Mail Queue

Read time 7 min Level Intermediate Prerequisites You have queued at least one outreach from Email Pitching or an EDM campaign

In a nutshell: The Mail Dashboard is the control surface for your email send jobs. The unit is the outreach batch -- one row, one job, one status (Scheduled, Sending, Complete, Cancelled, Failed). On any batch that has yet to send you can review it, reschedule it, cancel it, or open its recipient history. "Complete" means handed off to delivery; open rates and download counts surface on the reporting pages once recipients act.

What you will learn

What the Mail Dashboard is and where to find it.
How the queue is organised -- per outreach batch, not per individual message.
The batch statuses you will see and what each one means.
The actions available on a queued batch: Review, Reschedule, Cancel, View history.
How "sent" relates to "opened" and where each metric lives.

The mental model

When you press Review & Send Email on Email Pitching, or send an EDM campaign, Buzzscribed creates an outreach batch -- a job covering all selected recipients -- and places it in a queue. The Mail Dashboard (TRACK menu) is where you watch and manage those batches.

The unit matters: the queue is organised by batch, not by individual message. One row on the dashboard equals one send job (a Story's pitch to N journalists, or an EDM to N client contacts) with one status, a recipient count and a scheduled send time. The shape of the queue tracks the shape of your campaigns. Acme PR Corp watches every Globex Wellbeing Index send batch through to delivery here.

Once a batch goes out, the actual delivery of each message -- whether an inbox accepted it, bounced it, deferred it -- happens in the email delivery infrastructure downstream. Queued means Buzzscribed has the job. Sending and Complete mean the platform has handed messages off for delivery. Read (open) counts and download/placement counts come back on the reporting pages, anchored to the recipients who actually engaged.

What the dashboard shows

The main list carries one row per outreach batch. Each row shows:

Status -- a colour-coded badge (covered below).
Story -- the Story (or EDM campaign) the batch belongs to.
Description -- the pitch description, plus who created it and when.
Emails -- how many emails the batch covers.
Filters -- the selection criteria used to assemble the recipient list.
Send (Local) -- the scheduled or actual send time in your profile time zone.
An open-rate badge on completed batches once recipients start engaging.

[Screenshot placeholder -- the Mail Dashboard list: one row per outreach batch, with a status badge, the Story, the description, the emails count, the filters, the local send time, and the row action icons.]

The Mail Dashboard. Each row is one outreach batch; the icons are Review, Reschedule, Cancel and View history.

Above the list sits a stats bar (Emails Queued, 30-Day Rolling, Sent This Month, Sent This Week, Success Rate), a Show Sent toggle to include completed and cancelled batches, a Show Failed toggle, a free-text search, a campaign filter and an auto-refresh selector (Off / 30s / 60s).

Two history grids are reachable from the row actions: Mail History (per-recipient outreach -- outlet, name, email, sent date, status, read date) and EDM History (the equivalent for EDM sends). Use them to drill from a batch into the individual recipients.

The batch statuses

Scheduled / Queued: The batch is waiting -- either for its scheduled send time or to be picked up. This is the state in which you can still reschedule or cancel.
In Progress / Sending: The batch is being handed off to delivery right now. A small progress indicator appears on the row while this is happening.
Complete: Every message in the batch has been handed off. Open rates and download counts will surface on the reporting pages as recipients act.
Cancelled: You cancelled the batch before it sent. It does not go out.
Failed / Error: The batch job hit an error. Use the Show Failed toggle to filter to just these so you can investigate quickly.

What you can do to a batch

On a batch that has yet to send (Scheduled or Queued), the row offers four actions:

Review and edit (pencil icon) -- open the batch to review its contents.
Reschedule (clock icon) -- change the send time. Your "send it Monday instead" lever.
Cancel outreach (trash icon) -- stop the batch entirely. Confirmation required.
View history (list icon) -- open Mail History (or EDM History for an EDM batch) to see per-recipient detail.

On a Complete or Cancelled batch, View history is the action that stays available -- the full per-recipient record of where the batch landed.

Try this: Queue a small test pitch from Email Pitching with a Send Time an hour out. Open the Mail Dashboard -- the batch appears as Scheduled with the recipient count and your local send time. Click the clock icon and push the send time another hour. Then click the trash icon and confirm -- the batch flips to Cancelled and never sends. You have now exercised both batch-level actions without anything hitting a real inbox.

How "sent" relates to "opened" and "engaged"

Three distinct signals, each surfacing in the right place:

Sent -- Mail Dashboard. Once the batch is Complete, every message has been handed off for delivery.
Opened -- Mail History on the batch, plus the reporting pages. Opens come back through the tracking pixel as recipients read.
Engaged -- Story Performance and NewsWire Analytics. Downloads from the NewsWire link surface here as placements -- the data points that prove pickup.

Treat the Mail Dashboard as the operational view (did the send job complete cleanly?) and the reporting pages as the outcome view (did recipients act?). Both views are live; they answer different questions.

Frequently asked

What is the page called and where do I find it?: Mail Dashboard, under the TRACK menu.
Is the queue per email or per send job?: Per send job -- per outreach batch. One row equals one batch covering many recipients.
A batch failed -- what now?: Use the Show Failed toggle to bring failed batches into view, then investigate the batch and re-send from Email Pitching or the EDM page if a whole batch needs to go out again. Failed batches keep their View history action so you can see what was attempted.
Where do I see who opened my pitch?: Open the batch's Mail History from the View history action -- per-recipient sent date, status and read date. Engagement (NewsWire downloads, placements) shows on Story Performance and NewsWire Analytics.
I scheduled a send for next week -- how do I change it?: Find the Scheduled batch on the Mail Dashboard and use the Reschedule (clock) action.
What is the Success Rate stat at the top?: The Complete-to-total ratio across recent batches -- a quick read on whether your send jobs are clearing cleanly.

Key takeaways

The Mail Dashboard (TRACK menu) holds your email send jobs.
The unit is the outreach batch, not the individual message. One row = one batch.
Batch statuses: Scheduled / Queued, In Progress / Sending, Complete, Cancelled, Failed.
Row actions on a yet-to-send batch: Review, Reschedule, Cancel, View history. On Complete or Cancelled batches: View history.
Sent is the operational view; opens and engagement are the outcome views -- on Mail History, Story Performance and NewsWire Analytics.