The ability to schedule invite emails to be sent to board contributors by way of kudoboard.com is a feature available on Enterprise plans, business trials and paid Business plans, and Company Event boards.
To schedule invites to be sent on a chosen date, follow these steps:
1. Log in to your Kudoboard account.
2. Click the invite contributors icon (people with the plus sign) on the upper left-hand side of the board.
3. Enter the email addresses of those you'd like to invite to the board and add an optional custom message if desired. It's also possible to schedule invites via Slack or Teams.
4. Click the down-facing arrow to the right of "Send invites" and choose "Schedule send" from the drop-down.
5. If you have already scheduled the delivery date of the board, you'll see the option to either:
- Send the invites one week before the board delivery date
- Pick a date & time of your choice
If you choose to send them one week before the board delivery date, click "Save".
6. If you opt to pick a date & time, or have not scheduled the delivery of the board yet, choose the desired date, time, and timezone for the invites. (this is when they will be sent to the contributors you added to the invite list), then click "Save changes".
You're all done! You'll see a green confirmation banner at the top of the page, and "Scheduled" will appear in the panel with the date and time that you chose. Below "Scheduled" you can edit this scheduled time at any time.
How-To Video Transcription:
In this video, I'll demo how you can schedule invites to be sent out to contributors at a later date. But first, let's imagine why you might use this feature. Well, one reason is that you might set up your boards earlier than you need people to post on them. Say that you're a team lead and you're responsible for creating birthday boards for all of your direct reports. At the beginning of a quarter, you might sit down and create all of the birthday boards in one sitting. However, you don't expect all of your team members to add to those boards months in advance. Instead, you might want to schedule the invitations for these boards to be sent sometime in the future. This way, contributors receive the board invites when it makes more sense, like a week before that person's actual birthdate.
So, let's proceed to how you can schedule an invite to be sent sometime in the future. First, view your board as the board creator. Then, click the "Invite Contributors" button in the upper right-hand corner. Now, toggle over to the email tab of your "Invite Contributors" panel. Here, you can enter the email addresses of the contributors you'd like to invite.
Next, look for the "Send Invites" button at the bottom of your panel. Click on the carrot symbol (^) next to it and then select "Schedule Send." You'll need to identify a specific date and time in the future when you'd like these invitations to be sent to the contributors. Once you've chosen the date and time, just click "Save." This will ensure that the invitations for this board are sent out on the date and time you specified.
If your organization's site is integrated with Slack or Teams, you can also schedule contributor invites to be sent through those channels. You can schedule invites to be sent via direct messages or to an entire channel. The process is pretty similar. Just click the down arrow next to "Send Invites," and you'll find the options to schedule your invites accordingly.