> ## Documentation Index
> Fetch the complete documentation index at: https://orgo.space/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Emails

> How Orgo sends email on your behalf: sender identity, template language, delivery, and where each control lives

Orgo sends email on your behalf all day: a welcome message when someone joins, a
renewal reminder a month before a fee lapses, a ticket confirmation after a
purchase, a login code when a member cannot remember their password. This section
covers the machinery behind all of it.

**Built for** organisations that need their automatic email to look and sound like
them. **Replaces** the transactional email service you would otherwise wire up
yourself.

Everything here lives under **Settings** → **Notifications & Email Campaign**
(`/tenants/modules/emails`) and requires ADMIN\_TENANT. The delivery log and the
lists sit in the Administration area instead.

***

## The four surfaces

| Surface              | Where                                                       | What it is for                                       |
| -------------------- | ----------------------------------------------------------- | ---------------------------------------------------- |
| **Emails Config**    | Settings → Notifications & Email Campaign → Emails Config   | Switch whole categories of automatic email on or off |
| **Email Templates**  | Settings → Notifications & Email Campaign → Email Templates | Rewrite the subject and body of an individual email  |
| **Email logs**       | Administration → `/email-log`                               | Every email the platform sent, with the exact body   |
| **Lists & Segments** | Administration → `/email-lists`                             | Reusable audiences that campaigns send to            |

Campaigns you write and send yourself are a separate feature: see
[Newsletter](/docs/platform/newsletter).

***

## Who the email comes from

Three things decide what a recipient sees in their inbox.

**From name** is always your organisation's name as it appears in
[Organisation info](/docs/platform/organisation/organisation-info).

**From address** is your organisation's contact email, but only once that address
has been verified for sending. Until then Orgo sends from `no-reply@orgo.space`.
Verification is done by Orgo rather than in the settings screen, because it
requires DNS records on your domain: ask support to verify the address you want to
send from.

**Reply-To** is always your contact email, verified or not. So even on a brand new
organisation, a member who hits reply reaches you rather than a dead no-reply
mailbox.

<Note>
  Change the contact email at **Settings** → **Organisation** → **Contact email**.
  Changing it to an unverified address moves the From address back to
  `no-reply@orgo.space` until the new one is verified.
</Note>

***

## What language an email is written in

Automatic emails are written in your organisation's default interface language,
not the recipient's. Only English, Romanian and German are supported for email:
if your default language is anything else, emails fall back to English.

This applies to the built-in wording of a template. If you write your own version
of a template, that version is used for every recipient regardless of language, so
a multilingual organisation should think carefully before customising.

The [invoice email](/docs/platform/fees/invoices) and the PDF attached to it are the
exception: they follow your organisation's default language across all 14
interface languages, and fall back to English only when the default is not one of
them.

See [Email templates](/docs/platform/emails/email-templates) for what you can rewrite,
and [Languages](/docs/platform/customization/languages) for the interface language
setting itself.

***

## How a message actually gets sent

<Steps>
  <Step title="Something happens">
    A member registers, a fee approaches its renewal date, a ticket is paid for.
    Each of these has one email type attached to it.
  </Step>

  <Step title="The category switch is checked">
    If the matching switch in **Emails Config** is off, nothing is sent and nothing
    is logged as sent. Login codes, password emails and workflow emails ignore this
    check and always send.
  </Step>

  <Step title="The template is resolved">
    Your customised version if you saved one, otherwise the built-in template in
    your organisation's language.
  </Step>

  <Step title="Placeholders are filled in">
    Names, dates, amounts, links. See the
    [placeholder reference](/docs/platform/emails/email-templates#placeholders).
  </Step>

  <Step title="It is queued or sent immediately">
    Login codes, verification codes, password emails, registration confirmations
    and admin-created account emails are sent on the spot so a failure surfaces
    right away. Everything else is queued and sent by a background worker.
  </Step>

  <Step title="It is written to the log">
    With the rendered body, so you can see exactly what the recipient got. Codes
    are the exception: login and multi-factor codes are not logged at all, and the
    other one-time codes are logged with the code removed and no body stored.
  </Step>
</Steps>

***

## Deliverability

A few things Orgo does for you, and one it cannot:

* Emails sent through the template system carry a plain text version alongside the
  HTML, which mailbox providers (Microsoft in particular) treat as a quality
  signal.
* Notification and campaign email carries a `List-Unsubscribe` header, so the
  unsubscribe button in Gmail and Apple Mail works without the recipient opening
  the message. Campaign email additionally supports RFC 8058 one-click
  unsubscribe.
* Addresses that were minted during a data import for people who had no email of
  their own are recognised and skipped rather than bounced. A member with one of
  these will simply never receive email until you give them a real address.
* If you run a [custom domain](/docs/platform/custom-domain), the setup asks you to
  publish DKIM keys plus an MX and a TXT record on `bounce.<your domain>`. Those
  last two put the envelope sender on your own domain, so SPF passes *and* aligns
  with the address recipients see instead of resolving to Amazon. Mail sends
  either way, but a domain missing them authenticates on DKIM alone.
* Orgo cannot fix your domain's reputation. The DMARC policy on your domain, and
  the SPF record on your apex covering everything else you send from it, are
  still yours to maintain.

***

## Troubleshooting

<AccordionGroup>
  <Accordion title="A member says they never got an email">
    Start at [Email logs](/docs/platform/emails/email-log) and search for them. The log
    answers whether Orgo sent it, to which address, and what it said. If there is
    no row at all, check first whether that email is one Orgo logs: waitlist
    messages, family invitations, the fee payment approval, the newsletter signup
    confirmation and the discussion digest are never written to the log.
    Otherwise the email was either disabled in **Emails Config** or the
    triggering action did not happen.
  </Accordion>

  <Accordion title="Emails arrive from no-reply@orgo.space instead of us">
    Your contact email has not been verified for sending yet. Replies still reach
    your contact address. Ask support to verify the address.
  </Accordion>

  <Accordion title="An email is in the wrong language">
    Automatic email follows the organisation's default language, clamped to
    English, Romanian or German. A member's own interface language does not change
    it. Invoice emails are the exception and cover all 14 languages.
  </Accordion>

  <Accordion title="We want to stop one specific reminder without stopping the rest">
    Open that template in **Email Templates** and use the **Enabled** switch in the
    template header. That per-template switch overrides the broader category
    switch.
  </Accordion>
</AccordionGroup>

***

## Related

* [System emails](/docs/platform/emails/system-emails) - the catalogue of automatic emails and what triggers each
* [Email templates](/docs/platform/emails/email-templates) - rewriting subject and body, and the placeholder list
* [Email logs](/docs/platform/emails/email-log) - what was sent, to whom, and what it said
* [Newsletter](/docs/platform/newsletter) - campaigns you compose and send yourself
* [Notifications](/docs/platform/notifications) - in-app and push delivery, and per-member preferences