Scheduling and email

How a scheduled notice goes live, how an expired one leaves the board, and what happens when you tick Email all members.

Who this is for: editors, admins and owners who publish notices. Readers and member artists do not need any of this.

The hourly run

Once an hour, at five past, the Noticeboard does three things for your organization, in this order:

1. Publishes every scheduled notice whose time has come. The notice’s published time is set once, at that run, and never moves afterwards — restoring or re-publishing it later keeps the original.
2. Archives every published notice whose Expires on has passed. It lands in the Archive marked expired, with nobody’s name on it. Members stop seeing an expired notice the moment the time passes — the run just tidies it away for you.
3. Finishes any email that is still owed (see below).

So a notice you schedule for 14:30 goes live at 15:05; the Manage tab says exactly that under the notice. If you cannot wait, Publish now is always there.

Email all members

Ticking this sends real email to every current member, and it cannot be undone. There is no recall, no draft state and no per-member opt-out: once the notice publishes, the email is gone to every address on the roster. Treat the tick as the send button, because at publish time that is what it is.

Tick Email all members on a notice and, when it is published — by you, or by the hourly run for a scheduled notice — every member gets one email pointing at it. On a notice that is already published without the email, the box reads Email all members when I save: tick it and press Save changes (Noticeboard → Manage tab → Edit) and the email goes straight away. Once a notice has been emailed the box is greyed out, so saving it again never emails anyone twice. The email carries the title (prefixed Urgent: when the notice is urgent), the first few lines, and a Read the notice button that opens the notice in the member portal. The notice itself is not in the email: opening it on the board is what counts as a read, so the email sends people there.

Who is emailed. Every current member with an email address on their artist record — whether or not they have signed in to the member portal. A member whose membership has ended, an archived artist, and an artist with no email address are not emailed. Staff of a gallery are not emailed. There is no per-member opt-out in this release; the checkbox says how many people it will reach. (An Ops organization with no artist roster emails its active staff instead.)

Where replies go. The email is sent from the platform’s mailbox in your organization’s name. If you have published a contact address (Settings → Contact email, or the address on your public site’s footer or Contact page), replies go there and the email says “reply to this email”. If you have not, the email points members at your Contact page instead — so a reply is never sent into the void.

What it will not do.

• Editing a published notice never re-sends the email. Nor does ticking the checkbox on a notice that is already published — the email goes out at publish time or not at all.
• Publishing the same notice twice sends nothing new: every member is emailed at most once per notice, however many times the notice is published, the hourly run passes, or Resend to unsent is pressed.
• An email that could not be delivered (a bad address, a provider refusal) does not stop the others, and does not stop the notice from being published.

The status line and Resend to unsent

On the Manage tab an emailed notice shows how it went — for example Emailed 42 · 1 failed — from the delivery record the server keeps for every member.

Resend to unsent goes back over that record and emails only the people who have not had a successful delivery: anyone whose email failed, anyone the run did not reach, and anyone who has joined the roster since. Everyone who was already emailed is left alone. On a notice that was published without the checkbox the button refuses — open Edit, tick Email all members when I save and press Save changes to send it — and the checkbox on a draft is a request for publish time, not a send.

Questions you may get

• “I did not get the email.” Check their artist record first: is there an email address, is the membership current, is the artist archived? Then look at the status line — a failed delivery names the reason, and Resend to unsent tries it again.
• “My scheduled notice is not up yet.” It goes live at the next hourly run after the time you picked, so up to an hour after it. Publish now if it cannot wait.
• “Members got it twice.” They should not have: one email per member per notice is enforced by the delivery record. If it happened, two artist records share one address — each record is a member in its own right.

Last updated: 2026-09-20 · Applies to: CartonCrew v1.546+