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Email Activity
Every email sent on your behalf, exactly as the customer received it, with delivery status.
Open Settings > Email Activity. The page subtitle is “Every email we’ve sent on your behalf, exactly as your customers received it.” It is the one place to check what a customer was told and whether it reached them. Emails are listed newest first and grouped by day (Today, Yesterday, then the date).
Delivery summary
The top of the page sums up the last 30 days:
| Card | What it shows |
|---|---|
| Sent | Emails accepted by the recipient’s mail provider in the last 30 days |
| Customers | How many different customers those emails reached |
| Last Sent | The date of the most recent email, or “nothing sent yet” |
Above the cards a status line reads All emails sending normally when every email in the last 30 days was accepted, or N emails need your attention when some were not. Click Show failed emails in that line to filter the list to them. A new workspace sees “No emails in the last 30 days” until the first confirmation goes out.
Finding an email
Pick who it went to
The tabs are All emails, To customers, and To you & team. Customer emails are confirmations, reminders, receipts and the like. Your own alerts (new booking, new review, job assigned) are under To you & team.
Search
Type an email address or part of a subject line in “Search by email address or subject”.
Narrow by status or date
Choose Any status, Sent, Failed or Not sent, and set From and To dates. Dates are calendar days in your workspace timezone.
Open the email
Click a row. The list shows the kind of email, the subject, the recipient and the time; the preview shows the whole message.
If nothing matches you will see “No emails match these filters” with a Clear filters button. Long lists load 30 at a time; use Load more at the bottom. Refresh at the top right reloads the list after you have just sent something.
What you see when you open an email
The preview is the stored copy of the message, not a re-render, so it matches what landed in the inbox even if you have since changed your branding or templates.
The subject, From, To, Reply-to and Date, with a “To your customer” or “To you or your team” label
A one-line delivery explanation (see the statuses below)
The message itself, “Exactly as delivered”, with Desktop and Mobile width toggles
A View booking button when the email is about a booking or order
What each status means
| Status | Meaning | What to do |
|---|---|---|
| Sent | The recipient’s mail provider accepted the email. From there it goes to their inbox (or, rarely, their spam folder). | Nothing. If the customer says they have no email, ask them to check spam and confirm the address on their customer record. |
| Failed | The mail provider turned the email away after several attempts. The preview says why in plain words: the address does not exist, the mailbox is full, or the provider refused it under its filtering rules. | Fix the address on the customer record (Customers > the customer > Edit), then send again from the booking: Send Payment Link, Send Work Summary or Send review request. Automatic emails such as reminders go to the corrected address from then on. |
| Not sent | The email was due to go out but email sending was switched off at the time, so nothing was attempted. | Check Settings > Emails & Sending. Once sending is on, future emails go out normally; send the missed one again from the booking if it still matters. |
Where else email history appears
The same clickable list is built into the records themselves, so you rarely need to come here to answer “did they get it?”:
Customer page > Emails tab — everything sent to that customer. “All sent email” opens this page searched for their address.
Booking and order pages > Email history card — every email about that booking, including your own new-booking alert. Failed attempts are included so you can see what did not arrive.
Activity Log — rows such as Reminder sent, Summary sent, Review request sent and Invoice sent have a View email button. The “Sent emails” link at the top of the log opens this page.
Quotes and invoices — an “Email history” link opens this page searched for the customer.
Kinds of email
Each row is labelled with the kind of email. The customer-facing ones are:
| Label | When it goes out |
|---|---|
| Booking confirmation | A booking is confirmed (instant booking, or after you accept a request) |
| Booking request received | A customer books a service that needs your approval |
| Booking updated / declined / cancelled | The booking is rescheduled, declined or cancelled |
| Appointment reminder | Before the appointment, on the schedule in Emails & Sending |
| Upcoming visit reminder | Before the next visit of a recurring plan |
| Payment reminder | A booking was started but payment never completed |
| Balance due | After the job when a balance is still owed |
| Work completed | The summary you send after the job, with photos |
| Review request | After completion, on the schedule in Settings > Reviews, or when you click Send review request |
| Quote / Quote follow-up | You send a quote, or the automatic follow-up fires |
| Invoice / Monthly invoice | You send an invoice, or a recurring plan is billed |
| Payment receipt | A payment is taken |
| Enquiry follow-up | A lead left their details but did not book |
Emails to you and your team include New booking alert, New review alert, Contact form message, Job assigned, Team invitation, Payments connected, Weekly summary and the Storage warnings.
Who can see this
The owner and admins can open this page, the customer Emails tab, and any email. A technician cannot open this page or the customer Emails tab, but can open the Email history on a booking assigned to them, so they can check what the customer was told before they arrive. See Team for roles.
Changing what goes out
Email Activity is a record, not a setting. To change which emails are sent and when, use Emails & Sending. To change which alerts you receive, use notification preferences. To send from your own domain so emails come from you rather than BookingMachine, see Email Domain.
Can I resend an email from here?
No. Email Activity shows what was sent. Send again from the record: the booking page has Send Payment Link, Send Work Summary and Send review request; quotes and invoices have their own Send buttons.
Why is the preview empty for an old email?
Emails sent before message storage was added have their subject and status but no stored body. Everything sent since then keeps the full message.
Does “Sent” mean the customer read it?
No. Sent means their mail provider accepted the email. BookingMachine does not track opens.
How far back does the list go?
As far as your workspace has existed. The summary cards cover the last 30 days; the list and filters cover everything.
Still have questions? Contact support