Emails
The Emails page lists the messages go flow has created for your clients: automated emails such as confirmations, reminders and cancellations, SMS reminders, emails your team wrote with Compose email, and the notices about a client's booking that go to a resource person or a group organiser. Use it to check what a client was sent and whether it went out.
Open it from Emails in the main menu. You need Clients at View or higher in your user rights, and your organisation's Emails module must be on (Organisation settings, tab Modules). The module only shows or hides this page: switching it off does not stop go flow from sending emails.
Not listed here: the one-time login codes clients receive on the booking site, and go flow's own emails to dashboard users, such as invitations and password resets.
Searching and filtering
- Month: without a search, the list shows one calendar month, newest first. Pick the month with the month picker next to the search box, from January five years back up to the current month; the same month is used on the other pages that show one month at a time. A message is listed under the month in which it was last processed (created, sent or retried), which is not always the month in its Date column: a reminder queued on 30 June for 1 July is listed under June until it has been sent.
- Search: type into Search emails. A search looks through all months — the month picker is ignored — and finds messages whose subject, client first name, client last name or client email address contains every word you type. It does not search the message text.
- Click the Date, Subject, Client or Status column header to sort by that column; Type, Email and Sent by cannot be sorted.
The list
| Column | Shows |
|---|---|
| Date | When the message is or was due to be sent |
| Type | The kind of message, for example Confirmation, Reminder — 1 day before or Ad-hoc email |
| Subject | The subject line |
| Client | The client the message belongs to |
| The email address on that client's record today | |
| Sent by | The team member whose action created the message, or your organisation's name for messages go flow created on its own |
| Status | Sent, Scheduled or Pending, see below |
The Email column does not always show where a message went. It reads the client's record as it is now, so after an address correction it shows the new address, and for a notice sent to a resource person it shows the address of the client who booked, not the resource person's. A notice to a group organiser is listed under the organiser, with the organiser's address.
Reading a message
Click the chevron at the end of a row, or double-click the row, to expand it. The expanded row shows the message body as go flow stored it, with its images. It does not show the header, signature and footer: go flow adds those when it sends the email (see Email header), so the client's copy has them and this view does not. Attachments such as a receipt are not shown either. Below the body, a line shows who created the message and who last changed it.
Status
| Status | Meaning |
|---|---|
| Sent | go flow handed the message to its email or SMS provider, and the provider accepted it. This does not show that the message reached the inbox — it may have landed in a spam folder — or that it was read. |
| Scheduled | The message has not been sent and its send time is still ahead, for example a reminder or a no-show email (sent at the end of the day). A message waiting for another attempt after a failed send also shows Scheduled. |
| Pending | The message has not been sent and is not planned for later. Either it is being sent right now, which normally takes seconds, or it is not going out: sending failed too often, it expired before it could be sent, it was a reminder that go flow dropped because its booking was no longer active or had already started, or it was held for checking after an interrupted send. The page does not tell these apart. |
A message still Pending a few minutes after its Date has most likely not gone out and will not go out on its own. Unless it is a reminder for a booking that is no longer active or has already started, give the client the information yourself and report the message (client, date and type) to go flow support.
Resending
go flow has no resend button: a message cannot be sent a second time from the dashboard. To give a client the information again, write to them with Compose email. Compose email cannot attach files; clients download their receipts and voucher cards in their profile on the booking site, and you can download them on Orders and Vouchers.
When a client says nothing arrived
- Search for the client's name or email address in Search emails. The search covers all months.
- Find the message in question and read its row:
- No row: go flow never created the message. Check that the client's record has an email address (Client details), that this type of email is switched on for the resource under Email notifications (Resource details), and that the event really took place, for example that the booking was confirmed.
- Scheduled: the message is not due yet; the Date column says when it will go out.
- Pending: see Status above.
- Sent: the provider accepted it. Check the client's address for typos. Ask the client to search their inbox and spam folder for your organisation's name: emails arrive with your organisation as the sender name, and replies go to the Booking email of your booking page (Edit a booking template).
- If the address was wrong, correct it on the client's record, then send the information again with Compose email. Messages already sent are not repeated to the corrected address.
After a disruption, the same page shows which participants were sent a cancellation or a message; see Handle a disruption.
Composing an email
Click Compose email (the envelope icon with a plus) next to the month picker to write to one or more clients; see Compose an email. This needs Clients at Manage. go flow creates one email per client, up to 500 clients at a time; a client without an email address is skipped and gets no row here. These emails go out with the header, signature and footer chosen in the Ad-hoc email template on the Messages tab of Templates, or with your organisation's defaults.
Working offline
The Emails page reads its data from the server. Without a connection it shows "You need to be online to view this page."; the list returns once you are back online.