Send settings in the email editor

You will learn

• How to open and use the Send settings tab in the email builder

• How to configure how your email will appear in the recipient’s inbox

• How to choose recipients and exclusions using lists and individuals

• How to cross-post your email to Slack, Teams, or SharePoint

• How to attach an .ics calendar file to your email

• How to send now or schedule your email for later

Send settings overview

The Send settings tab is where you define:

• Who your email goes to

• How it shows up in the inbox

• When it gets sent

You’ll typically move to Send settings after your content is drafted in the email builder.

Navigation:

1. Go to Email in the top navigation.

2. Select the email you’d like to configure.

3. Click the Settings tab in the email builder.

The first field asks you to provide the email name. This is used only inside Workshop to help you stay organized.

• Appears in filters across Workshop

• Allows you to search by this email name

• Recipients will not see this name

Best practice:
Follow your company’s naming SOP, and make the name descriptive so you can easily recognize and reuse it later. Example: June Newsletter – All Employees – US.

Configure how your email appears in the inbox

These fields work together to control how your message looks in a recipient’s inbox:

• Subject line

• Preview text

• From name

• From email

• Reply-to email

Subject

• The public-facing subject line that appears in the inbox.

• Keep it clear, concise, and engaging.

• Example: June Latest and Greatest!

Preview text (optional)

• A short line of text that often appears next to or below the subject in many inboxes.

• Great for adding context, teasing content, or encouraging opens.

• Example: Don't miss out on the latest Product updates

From name

• The name displayed as the sender.

• Often a person, department, or the organization name.

• Example: John Doe or Internal Communications

From email

• The email address your message is sent from.

• This appears in the “from” field in recipients’ inboxes.

• Example: johndoe@company.com

Reply-to email

• Customize where replies should go.

• Use a shared mailbox if multiple people manage responses.

• Example: internalcomms@company.com

Use AI to improve subject & preview text

You can leverage AI to:

• Generate subject line ideas

• Adjust tone (more formal, friendly, urgent, etc.)

• Shorten or refine preview text

Enter a draft subject or preview text, then use AI suggestions to iterate until you’re satisfied.

Add to a Campaign (Optional)

You can assign your email to one or more campaigns:

• Group related emails together for easier tracking and reporting.

• Organize communications around a theme, initiative, or time period.

Adding a campaign is optional, and it can be done now or after the email has been sent.

You can also create a new campaign directly from this workflow if the one you need doesn’t already exist—no need to leave the email builder.

If you’re not sure which campaign to use, you can skip this step and assign it later from the email details page, after send.

Select Recipients: Lists and Individuals

Next, choose who should receive the email.

Add distribution lists

1. In the Recipients section, start typing the name of a list.

2. Choose from available lists, which may be:

   • Synced from your HRIS or identity provider

   • Created using Workshop automatic lists

   • Manually created or uploaded (CSV) lists

3. Select one or multiple lists to include.

Example:
Add the list All employees.

Note for Limited Access users:

Limited Access users can see and select any list in the picker. However, if they include a list they do not have permission to send to, they’ll be prevented from sending and prompted to update their audience before they can proceed.

Limited Access is a user permission role available to customers that have user permissions enabled on their account.  

Add individual recipients

• Search for and add specific people by name or email.

• Great for small audiences, leadership groups, or test sends to real users.

Example:
Add a few individual recipients along with your All employees list.

Exclude recipients with “Don’t send to”

Use the Don’t send to section to exclude certain lists or people from the send.

This is especially useful when:

• You’re sending to a broad list but need to exclude a smaller segment (e.g., contractors, interns, certain regions).

Example workflow:

1. Create a Contractors list on your Lists page.

2. In Don’t send to, search for and select Contractors list.

3. When you send:

   • The email goes to everyone in All employees.

   • Anyone also in Contractors list is automatically excluded.

Workshop handles overlap between lists for you—no manual cleanup needed.

Cross-post to Slack, Teams, or SharePoint

Cross-posting lets you take a web-based version of your email content and share it to other channels your teams use every day.

You can:

• Automatically share to Slack, Microsoft Teams, or SharePoint.

• Reach employees who rely more on chat or intranet than email.

From the Additional notification channels section:

1. Toggle on the channels you want to send to.

2. Choose the appropriate channel or page within the selected app.

3. Write up your copy that should send alongside the link to your email.

For more detail on how sending to Slack, Teams, and SharePoint works (including setup and examples), see the dedicated help doc on How to send to an integrated application.

Attach an .ics calendar file (Optional)

You can attach an .ics file so your email doubles as a calendar invite.

Upload your .ics file

1. In the Calendar Invite area, upload your .ics file.

2. Workshop will automatically read and populate key event details, such as:

   • Event title

   • Date

   • Time

   • Event owner

3. Review and confirm the event details look correct.

Want more details about sending a calendar invite?
For a deeper dive into how .ics files work in Workshop (including client behavior, updates, and limitations), see the help doc on Adding an .ics File to Your Workshop Emails.

Send Now or Schedule for Later

Once your settings look good, choose when your email should send.

Schedule for later

1. Select Schedule for later.

2. Choose a date and time.

3. If your account has time zone sending enabled on your account, you can also choose to send in employee’s time zone. When selected:

   1. Workshop will adapt the send time based on each recipient’s time zone. Each employee will receive the email at the equivalent local time (for example, 9:00 AM in their own time zone).

Note:
Sending in the employee’s time zone is available on Workshop’s premium plan and must be enabled by an Admin user in your account settings. Want more information about time zone sending?
Check out our help doc on What is time zone sending?

Send now

• Choose Send now to deliver the email immediately.

Review and confirm your send

Before finalizing, you’ll see a review screen summarizing your send:

• Internal email name

• Subject & preview text

• From name & from email

• Reply-to address

• Campaigns (if any)

• Recipient lists and individuals

• “Don’t send to” exclusions

• Cross-post destinations

• Any attached .ics file

• Scheduled send time (or Send now)

Use this as your final check:

1. Confirm inbox appearance (subject, preview, sender).

2. Double-check the audience and exclusions.

3. Verify timing and any cross-post channels.

When everything looks correct, click Send or Confirm schedule to finalize your send.