Checking Sent E-mails and Tracing Actions

Two logs help you monitor what happens in your organization: the e-mail log, to check that your messages actually reach their destination, and the audit log, to retrace administration operations.

Viewing the e-mail log

1. Go to Administration›Dashboard›Email Log.
2. Every e-mail sent by the organization appears with its status: Delivered, Open, Clicked, Temporary Failure, Postponed, Permanent Failure, Blocked, Invalid e-mail address, Spam or Unsubscribe.
3. Three gauges at the top of the list summarize the period: the delivery rate, the open rate and the failure rate.

The Legend button opens the details of each status, explaining what the recipient's server actually replied.

Finding an e-mail that was not received

A user did not receive their login details or the organization's latest message? The log gives you the answer.

1. Open Filters and fill in By Recipient to isolate the e-mails sent to that user.
2. Click the relevant row: the details show the exact address used, the subject, the date, and the message returned by the recipient's mail server.
3. Use By Status to spot, at a glance, all failed sends over the period.

The three most frequent cases are handled differently:

• Permanent Failure or Invalid e-mail address: the address is misspelled or does not exist. Correct it on the user's record.
• Temporary Failure or Postponed: the recipient's mailbox was full or their server unavailable. The next send has a good chance of succeeding.
• Blocked: sends to this address are suspended, usually after a junk mail report or repeated errors.

Tracking the deliverability of a group message

After a group send, open Filters and choose the message in By Group Message: you can measure how many recipients received, opened or clicked that specific message, and identify the addresses that failed.

This is the reflex to have after a general meeting notice or a closure announcement: rather than assuming that "everyone has been informed", you know who to call back by phone.

This filter only appears if your profile allows you to send group messages.

Tracing administration actions

1. Go to Administration›Dashboard›Audit Log.
2. The log shows the latest operations carried out in your organization (bookings excluded), with their author, their IP address and the date.
3. Click Export (.txt) to download the full history.

This log is valuable when several people administer the organization: it lets you know who changed a setting, deleted an account or sent a message. If you have any doubt about an operation, it is the first item to consult — the export contains the entire history, well beyond the rows displayed on screen.

Bookings do not appear here: they have their own, much more detailed log.