Emailing a whereabouts sheet now or at 7am
Preview the sheet, email it to the client as your workspace, or prepare it tonight and post it in the morning.
Once a whereabouts sheet looks right, you don't have to download it and attach it to an email yourself. Maliru emails it to the client as your workspace, now or at a time you choose.
For building the sheet itself — the period, rows, who it's prepared for and what goes on it — see Sending a client a whereabouts sheet.
Preview first
In the whereabouts dialog (Schedule › Export › Whereabouts…), Preview draws the sheet as it will be sent. It always shows the PDF, even when Format is set to Excel, because an email always carries the PDF.
Send now
Send… opens Send the whereabouts: "It goes as your workspace, to {client}, with the sheet attached. A reply reaches you."
- To — filled in from the client's contact email, when the sheet is prepared for a client that has one.
- Copy to — "Separate up to five addresses with commas."
- Message template — Weekly whereabouts or Tomorrow on site. "{{business}}, {{client}}, {{contact}}, {{period}} and {{scope}} are filled in when it sends." There isn't a screen for writing your own templates yet; change the subject and message for each send instead.
- Subject and Message — change them for this send if you want.
Choose Send. The email goes in your workspace's name with your logo, the PDF attached, and a reply goes to you — not to a mailbox nobody reads. When it has gone, the dialog says "Sent to {address}."
If your Maliru deployment can't send email, sending is refused with "Email sending is not set up on this deployment yet. Download the sheet and send it yourself." Use Export instead.
Schedule it for later
Schedule… asks for The day it goes out (from today up to 60 days ahead) and The time it goes out (07:00 unless you change it), then opens Schedule the whereabouts with the same fields as sending now.
It carries a warning worth reading: "The sheet is prepared now and posted later." — "What arrives is the sheet as it stands tonight — a shift changed overnight will not be on it. Every page says when it was true." Choose Prepare and schedule, and the dialog confirms "Prepared. It goes to {address} at 07:00 on {date}."
A scheduled sheet goes out within about ten minutes of the time you chose. A time that has already passed is refused.
Waiting to go, and calling one off
Export › Manage templates… lists scheduled sheets under WAITING TO GO: the period, who it goes to, and "Goes {date} at {time}. The sheet was prepared when it was scheduled." Call off cancels one while it is still waiting. Once it has gone, it can't be called back: "That send has already gone out, or was called off already."
If the schedule changes after you've prepared a sheet, call it off and schedule a fresh one.
One click from a template
A saved template prepared for a client that has a contact email remembers that address. The Export menu then shows Send to {address} — "Emails the sheet as your workspace" — under the template. Choosing it builds the sheet for the template's period — next week means next week as of today — and emails it straight away with the standard covering message — there is no second dialog. Only choose it when you mean to send.
Who can send
Anyone with Manage schedule can preview, send, schedule and call off whereabouts sheets.