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Email notifications

Email your team about each booking, call back and urgent call, through Microsoft 365, Google Workspace, SendGrid, Postmark, Mailgun or Resend.

Email notifications sends your team an email whenever your receptionist does something they should know about. It goes through your own email service, so it comes from your own address. Urgent calls can go to extra people as well.

This plugin only tells your team. To have your receptionist answer customers' emails, see Email.

What it sends

Each email has a subject such as "New booking: Bright Smiles" and a short line saying what happened. Urgent calls and unhappy customers start with "URGENT". Under What to send choose:

  • Bookings, call backs and urgent calls (the default): new bookings, cancellations, call back requests, urgent calls and unhappy customers.
  • Everything, including call summaries and new enquiries.
  • Urgent calls only.

Addresses in Urgent calls also to (optional) only hear about urgent calls and unhappy customers, whatever you choose above.

What you need

An email service that's allowed to send from your address, and one of:

  • Your mailbox (Microsoft 365, Google Workspace or any SMTP): the SMTP server, SMTP port, SMTP login (usually the send-from address) and SMTP password or app password. Microsoft 365: smtp.office365.com, port 587. Google Workspace: smtp.gmail.com, port 465, with an app password.
  • SendGrid, Postmark, Mailgun or Resend: an API key. SendGrid: Settings, then API Keys (Mail Send). Postmark: your server's API Tokens. Mailgun: Sending API key, plus your Mailgun sending domain and Mailgun region. Resend: API Keys.

Setting it up

  1. Open Plugins, choose Email notifications and click Switch on.
  2. Choose Send through. For Microsoft 365 or Google Workspace, you can pick it from the list at the top to fill in the server.
  3. Fill in Send from: an address your email service is allowed to send from (a verified sender or domain).
  4. Fill in Send to: up to 5 addresses, separated by commas.
  5. Add up to 5 more under Urgent calls also to (optional) if you like.
  6. Fill in the details for your email service, and choose What to send.
  7. Click Save and test. A test email goes to everyone under Send to.

Cost

Free. Your email service's own charges, if any, are between you and them.

Privacy

Each email includes what your receptionist took down: names, phone numbers, booking times and references, call back reasons, and for urgent calls the first 200 characters of what was said. It's sent through your email service to the addresses you list, and nowhere else.

Limits

  • Up to 5 addresses for everything, and up to 5 more for urgent calls.
  • Plain-text emails only.
  • If your email service refuses an email, the plugin shows Needs attention with the reason. That email isn't sent again.
  • The Daily summary and Smart routing plugins can send their emails through Email notifications, once it's set up.

Still stuck? Write to hello@callscovered.ai with your business name and what you were trying to do, and a person will reply.