How to Edit and Schedule Text Messages

Meta Title: How to Edit & Schedule Text Messages | CharityAuctionsToday

Meta Description: Learn how to edit and schedule SMS text messages on CharityAuctionsToday. Modify message content, update delivery times, manage scheduled campaigns, and optimize bidder communications.

TL;DR Excerpt

Edit scheduled text messages by accessing your message queue, selecting the message to modify, updating content or delivery time, and saving changes. Messages can only be edited before processing begins, typically up to 15 minutes before scheduled send time.

Overview of Text Message Editing and Scheduling

Managing text message campaigns effectively requires the ability to schedule messages in advance and make adjustments as needed before delivery. CharityAuctionsToday's text messaging system provides comprehensive tools for composing, scheduling, editing, and managing SMS communications to bidders throughout your auction event lifecycle.

Understanding Scheduled Messages

What Are Scheduled Messages?

Scheduled text messages are SMS communications composed in advance and set to deliver at a specific future date and time:

Key Characteristics:

• Created before actual send time
• Delivery time predetermined
• Recipients selected in advance
• Message content locked in
• Credits reserved but not consumed until sent
• Can be edited before processing begins

Benefits of Scheduling:

• Plan communications in advance
• Coordinate with event timeline
• Reduce day-of-event stress
• Ensure timely delivery
• Strategic timing optimization
• Consistent messaging cadence

Message Queue System

How scheduled messages are managed:

Pending Status:

• Messages waiting to be sent
• Scheduled for future delivery
• Credits reserved
• Available for editing
• Visible in queue

Processing Status:

• System preparing to send
• Cannot be edited
• Too close to send time
• Credits about to be consumed
• Limited to no control

Sent Status:

• Messages already delivered
• Credits consumed
• Cannot be edited or recalled
• Available for reporting
• Historical record maintained

Cancelled Status:

• Messages removed from queue
• Credits released back
• Deletion confirmed
• Not sent to recipients
• Audit trail preserved

How to Schedule Text Messages

Step-by-Step Scheduling Process

Complete workflow for creating scheduled messages:

Step 1: Access Text Messaging Tool

1. Log into CharityAuctionsToday dashboard
2. Select your auction event
3. Navigate to "Communications" or "Messages"
4. Click "Text Messages" or "SMS"
5. Select "Send New Message" or "Create Campaign"

Step 2: Compose Your Message

• Enter message content
• Keep within 160 characters for single segment
• Use merge fields for personalization: {FirstName}, {LastName}, {BidderNumber}
• Include clear call-to-action
• Add shortened links if needed
• Review character counter

Message Composition Tips:

• Be concise and clear
• Front-load important information
• Use active voice
• Include organization name
• Create urgency when appropriate
• Test personalization fields

Step 3: Select Recipients

Choose who receives your message:

All Registered Bidders:

• Everyone signed up for event
• Broadest reach
• Use for major announcements
• Example: "Auction opens in 1 hour!"

Active Bidders:

• Only those who have placed bids
• More engaged audience
• Higher relevance
• Example: "Closing in 30 minutes - check your bids!"

Current High Bidders:

• Winning bidders at this moment
• Most engaged segment
• Time-sensitive alerts
• Example: "You're winning 3 items - bidding closes soon!"

Custom Segments:

• Filter by bid amount
• Filter by category interest
• Filter by registration date
• Geographic location
• VIP or sponsor status

Manual Selection:

• Choose specific bidders
• Upload phone number list
• Target individual communications
• Special circumstance messaging

Step 4: Set Delivery Time

Schedule when message sends:

Immediate Delivery:

• Click "Send Now"
• Delivers within seconds to minutes
• Use for time-critical updates
• No scheduling needed

Future Scheduled Delivery:

1. Select "Schedule for Later"
2. Click calendar icon or date field
3. Choose delivery date
4. Set delivery time (including AM/PM)
5. Verify time zone is correct
6. Confirm scheduled time

Optimal Timing Guidelines:

• Respect quiet hours (9 AM - 9 PM local time)
• Peak engagement: 10 AM - 1 PM and 5 PM - 8 PM
• Avoid early mornings (before 9 AM)
• Avoid late nights (after 9 PM)
• Consider recipient time zones
• Coordinate with event activities

Step 5: Review and Confirm

Final verification before scheduling:

• Preview message with personalization
• Verify recipient count
• Confirm delivery date and time
• Check credits available/required
• Review time zone settings
• Test links are working
• Proofread content carefully

Step 6: Schedule the Message

1. Click "Schedule Message" button
2. Confirm credit usage
3. Receive confirmation notification
4. Message added to scheduled queue
5. Confirmation email sent to account

How to Edit Scheduled Messages

Accessing Your Scheduled Messages

Navigate to the message queue:

1. From event dashboard, go to "Communications"
2. Select "Text Messages" or "SMS"
3. Click "Scheduled Messages" tab or link
4. View queue of pending messages
5. Sort by date, recipient count, or campaign name

Queue Display Information:

• Message preview/title
• Scheduled send date and time
• Recipient count
• Credits reserved
• Campaign name (if assigned)
• Status (Pending, Processing, Sent, Cancelled)
• Edit and delete options

Editing Message Content

Modifying the message text:

Step 1: Locate Message

• Find message in scheduled queue
• Click on message title or preview
• Or click "Edit" button/icon

Step 2: Access Editor

• Message composer opens
• Current content displayed
• All fields editable
• Character counter visible

Step 3: Make Changes

What you can edit:

• Message text content
• Personalization fields
• Links and URLs
• Call-to-action wording
• Character count optimization

Step 4: Preview Changes

• Click "Preview" button
• View with personalization applied
• Check different recipient examples
• Verify formatting
• Test links

Step 5: Save Updates

1. Click "Save Changes" or "Update Message"
2. Confirm modifications
3. Message updates in queue
4. Credits adjust if needed (for length changes)
5. Confirmation message appears

Editing Delivery Time

Changing when message sends:

Reschedule Process:

1. Open scheduled message for editing
2. Locate delivery time settings
3. Click calendar or time field
4. Select new date
5. Choose new time
6. Verify time zone correct
7. Save changes

Time Change Considerations:

• Can reschedule earlier or later
• Must be future time
• Respect quiet hours
• Coordinate with other scheduled messages
• Check for conflicts with other campaigns
• Update team if timeline changes

Time Restrictions:

• Cannot change to past time
• May have minimum advance notice (e.g., 15 minutes)
• Cannot edit during processing window
• System prevents scheduling conflicts

Editing Recipients

Modifying who receives the message:

Add Recipients:

• Select message to edit
• Access recipient section
• Add additional filters or segments
• Include individual bidders
• Increase recipient count
• Credits automatically adjust

Remove Recipients:

• Uncheck segments or filters
• Remove specific individuals
• Reduce recipient list
• Decrease credit usage
• Prevent duplicate sending

Replace Recipients Entirely:

• Clear current selection
• Choose new recipient group
• Completely different audience
• Verify credit changes
• Confirm new recipient count

Recipient Editing Best Practices:

• Don't add recipients who already received message
• Document why recipient list changed
• Verify no duplicate sends planned
• Check for opt-outs before adding
• Respect bidder preferences

Editing Restrictions and Limitations

When You Cannot Edit Messages

Understanding editing windows:

Processing Period:

• Typically 5-15 minutes before send time
• System preparing to deliver
• Message locked for sending
• Credits being consumed
• No edits possible

Already Sent Messages:

• Cannot edit past messages
• Delivery complete
• Credits consumed
• No recall function
• Historical record only

System Processing:

• Message currently being delivered
• Partial sends in progress
• Cannot stop mid-delivery
• Wait for completion
• Plan ahead to avoid

Edit Deadline Windows

Time constraints for modifications:

Recommended Timeline:

• Edit at least 30 minutes before send
• Safest: 1 hour or more before delivery
• System may enforce 15-minute minimum
• Last-minute changes risky
• Plan modifications early

Warning Messages:

• System alerts when approaching deadline
• "Limited time to edit" warnings
• Countdown to processing start
• Final opportunity notifications
• Cannot override system lockout

What Cannot Be Changed

Permanent message attributes:

Campaign Type:

• Automated vs manual message
• System-generated notifications
• Triggered message rules
• Message category assignment

Historical Data:

• Cannot change past deliveries
• Cannot alter delivery records
• Sent timestamps permanent
• Recipient history locked
• Credit consumption final

Managing Multiple Scheduled Messages

Viewing All Scheduled Messages

Organize your message queue:

List View:

• Table format with key details
• Sort by date, time, recipients
• Filter by status or campaign
• Quick actions (edit, delete)
• Select multiple for bulk actions

Calendar View:

• Visual timeline of scheduled sends
• Day/week/month display options
• Color coding by campaign type
• Drag-and-drop rescheduling
• Identify timing conflicts

Campaign Groups:

• Organize related messages
• Name campaigns for clarity
• Group pre-event, during, post-event messages
• Track campaign performance together
• Manage series of messages

Coordinating Message Timing

Strategic scheduling across campaigns:

Spacing Between Messages:

• Minimum 4 hours between sends
• Avoid same-day multiple messages (when possible)
• Strategic timing for engagement
• Prevent message fatigue
• Maintain recipient attention

Event Timeline Coordination:

• Align with auction milestones
• Auction opening announcement
• Mid-auction engagement boost
• Final hour countdown
• Closing alerts
• Post-auction thank you and checkout

Conflict Prevention:

• Review entire message schedule
• Check for overlapping sends
• Avoid competing messages
• Coordinate automated + manual messages
• Maintain logical flow

Bulk Editing Options

Efficient management of multiple messages:

Select Multiple Messages:

1. Use checkboxes in queue view
2. Select related messages
3. Click "Bulk Edit" or "Edit Selected"
4. Choose common changes to apply
5. Confirm bulk modifications

Bulk Operations Available:

• Reschedule all selected messages
• Change all delivery times by offset (e.g., +2 hours)
• Update recipient lists
• Cancel multiple messages
• Clone messages for reuse

Bulk Edit Best Practices:

• Select carefully before bulk actions
• Start with small test batches
• Verify changes before applying
• Review each message after bulk edit
• Cannot undo bulk changes easily

Canceling and Deleting Scheduled Messages

When to Cancel Messages

Reasons to remove scheduled messages:

Event Changes:

• Auction rescheduled or cancelled
• Major event modifications
• Timing no longer appropriate
• Content now inaccurate
• Superseded by other communications

Content Issues:

• Error discovered in message
• Incorrect information
• Inappropriate content
• Better message created
• Strategic change in approach

Technical Problems:

• Credit shortage anticipated
• System issues expected
• Recipient list errors
• Cannot edit in time to fix
• Need to start over

How to Cancel Scheduled Messages

Remove messages from queue:

Single Message Cancellation:

1. Locate message in scheduled queue
2. Click "Cancel," "Delete," or trash icon
3. Read confirmation dialog
4. Understand credits will be released
5. Click "Confirm Cancellation"
6. Message removed from queue
7. Credits returned to balance

Bulk Cancellation:

1. Select multiple messages with checkboxes
2. Click "Bulk Actions"
3. Choose "Cancel Selected"
4. Review list of messages to cancel
5. Confirm bulk cancellation
6. All selected messages removed
7. All reserved credits released

Cancellation Confirmation:

• On-screen confirmation message
• Email notification of cancellation
• Audit log entry created
• Credits immediately available
• No recipient notification sent (message never sent)

Credits and Refunds

Financial implications of canceling:

Credit Return:

• Reserved credits immediately released
• Available for other messages
• Full credit amount returned
• No penalty or fee
• Instant availability

No Refunds for Sent Messages:

• Cannot recall sent messages
• Credits consumed at send time
• No retroactive cancellation
• Plan carefully before scheduling
• Test and verify before large sends

Advanced Editing Features

Message Templates

Reusable message frameworks:

Creating Templates:

1. Compose effective message
2. Save as template with descriptive name
3. Include personalization fields
4. Document intended use
5. Template available for future use

Using Templates:

• Select template when creating new message
• Message pre-populated with template content
• Customize as needed for this send
• Saves time for recurring messages
• Ensures consistent messaging

Template Types:

• Auction opening announcements
• Closing reminders
• Thank you messages
• Payment reminders
• Event updates

A/B Testing Messages

Optimize message performance:

Split Testing Setup:

1. Create two versions of message
2. Split recipients into test groups
3. Send Version A to group 1
4. Send Version B to group 2
5. Measure engagement and response
6. Use best performer for future messages

What to Test:

• Message wording and tone
• Call-to-action phrasing
• Sending time
• Personalization level
• Link placement
• Message length

Cloning Messages

Duplicate and modify existing messages:

Clone Function:

1. Find message to duplicate
2. Click "Clone," "Copy," or "Duplicate"
3. Copy created with same content and settings
4. Modify recipient or timing as needed
5. Schedule cloned message

Use Cases for Cloning:

• Send same message to different segments
• Repeat successful past messages
• Create similar messages for multiple events
• Test timing variations
• Build series of related messages

Message Editing Best Practices

Before Scheduling

Preparation steps:

Content Review:

• Proofread carefully
• Check personalization fields work
• Verify links are correct and shortened
• Test on own phone first
• Get team approval if needed

Audience Verification:

• Confirm recipient selection correct
• Check for duplicate sends
• Verify no opt-outs included
• Appropriate for audience segment
• Count matches expectations

Timing Validation:

• Delivery time appropriate for recipients
• Time zone correct
• No conflicts with other messages
• Aligns with event schedule
• Respects quiet hours

During Scheduled Period

Active management:

Regular Monitoring:

• Check scheduled queue daily
• Review upcoming sends
• Verify no issues or conflicts
• Monitor credit balance
• Track event changes requiring message updates

Proactive Editing:

• Update content if event changes
• Adjust timing if needed
• Refine recipient lists
• Improve message based on learnings
• Coordinate with team communications

After Sending

Post-send analysis:

Performance Review:

• Check delivery rate
• Monitor click-through rate on links
• Track opt-out rate
• Review response rate
• Analyze timing effectiveness

Continuous Improvement:

• Document what worked well
• Note areas for improvement
• Update templates based on learnings
• Refine timing strategy
• Optimize future messages

Troubleshooting Editing Issues

Common Problems and Solutions

Cannot Find Edit Button:

• Message may be in processing
• Check if past send time
• Verify user permissions
• Look under Actions menu
• Contact administrator

Changes Not Saving:

• Check internet connection
• Verify all required fields complete
• Look for error messages
• Try different browser
• Clear cache and retry
• Contact support

Scheduled Time Changed Unexpectedly:

• Verify time zone settings
• Check for daylight saving adjustments
• Confirm AM/PM selected correctly
• Review automated processes
• Check audit log for changes

Recipients Changed:

• Review edit history
• Check for bulk edits
• Verify filter settings
• Look for automated updates
• Confirm with team members

Message Not Appearing in Queue:

• Check message status/filter
• Verify it was scheduled, not sent immediately
• Look in sent or cancelled sections
• Search by campaign name
• Contact support if missing

Compliance and Editing Considerations

Legal Requirements

Editing with regulations in mind:

TCPA Compliance:

• Maintain opt-out language in all messages
• Honor unsubscribe requests immediately
• Update recipient lists before each send
• Don't message opted-out numbers
• Keep quiet hours (8 AM - 9 PM local)

Content Standards:

• No deceptive subject matter
• Clear organization identification
• Accurate information only
• Respectful professional tone
• Appropriate content for audience

Audit Trail

Tracking message changes:

What's Logged:

• Original message content
• All edits made
• Who made changes
• When changes occurred
• Before and after states
• Reason for change (if provided)

Accessing Edit History:

• Click message in queue
• View "Edit History" or "Change Log"
• Review all modifications
• Export for records
• Use for accountability

Conclusion

Effectively editing and scheduling text messages on CharityAuctionsToday empowers organizations to maintain timely, relevant, and accurate communications with bidders throughout the auction lifecycle. By understanding the scheduling process, knowing when and how to edit messages, respecting editing deadlines, and following best practices for message management, you can create sophisticated text messaging campaigns that drive engagement and support fundraising success.

Remember to schedule messages well in advance, allowing time for review and editing; regularly monitor your scheduled message queue for needed updates; make edits as soon as you identify the need rather than waiting until the last minute; and always test messages on your own device before sending to large audiences. With CharityAuctionsToday's flexible text messaging tools and strategic message management, you'll maintain professional, effective communication that keeps bidders informed, engaged, and excited about supporting your cause.

Tom Kelly

Tom Kelly, TEDx speaker and CEO of CharityAuctions.com, helps nonprofits raise millions through auctions and AI. He hosts The Million Dollar Nonprofit podcast and inspires leaders to live their legacy, not just leave it.