Sometimes, you might notice discrepancies in how your emails are marked as 'open' on your inspection details page. For instance, you may see that a client email appears unopened even though you know the client has viewed the report. Alternatively, an email might show as 'open,' leading you to assume the client has seen it when in reality, they haven't. These issues arise due to the unique IDs assigned to each email and how they are tracked.
What Can Cause Discrepancies in Email Statuses
Forwarded Emails and Unique IDs
Every email sent through Spectora is assigned a unique ID. If an agent forwards their email to the client, and the client opens this forwarded email instead of the original one sent to them, the email will have a different ID. Consequently, the system will not register it as the client opening their own email, which may result in the email status showing as unopened.
CC Emails and Shared IDs
Conversely, an email might show as 'open' even if the primary recipient hasn't actually viewed it. This situation can occur when your client or agent uses a CC email. If the CC email is opened, it shares the same ID as the original email. As a result, the system marks the primary email as 'open' even if only the CC email was accessed.
Detailed Email Tracking
To get a more accurate picture, you can click into the email on your inspection details page. This will provide a more in-depth view, showing you when the email was delivered, when it was opened, and by whom (if multiple parties were included). This detailed tracking helps you better understand email interactions and ensures you are aware of who has actually seen the report.
How to View Email Statuses on the Inspection Details Page
In this section, we'll show you how to view the status of your emails on the Inspection Details page.
 💡 Quick tip: Click on the video above to expand it in another window. |
Click on the inspection to open the Inspection Details page
In the "Emails" box, each email is time-stamped and will show if the email was delivered, opened, bounced, or dropped
Click on the email in the "Emails" box to see more delivery information
You'll be able to see each email 'event' including when the email was delivered, when it was opened, and who opened the email
How to View Automation Emails in the Email Queue
In this section, you'll see how to view the Sent Email Queue and the delivery status of the emails.
 💡 Quick tip: Click on the video above to expand it in another window. |
Click "Automation"
Click "Emails Sent"
The sent emails will show whether the email was delivered, opened, or bounced
Click "View Email" to the right to see more delivery info
You'll be able to see each email 'event' including when the email was delivered, when it was opened, and who opened the email
How to View Email Statuses for Actions
In this section, we'll show you how to view the status of your Actions emails through the Inspection Details page.
 💡 Quick tip: Click on the video above to expand it in another window. |
Click on the inspection to open the Inspection Details page
In the Emails box, click "View Email"
You'll be able to see each email 'event' including when the email was delivered, when it was opened, and who opened the email
Additionally, you can click on the email to open the Inspection Action page
Click "View Triggers"
You'll see when the email action was triggered, sent, and opened
Frequently Asked Questions
How do I get notified if an email wasn't delivered or if an email bounced?
You can set up internal notifications - these can be in-app messages or emails that notify you when an email or text fails to send. Click here to see how!
How do I make sure my clients and agents receive my emails?
Why was the email bounced? What does that mean?
A bounced email is an email that is returned to the sender because it cannot be delivered to the recipient's email address. Usually, this is due to the email being entered incorrectly or full inboxes. For more information, click here to learn about email statuses.
If you have any questions or feedback, write into our chat bubble or email support@spectora.com!
