Scheduled Messages - Discord Webhook Manager

Overview

Scheduled Messages enable you to automate Discord message delivery with precise timing control. Schedule one-time messages for specific dates or create recurring messages that send daily, weekly, or monthly. The system handles timezone conversions, file attachments, and automatic cleanup.

Creating Scheduled Messages

Navigate to Scheduled Messages

Click “Scheduled” in the sidebar menu.

Click New Scheduled Message

Click the “Schedule Message” button to open the scheduler.

Select Webhook

Choose which webhook will send the message:

webhook_id

integer

required

Select from your saved webhooks or shared webhooks where you have send permissions.

You can only schedule messages for webhooks you own or have editor/admin access to.

Choose Schedule Type

Select between one-time or recurring delivery:

One-Time
Recurring

Send the message once at a specific date and time.

scheduled_at

datetime

required

Select the exact date and time for delivery.Uses your selected timezone for scheduling.

Use cases:

Event announcements
Deadline reminders
Scheduled releases
One-off notifications

Configure Recurrence (Recurring Only)

For recurring messages, set the pattern:

Daily
Weekly
Monthly

{
  "frequency": "daily",
  "time": "09:00"
}

Sends every day at 9:00 AM in your selected timezone.

{
  "frequency": "weekly",
  "time": "14:00",
  "days": [1, 3, 5]
}

Sends on Monday, Wednesday, and Friday at 2:00 PM.Day numbers: 0 = Sunday, 1 = Monday, …, 6 = Saturday

{
  "frequency": "monthly",
  "time": "12:00",
  "day": 1
}

Sends on the 1st of each month at noon.Day range: 1-31 (handles short months automatically)

Set Timezone

timezone

string

required

Select your timezone for accurate scheduling.Default: Europe/Madrid

The system converts your local time to UTC for storage and converts back for display.

All schedule calculations respect your timezone, including daylight saving time changes.

Compose Message

Design your message using the full editor:

Message content (max 2000 characters)
Embeds (up to 10)
Files (up to 10, 10MB each)
Dynamic variables

Or load from a template:

template_id

integer

Optional template to load content from.Template content is copied, so future template changes won’t affect this scheduled message.

Attach Files (Optional)

Upload files to include with the message:Supported formats:

Images: jpg, jpeg, png, gif, webp
Videos: mp4, mov, avi

Important file handling:

Files are stored in storage/app/scheduled_messages/{id}/
Files are automatically deleted after successful sending
This saves storage space and maintains privacy

Files are permanently deleted after sending. Upload files again if you need to resend.

Review & Schedule

Review all details:

Next send time (in your timezone)
Recurrence pattern (if applicable)
Message preview
Attached files

Click “Schedule” to activate the scheduled message.

Scheduled Message States

Messages progress through different states:

Pending
Processing
Completed
Failed
Paused

Status: pendingThe message is scheduled and waiting for its send time.Characteristics:

Appears in active schedules list
Shows next send time
Can be edited, paused, or deleted
Will be processed when next_send_at arrives

Status: processingThe message is currently being sent to Discord.Characteristics:

Brief transitional state
Cannot be modified during processing
Usually completes in seconds
Moves to completed or failed after sending

Status: completedThe message has been successfully sent.For one-time messages:

Single send completed
No further sends scheduled
Can be viewed in history

For recurring messages:

All sends completed (reached max_sends)
OR manually marked as completed

Status: failedThe send attempt failed.Common reasons:

Invalid webhook URL
Webhook deleted in Discord
Permission issues
Discord API errors
Network connectivity issues

Error message stored for debugging.

Failed recurring messages do not retry automatically. Review the error, fix the issue, and resume or recreate the schedule.

Status: pausedRecurring message temporarily paused.Characteristics:

Only available for recurring messages
No sends occur while paused
Can be resumed at any time
Next send time recalculated on resume

Use cases:

Temporary suspension during holidays
Maintenance windows
Testing periods

Managing Scheduled Messages

Viewing Schedules

The scheduled messages dashboard shows: List View:

Message preview (first 100 characters)
Associated webhook
Schedule type (one-time/recurring)
Next send time
Status badge
Send count (for recurring)
Quick actions

Filters:

By Status: pending, processing, completed, failed, paused, all
By Type: one-time, recurring, all
By Webhook: filter by specific webhook
Date Range: filter by scheduled date

Editing Schedules

You can only edit messages that haven’t been sent yet (send_count = 0).

Select Message

Click on the scheduled message in your dashboard.

Click Edit

Open the edit form (only available if not yet sent).

Modify Settings

Update any of:

Message content
Embeds
Schedule time/pattern
Timezone
Attached files

Save Changes

The next send time is recalculated based on your changes.

Pausing & Resuming

For recurring messages: To Pause:

Click the pause icon/button
Message status changes to “paused”
No sends occur while paused
Current progress preserved

To Resume:

Click the resume icon/button
Status returns to “pending”
Next send time is recalculated from current time
Sends resume on schedule

Pausing does not reset the send count. If a message has sent 5 times before pausing, it continues from 5 when resumed.

Deleting Schedules

Deleting a scheduled message:

Removes the schedule permanently
Deletes all associated files
Cannot be undone
Does not affect messages already sent

Only the message creator or webhook owner can delete scheduled messages.

How It Works

Processing Pipeline

The system uses Laravel’s scheduler and queue system:

Cron Trigger

Server cron runs every minute:

* * * * * php /path/to/artisan schedule:run

Scheduler Check

Laravel Scheduler executes the command:

php artisan scheduled-messages:process

This runs every minute to check for due messages.

Query Due Messages

Command finds messages where:

WHERE status = 'pending'
  AND next_send_at <= NOW()

Queue Jobs

For each due message, dispatch job:

SendScheduledMessage::dispatch($scheduledMessage)

Jobs are queued for async processing.

Worker Processing

Queue worker processes the job:

Marks message as “processing”
Loads message content and files
Sends to Discord API via webhook
Handles response

Post-Send Actions

Based on result:Success:

Increment send_count
For one-time: Mark as “completed”
For recurring: Calculate next send time
Delete attached files
Log in webhook history

Failure:

Mark as “failed”
Store error message
Delete files
Notify user (if configured)

Timezone Handling

The system handles timezones carefully:

User Input: You select times in your timezone
Storage: Times converted to UTC in database
Calculation: Next send times calculated in your timezone
Display: Times shown in your timezone
Processing: UTC times used for comparisons

Example:

User timezone: America/New_York (UTC-5)
User selects: 09:00 AM daily

Stored in DB: 14:00 UTC
Next calculation: Uses America/New_York to determine 09:00 AM
Display to user: 09:00 AM EST/EDT

File Handling

Files are managed automatically: Upload:

storage/app/scheduled_messages/{message_id}/{filename}

Storage:

Original filename preserved
MIME type detected
File size recorded
Path stored in database

Sending:

Files sent as multipart/form-data
Discord receives files as attachments
Supports up to 10 files per message

Cleanup:

// After successful send
foreach ($scheduledMessage->files as $file) {
    Storage::delete($file->stored_path);
    $file->delete();
}

Files are deleted immediately after sending to save storage space. This is by design.

Recurrence Patterns

Daily Recurrence

Configuration:

{
  "frequency": "daily",
  "time": "09:00"
}

Next Send Calculation:

Get current time in user’s timezone
Set time to 09:00
If that time has passed today, add 1 day
Convert to UTC for storage

Example Timeline:

Today: March 6, 2026 at 09:00
Next: March 7, 2026 at 09:00
Then: March 8, 2026 at 09:00
Continues daily indefinitely (or until max_sends)

Weekly Recurrence

Configuration:

{
  "frequency": "weekly",
  "time": "14:00",
  "days": [1, 3, 5]
}

Next Send Calculation:

Get current time in user’s timezone
Check next 7 days for matching day of week
Find first match after current time
Set time to 14:00
Convert to UTC

Example Timeline (starting Wednesday):

Wednesday at 14:00 (day 3)
Friday at 14:00 (day 5)
Monday at 14:00 (day 1)
Wednesday at 14:00 (day 3)
Continues weekly cycle

Monthly Recurrence

Configuration:

{
  "frequency": "monthly",
  "time": "12:00",
  "day": 1
}

Next Send Calculation:

Get current time in user’s timezone
Set day of month to 1
Set time to 12:00
If that time has passed this month, move to next month
Handle short months (day 31 in February → March 3)
Convert to UTC

Example Timeline:

April 1, 2026 at 12:00
May 1, 2026 at 12:00
June 1, 2026 at 12:00
Continues on the 1st of each month

Send Count & Limits

Send Count Tracking

For all scheduled messages:

$scheduledMessage->send_count; // Number of times sent

Incremented after each successful send.

Maximum Sends

For recurring messages, optionally limit total sends:

{
  "max_sends": 10
}

Behavior:

Message sends up to 10 times
On 10th send, marked as “completed”
No further sends occur
Useful for limited campaigns

Unlimited Sends:

Leave max_sends empty or null
Message continues indefinitely
Must be manually paused or deleted
Common for ongoing automation

Error Handling

When a send fails:

Error Recording

$scheduledMessage->update([
    'status' => 'failed',
    'error_message' => $errorDetails
]);

Common Errors

Invalid Webhook
Permission Denied
Rate Limited
File Too Large
Content Validation

Error: “Invalid webhook URL or webhook no longer exists”Cause: Webhook deleted in Discord or URL malformedSolution:

Update webhook URL
Verify webhook exists in Discord
Check webhook permissions

Retry Strategy

Failed scheduled messages do NOT retry automatically.

Manual intervention required:

Review error message
Fix the underlying issue
Either:
- Edit and resume the schedule
- Delete and recreate
- Manually resend via webhook

Admin Features

Administrators have additional capabilities:

Global Message View

Admins can see all scheduled messages from all users: Advanced Filters:

By user (all users visible)
By webhook (across all users)
By status
By date range
By type

Statistics Dashboard:

Total active schedules
Total paused schedules
Total completed today
Failed messages requiring attention
Per-user breakdown

Admin Actions

Admins can manage any scheduled message:

Pause/resume any user’s messages
Delete problematic schedules
View full message content
See error details
Access file attachments

Admin access is tracked in audit logs for security.

Best Practices

Scheduling

Test First: Send manually before scheduling
Use Templates: Create templates for recurring messages
Set Realistic Times: Consider your audience’s timezone
Limit Frequency: Don’t spam channels with too-frequent messages
Monitor First Sends: Watch the first few sends to catch issues

Message Design

Keep it Concise: Scheduled messages should be clear and brief
Use Variables: Make messages dynamic with date/time variables
Include Context: Mention that it’s an automated message if relevant
Test Embeds: Verify embeds render correctly in Discord
Optimize Files: Compress images/videos to reduce send time

Maintenance

Regular Review: Check scheduled messages weekly
Clean Up Completed: Archive or delete old completed schedules
Monitor Failures: Address failed messages promptly
Update Content: Keep recurring messages fresh and relevant
Audit Permissions: Ensure you still have access to webhooks

File Attachments

Mind the Size: Keep files under 8MB for reliable delivery
Test Formats: Verify file types work in Discord
Consider Hosting: For large media, host externally and link
File Naming: Use clear, descriptive filenames
Regular Content: Don’t use attachments for daily recurring (use links instead)

Troubleshooting

Message Not Sending

Check message status (should be “pending”)
Verify next_send_at time hasn’t passed
Ensure webhook still exists and is valid
Check server cron is running every minute
Verify queue worker is processing jobs
Review application logs for errors

Wrong Send Time

Verify timezone setting matches your location
Check for daylight saving time changes
Ensure server time is correct (UTC)
Review next_send_at in database (stored as UTC)
Recalculate by editing and saving

Files Not Attaching

Check files exist in storage before send time
Verify file sizes under 10MB
Ensure supported format (jpg, png, gif, webp, mp4, mov, avi)
Check storage permissions
Review disk space availability

Recurring Not Continuing

Check status (should be “pending” not “completed”)
Verify max_sends not reached
Ensure pattern is valid
Check for errors in last send
Review next_send_at calculation

Webhooks - Manage webhooks for scheduled messages
Templates - Create reusable content for scheduling
Message Editor - Design message content

Get Started

Core Features

Collaboration

Advanced

Deployment

​Overview

​Creating Scheduled Messages

​Scheduled Message States

​Managing Scheduled Messages

​Viewing Schedules

​Editing Schedules

​Pausing & Resuming

​Deleting Schedules

​How It Works

​Processing Pipeline

​Timezone Handling

​File Handling

​Recurrence Patterns

​Daily Recurrence

​Weekly Recurrence

​Monthly Recurrence

​Send Count & Limits

​Send Count Tracking

​Maximum Sends

​Error Handling

​Error Recording

​Common Errors

​Retry Strategy

​Admin Features

​Global Message View

​Admin Actions

​Best Practices

​Scheduling

​Message Design

​Maintenance

​File Attachments

​Troubleshooting

​Message Not Sending

​Wrong Send Time

​Files Not Attaching

​Recurring Not Continuing

​Related Features

Build docs developers (and LLMs) love

Overview

Creating Scheduled Messages

Scheduled Message States

Managing Scheduled Messages

Viewing Schedules

Editing Schedules

Pausing & Resuming

Deleting Schedules

How It Works

Processing Pipeline

Timezone Handling

File Handling

Recurrence Patterns

Daily Recurrence

Weekly Recurrence

Monthly Recurrence

Send Count & Limits

Send Count Tracking

Maximum Sends

Error Handling

Error Recording

Common Errors

Retry Strategy

Admin Features

Global Message View

Admin Actions

Best Practices

Scheduling

Message Design

Maintenance

File Attachments

Troubleshooting

Message Not Sending

Wrong Send Time

Files Not Attaching

Recurring Not Continuing

Related Features