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Oct 8, 2026

Document Schedules: Choosing a Send Time

What's new?


Date-based document schedules (for example, “1 day before payment due date” or “3 days after return date”) previously sent at a fixed time of 12:00 UTC. Depending on where you are, that could mean your customers received emails in the middle of the night.


You can now choose the hour each date-based schedule sends, entered in your account’s configured timezone. Tour Amigo converts it behind the scenes and sends the document during that hour.


  • Send At This Hour – a new field on date-based schedules, letting you pick any hour of the day.

  • Send Time column – the schedule list now shows each schedule’s send time and timezone at a glance.

  • Bulk Set Send Time – update the send time on several schedules in one go.

  • Nothing changes automatically – your existing date-based schedules keep sending at 12:00 UTC until you choose a new time.


Good to know


  • Send times only apply to date-based schedules. Event-based schedules (“When something happens”, such as Booking Confirmation or a booking status change) still send straight away when the event occurs.

  • The send time uses the timezone configured on your account. If you’re not sure what that is, check the Send Time column on any schedule you have already updated, or contact Tour Amigo Support.

  • You choose an hour only (for example 09:00). Minutes can’t be selected.


How to set the send time on a schedule


  1. Go to Document > Schedule Documents.

  2. Create a new schedule, or open an existing date-based schedule to edit it.

  3. Make sure the schedule is set to send based on a date (for example, a number of days before departure or after the payment due date). The Send At This Hour field only appears for date-based schedules.

  4. In Send At This Hour, choose the hour you want the document to send. The default is 12:00.

  5. Save the schedule. The Send Time column in the schedule list updates to show the new time and your timezone, for example “08:00 GMT”.



New Send Time column displayed after the "When to Send" column. It displays the time you chose to send it and timezone of your partner account, e.g. 08:00 GMT
New Send Time column displayed after the "When to Send" column. It displays the time you chose to send it and timezone of your partner account, e.g. 08:00 GMT

Updating the Send Time in bulk for several schedules at once


Use the Bulk Set Send Time button when you want a consistent send time across many schedules, for example after you first start using this feature.


  1. Go to Document > Schedule Documents.

  2. Click Bulk Set Send Time.

  3. A list of all your date-based schedules appears, along with each one’s current send time, so you can see what you’re about to change.

  4. Tick each schedule you want to update. You must select at least one before you can save.

  5. Choose the new hour from the dropdown.

  6. Save. Every selected schedule is updated to the new time, in your account’s timezone.


How the sending works


Tour Amigo checks your date-based schedules every hour. When a booking meets a schedule’s date rule and the chosen hour arrives in your timezone, the document is sent.


Emails arrive during the chosen hour, not on the dot. Because schedules are checked hourly, allow a few minutes after the hour for emails to go out.


Existing schedules

All date-based schedules you set up before this change have been given a send time of 12:00 UTC, so they keep sending exactly as they always have. You’ll see this in the Send Time column as “12:00 UTC”, even if your account uses a different timezone.


To move an existing schedule to a time that suits your customers, edit it and choose a new hour, or use Bulk Set Send Time to update several at once.

Heads up: saving an existing schedule can change its send time

If a schedule’s timezone doesn’t match your account’s current timezone (for example, an existing schedule showing 12:00 UTC on an account set to Australia/Brisbane), a warning banner appears when you edit it.

When you save, the send time is updated to your account’s timezone. Check the Send At This Hour value before saving so the schedule sends at the time you expect.


Edge cases


Timezones with a half-hour offset

Some timezones are offset from UTC by a half or quarter hour (for example India, UTC+5:30). Because schedules are checked on the hour in UTC, documents in these timezones are sent at the next check after the chosen hour.


If your account's timezone changes

Send times are saved in the timezone your account had when the schedule was last saved. If your account timezone is later changed, you’ll see a warning banner the next time you edit a date-based schedule, and the time will be updated to the new timezone when you save. We recommend reviewing your send times, or using Bulk Set Send Time, after any timezone change.


Report schedules

Report schedules are not affected by this change and continue to work as before.


FAQ's


Do I need to do anything?

No. Existing schedules keep sending at 12:00 UTC. You only need to act if you want documents to send at a different time.


Can I set a send time on Booking Confirmation or status change emails?

No. Event-based schedules send as soon as the event happens, so a send time doesn’t apply.


Can I choose other times, like 09:30?

No, send times are set to the hour only.


Why does a schedule still show UTC when my account uses a different timezone?

It’s an existing schedule that was set to 12:00 UTC to keep it sending as before. Edit it, or use Bulk Set Send Time, to switch it to your timezone.


Can different schedules be sent at different times?

Yes. Each date-based schedule has its own send time, so you could send payment reminders at 09:00 and post-trip feedback requests at 18:00.


DOCUMENTATION

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