Customers with no email address

What it is#

Some customers have no email address, or prefer not to give one. RotaRound still plans and confirms their visits, but it cannot email them anything. It tells you so on the screens where you would expect an email to go.

When to use it#

Use this when you add a customer without an email address, or when a screen tells you nothing can be sent.

How to do it#

To add an address, open the customer's record, fill in their email address and press Save details.
Until then, tell the customer yourself about their visits and changes.
To be alerted each time a confirmation cannot be emailed, open Settings, go to Notifications, and tick the row A visit confirmation could not be emailed because the customer has no email address. It is off by default.
Press Save notifications.

What your customer sees#

Nothing by email. Every email from RotaRound needs an address, so tell them about their visits yourself until you add one.

What happens next#

For a visit confirmation, nothing is sent. The Mailbox keeps the email that would have gone, with the status "Not sent" and the reason. The diary shows the visit as confirmed and Not emailed.

On other screens the app stops you before sending:

When you confirm, move or cancel a visit, it says they have no email address, so nothing can be sent.
An agreement or price change cannot be sent until you add an address.
The page link is not sent, and the screen says why.
A group email leaves them out, with the reason "no email address on their card".
The Send an email link on their record does not show.

Good to know#

When you add an address, visit confirmations already inside your confirm window go at the next nightly check, if Notify customer of visit by email is on.
A team member with no address shows as "No email address yet" when you write to your team.
It works the same in automatic and self mode. In self mode nothing is confirmed until you place it anyway.

Not what you needed? Contact us and say what you were trying to do.