Choose who gets each email

For managers and admins. Nothing changes until you change it. Every email goes where it goes today.

Steps

1. Open Settings, then Emails. The list is on the By email tab.
2. Find an email. Use Search emails or the filter chips. The column Goes to says who gets it now.
3. Open the email. Under Also send to, choose a member of staff to copy in.
4. Where offered, set When it goes. You can also add Your own words to the top of the email.
5. Press See an example to read it. Press Send me this example to receive a copy.
6. Open the By person tab, pick a colleague and check everything they get.
7. If you change your mind, press Put it back and the email returns to how it was.

If it goes wrong

• If a change does not save, the page puts it back and says why. Fix that and try again.
• If you cannot edit, your role may only allow reading. Ask an admin to change it.
• If an email says it is set elsewhere, change it on the page it names. A link is shown.

How it links together

Every email the service sends reads this routing to decide its recipients. Your choices apply to the next email sent, and each change is kept in its history.

People then see the result in their email and, for many kinds, in their inbox. See the guides on managing notifications and on controlling email delivery.

What this page is

This is the one place for deciding who gets each email. Emails to staff are listed first, then emails to families and others.

Each row shows a badge. As before means you have not changed it. Set here means your organisation chose. A third badge means the choice lives on another page.

Adding people to an email

Open an email and look at who it goes to today. Also send to adds staff who get their own copy, never a Cc, so nobody outside sees a staff address.

For emails that go to a person's own team, you can limit someone to chosen areas. Tick none to cover every area.

Some emails are fall-backs in order. The first group with anybody is told, and the rest are held back. If nobody is covered, it still goes to everyone it goes to today, so a concern is never sent to no one.

When it goes

Some emails have timing controls, such as the day and hour of a weekly summary or quiet hours. The control shows what the current value is, and offers a way back to the usual one.

Your own words

On a few emails you can add a short note at the top and a few words before the subject. They apply to your organisation only. Leave both empty to send the email as it is.

A preview shows how the note will look. Remove my words takes them off.

Examples and history

See an example shows the email with made-up details in your branding. Send me this example emails a copy to you. See its history lists who changed the email and when.

By person

The By person tab turns the list round. Pick a member of staff to see every email they get and why. You can download it as a file.

Holding email back

Your site may be holding email back in a team inbox while it is tested. Where that is on, an admin can choose Send to them or Hold back for each email. Real recipients then show in the subject.