CareLineLive offers greater control over your email communication with the ability to customise the "Reply-To" email address for system-generated notifications. This guide will walk you through the process of setting up and managing these custom email addresses.
What is the "Reply-To" Email Address?
When you receive an email, the "Reply-To" address determines where your response will be sent. By default, CareLineLive uses the company email associated with the team sending the notification.
This feature allows you to specify a different "Reply-To" address for each team and notification category, ensuring replies are directed to the most relevant inbox.
Why Customise "Reply-To" Addresses?
Streamlined Communication: Direct specific queries to dedicated teams or individuals.
Improved Organisation: Keep inboxes focused and reduce unnecessary clutter.
Enhanced Efficiency: Ensure timely responses by routing replies to the right people.
Tailored Communication: Adapt email responses to specific team needs.
How to Set Up Custom "Reply-To" Email Addresses:
Access Settings:
Log in to your CareLineLive account with administrator privileges.
Navigate to the "Settings" section of the platform. This is usually found in the main menu or user profile area.
Locate Email Notification Settings:
Within the "Settings" menu, find the section related to Email Configuration.
Team-Specific "Reply-To" Addresses:
You will see a list of the different notification categories, with columns for each team.
For each team, you will find an option to set or modify the "Reply-To" email address.
Enter the desired email address for that specific ategoryc. For example, you might set "scheduling@<yourcompany>.com" for notifications related to scheduling.
Set a Default "Reply-To" Address (Optional):
You can also set a "Default Reply-To" email address for each category by changing the "Global" setting.
This default address will be used for any team that does not have a specific "Reply-To" address assigned.
Save Your Changes:
After entering the email addresses, ensure you save your changes.
Ensure that the email address is active, otherwise replies will not be delivered. CareLineLive does not create the email inbox for you.
Important Considerations:
Fallback to Company Email: If a team does not have a custom "Reply-To" address and no "Global" address is set, the system will use the company email address associated with that team.
Valid Email Addresses: Ensure that all entered email addresses are valid and actively monitored.
Consistent Application: Changes made to "Reply-To" addresses will apply to all future notifications sent from the affected teams.
Testing: It is recommended to send test notifications after setting up custom reply-to addresses to ensure they are working as expected.
Example Use Cases:
You may wish to set up a shared mailbox within your email provider to direct emails to a group of users.
Rota Enquiries: Set "rotas@<yourcompany>.com" as the "Reply-To" address for rota-related notifications.
Care Circle invitations: Use "carecircle@<yourcompany>.com".
Invoices: Use "finance@<yourcompany>.com" to direct replies regarding invoices to your finance team.
Troubleshooting:
Changes Not Saving:
Verify that you have administrator privileges.
Ensure you are clicking the "Save" button.
Replies Still Going to the Wrong Address:
Double-check the team-specific and default "Reply-To" address settings.
Emails not being received:
Verify the email address is valid.
Check spam and junk folders.
Ensure the recipient has not opted out of emails.