling spammed

Email 2 → Email 3: 3-5 days Longer wait shows you're not desperate, adds to credibility

Final Follow-up: 5-7 days Last touchpoint - give them space before breakup email

Sending Time Windows

Time windows control what hours of the day emails can be sent. This ensures emails arrive during business hours in your prospect's timezone.

Default Time Window

9:00 AM - 5:00 PM UTC (default for all campaigns)

You can customize this per campaign when launching to match your target audience's timezone.

How It Works

  • Email scheduled for 11:00 PM? It waits until 9:00 AM next day
  • Email scheduled for 3:00 PM (within window)? Sends immediately
  • Weekend emails wait until Monday 9:00 AM (optional, configurable)

Daily Send Limits

Control how many emails are sent per day per inbox to avoid hitting provider limits and maintain good sender reputation.

Default Limits by Provider

Gmail (Free): 500 emails/day (default set by WarmOpener) Gmail's actual limit, enforced by Google

Google Workspace: 2,000 emails/day Higher limit for business accounts

SMTP Providers (Yahoo, Outlook, etc.): Varies by provider (typically 300-1000/day) Check your email provider's documentation

Customizing Limits

You can adjust the daily send limit for each inbox in the Inboxes page to match your account type.

⚠️ Important: Avoid Rate Limits

Setting your limit too high can result in:

  • Account suspension by your email provider
  • Emails marked as spam
  • Damage to your sender reputation

Recommendation: Start conservative (50-100/day for new domains) and gradually increase as you build reputation.

Deliverability Optimization

Automatic Email Spacing

WarmOpener automatically enforces a 6-minute minimum spacing between emails from the same mailbox to optimize deliverability:

  • Prevents Burst Sending: Avoids rapid-fire emails that trigger spam filters
  • ISP Compliance: Follows best practices from major email providers
  • Reputation Protection: Maintains positive sender reputation
  • Improved Delivery: Measurably increases inbox placement rates

How It Works:

  • When multiple emails are ready to send from the same mailbox
  • System automatically delays subsequent emails by 6 minutes
  • Ensures consistent spacing without manual intervention
  • Works across all campaigns and sequences

Campaign End Dates

Control campaign duration by setting end dates:

Setting End Dates:

  1. Configure end date when creating campaign
  2. Choose specific date for campaign to stop
  3. All remaining emails canceled after end date
  4. Campaign automatically marked as completed

Use Cases:

  • Limited-time Offers: End campaigns when promotion expires
  • Seasonal Outreach: Stop campaigns after specific periods
  • Budget Control: Limit campaign duration for cost management
  • Compliance: Honor prospect preferences for contact duration

How End Dates Work:

  • End dates are enforced when emails are about to be sent
  • Provides accurate control and complete audit trail
  • Can extend end dates for active campaigns if needed

💡 Pro Tip

For B2B outreach, the best send times are Tuesday-Thursday between 10:00 AM - 3:00 PM in your prospect's timezone. Avoid Monday mornings (inbox overload) and Friday afternoons (people checking out for the weekend).

Advanced Scheduling Features

For more sophisticated scheduling needs, WarmOpener offers advanced features:

  • Multiple Timezone Schedules: Configure different time windows for global campaigns
  • Smart Email Spreading: Automatically distribute emails across time windows
  • Cross-Timezone Campaigns: Handle prospects in different regions intelligently
  • Schedule Validation: Prevent invalid configurations that could cause issues

Learn more about these features in our Advanced Scheduling Guide.

Need help? Email Support
Scheduling Emails | WarmOpener Docs | WarmOpener