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How to schedule a one-on-one Sales email

HubSpot's Send Later feature allows you to compose an email and schedule it to be sent at a later time. Once an email is scheduled, it cannot be edited but can be deleted and replaced with a new one.

1. Click your company's name in the upper right hand corner of your screen, then click on Profile and preferences to access Settings.

2. On the General page under Your Preferences, select the Email tab.

General_Email
3. Connect your Inbox.

Ensure your Gmail, Office 365, or IMAP inbox is connected to HubSpot to use the scheduling feature.

Learn how to integrate your HubSpot and Gmail account here. 

2. Open a Record

In HubSpot, go to your Contacts, Companies, Deals, or Tickets, and select a record.

CRM_Contacts

3. Compose your email

In the left panel, click Email, then write your email and add a subject line.

4. Schedule for later

  • Click the down arrow at the bottom of the email editor and select Send Later.
  • Choose one of these options:
    • Tomorrow: Schedule for 8 AM (adjust recipient’s time zone if needed).
    • Custom: Set a specific date and time (up to 6 months in advance).
    • Best Time to Send (for Sales Hub Professional or Enterprise): Select a time based on the recipient’s engagement history.
  • Click Schedule to confirm.

Important Notes:

  • Avoid Using Tab Key: Pressing the tab key while scheduling may disrupt email tracking.
  • Track Scheduled Emails: Scheduled emails are logged on the record with a status of Scheduled.
  • Canceling an Email: To cancel, hover over the email in the timeline, click Delete, and reschedule if needed.
  • Emails and Drafts: Scheduled emails in HubSpot won’t appear in your Gmail drafts folder.

How HubSpot determines the best send time:

HubSpot analyzes the recipient's engagement history, industry, time zone, job title, and device, along with similar recipients' behavior, to predict the optimal send time.

What if my email doesn't send?

If your inbox is disconnected at the scheduled send time, reconnect your inbox to HubSpot and reschedule the email.