Step by step

1. Write your message

   Go to Communications then Messages in the left-hand navigation and create a new record. Fill in a subject and write your body text using the rich-text editor. Set the Audience field to Newsletter subscribers. Leave the Status field alone — it starts as draft automatically and cannot be changed here — then save.

2. Open the Send a message screen

   Navigate to the Send a message screen from your admin panel. The page loads all your draft messages and shows them in a selector. Any messages already scheduled to go out automatically are listed above the form as a notice, so you can see what is already queued before you do anything.

3. Select your draft and preview the recipient list

   Choose your newsletter draft from the selector and press Who would get it? The system looks up every newsletter subscriber for your organisation whose record is marked subscribed and shows you a list of their names and addresses. You will also see a count of how many have an email address and how many do not, so you know exactly what will happen before you send.

4. Press Send

   The system schedules the message for immediate dispatch and changes its status to scheduled, recording which user triggered the send. The action returns On its way — it goes out within the minute. and revalidates the screen.

5. The system claims and processes the message

   Within a minute the platform's scheduled job finds your message and locks it for sending using an atomic database operation that prevents it from being sent twice. It then rebuilds the recipient list from your live subscriber records and prepares delivery.

6. Each subscriber receives their personalised copy

   Before sending, the system confirms your organisation has a published web address — if not, the send fails and the message is marked failed. For each subscriber it generates a unique unsubscribe link and appends a footer containing that link to the message. It then sends one email per address and records the outcome against the message, setting the final status to sent or partially failed.

What happens next

Every active newsletter subscriber receives their own copy of the message by email, with a personalised unsubscribe link already included in the footer. The message record is updated to sent or partially failed and shows a per-recipient result so you can see who received it and whether any addresses failed.

Good to know

Subscribers can only sign up through your public website — there is no way to add them manually from the admin. If your organisation does not yet have a published web address configured, the send will fail at the final step because the system cannot build the unsubscribe link. Set your web address before attempting to send.

The atomic claim step means that even if the scheduled job runs more than once at the same moment, each subscriber will only receive one copy of your message.