Every email your site sends

Your site sends a small, fixed set of emails. This page lists all of them, so you know what your members, buyers and donors will receive and what the choir itself will be sent. Nothing is sent that is not on this list, and nothing goes out on a schedule: every email is the result of someone doing something.

In the subject lines, Choir stands for your choir's name as set in Site Settings, Choir. The wording of the sign-off and the foot of announcements is set in Site Settings, Email; see The sign-off and footer of your emails.

The emails

Email	What triggers it	Who gets it	Subject line	Can the reader stop it?	Hosted plan	Kind
Member login link	A member asks for a link on the member login page	That member	Your Choir login link	No: it is what they asked for	Starter, Premium (the member portal)	Transactional
Admin login link	An admin asks for a link on the admin login page (when admins have their own accounts)	That admin	Your Choir admin login link	No	All plans	Transactional
Announcement	An admin presses Email to members on an announcement, then Send to all (the button shows the number of members)	Every active member who has not turned announcement emails off, one message each	The announcement's title	Yes: a link in each email, or the tick box "Email me the choir's announcements" in the member portal	Starter, Premium	Announcement
Contact form message	A visitor sends the form in the Contact section	The choir: CONTACT_FORM_TO on a self-hosted site, otherwise the public email in Site Settings. Replies go to the visitor.	Choir contact form: and the visitor's subject	Not applicable	Starter, Premium (on Free the message is kept in Messages)	Transactional
Ticket confirmation	An order is paid or reserved online, or an admin records a sale for someone who gave an email address (not when they have arrived with the tickets)	The buyer	Your 2 tickets for Concert title (Your 1 ticket for ... for one)	No: it is their tickets	Premium	Transactional
Tickets sent again	An admin sends an order's tickets again	The buyer	The same as the confirmation	No	Premium	Transactional
Mailing to ticket holders: About this concert	An admin sends a message to everyone holding tickets for one concert	Everyone holding tickets for it	The subject the admin wrote	No: it says why they have it	Premium	Announcement
Mailing to ticket holders: News or promotion	An admin sends news to those who ordered tickets for one concert	Buyers who have not asked to be left out	The subject the admin wrote	Yes: a link in each email, or a tick box on their tickets page ("Send me news about future concerts")	Premium	Announcement
Mailing to donors	An admin sends a message to donors	Donors with an email address who are not archived and not marked "do not send appeals"	The subject the admin wrote	Yes: a link in each email	Premium	Announcement
Plain receipt	An admin emails a plain receipt (Email beside the receipt)	The donor	Your gift to Choir: receipt 12	No	Premium	Transactional
Online gift thank-you	A gift given on the Donate page is confirmed as paid	The person who gave	Thank you for your gift to Choir	No	Premium	Transactional
Online gift notice to the choir	The same moment	The choir's address, as for contact messages	Choir: a gift of $25.00 was given online	Not applicable	Premium	Transactional
Opt-out notice	Someone stops, or restarts, a kind of mail	The choir's address, as for contact messages	Choir: someone has stopped announcements to members, or ... appeals to donors, ... news to ticket buyers; for turning it back on: Choir: someone has asked for announcements to members again	Not applicable	Starter, Premium	Transactional
Test sends	An admin presses Send test on an announcement or mailing	The address typed in	[Test] and the real subject	Not applicable	As the email it tests	Announcement

Notes:

• Official receipts are never emailed. They are printed and signed. Only a plain receipt, which says it is not an official receipt for income tax purposes, goes by email.
• A receipt is not a stoppable email, and neither is a ticket. The first is a confirmation of something the reader did, and the second is the thing they bought. Mail that is part of what someone asked for cannot be stopped; mail the choir chooses to send can be.
• If a notice cannot be sent, because the site has no address for the choir, email is not set up, or the hosted plan has no email, nothing is sent and nothing is said. The person's choice still takes effect.
• "One message each" means no member sees another's address.
• Gifts need two things on a hosted site: the Premium plan and a connected Stripe account.

Kinds of email: transactional and announcements

The site treats emails as one of two kinds:

• Transactional: login links, contact messages, ticket emails, receipts, gift emails and notices to the choir. One at a time, and somebody is waiting for or relying on each.
• Announcements: what the choir writes and sends to a list. That means announcements to members and every mailing to donors or ticket holders, and the test copies of them.

Why it matters:

On a self-hosted site

A self-hosted site can send the two kinds through different services, by repeating the email settings with TRANSACTIONAL_ or ANNOUNCEMENT_ in front. Switching announcements off with ANNOUNCEMENT_EMAIL_PROVIDER=none also stops donor and ticket-holder mailings. See Send announcements through a different service.

On a site we host

A choir on a paid plan can send the announcement kind through its own mail server, from its own address, using the Email page of the admin panel. Login links, contact messages and all the other transactional email always go through our service, so that they arrive whatever state the choir's server is in. See Send announcements from your own address.

For the settings behind all of this, see Email: what the site sends and how to choose a provider, and for who can stop what, How people stop your emails.