The Scheduler function finds entities based on saved search criteria and can execute a variety of activities including generating Xports, management reports, Merge Reports and sending emails.

A Schedule can run multiple activities. For example, a monthly Schedule can identify clients who have birthdays each day and send them a customised birthday email template/SMS.

Each time a Schedule is executed, CWT stores the inputs and outcomes of each stage of the Schedule. You can go back and re-run a Schedule stage, and CWT will produce the same outputs as would be generated at the original time of execution.

One benefit of this is the ability to report on historical client data that may have been lost, due to an event such as a receiving email server failing. By re-running the Schedule you can obtain the exact client information that was produced when the Schedule originally ran.

Creating the Schedule

First you will need to access the Scheduler page from the left hand side CWT menu. Please see steps below which depict two different ways of accessing the Scheduler. One way allows you to use the quick nav function while the other allows you to navigate through the menu.




Once you are in the Manage Schedules section, Click on Add

Details Tab

Enter in the Schedule Name.

Recurrence Tab

The Recurrence can be set to run to your choosing, example below:


Daily – Tick the boxes of the Days you want the schedule to run. (If you wish for the birthday emails to be sent every day for clients on their actual birthday.)


Start Date – Can be whenever you would like to start

End Date – this can be blank


Make sure “Specific” is set in the drop down box.

Time To Run – its best to choose a time early in the morning

Steps Tab

Please select the Add button within the steps tab and proceed to add the below steps to set up the birthday scheduler.

Step 1

Choose the step type as Client Selection. I have added an advanced search in the system called CWT Schedule – Birthday. Please feel free to use this as the saved search, keeping in mind this advanced search will pull a list of clients who have a birthday on a daily basis.


Step 2

You will need to select the Add option again and select the second step as Email Template.

Give the second step a name and select your chosen Email Template you have created.

Step 3

The third step you will need to add is the Notification step. The below window will appear to set who and how the notifications are received:

We recommend ticking the Notify Message and Notify Email boxes.


To add in Recipients, type in the name then click on , select the user from the drop down menu then click on  to add the Recipient. After adding the first user, click on  to clear the field and repeat steps to add multiple users, then click Ok.

You will receive the following pop-up, just click Ok to proceed:

The steps should now appear as per below, then click Close to save the Schedule.

The final step is to “Enable” the Schedule so it runs as per the frequency that we set. This is done by clicking on  and selecting Enable: