Resolving email delivery issues
There are many reasons why you may be unable to send an email to someone through ChurchSuite - where delivery fails. There are also many reasons why a sent email can end up in someone's "junk mail" folder - where delivery succeeds, but not to their inbox. For the latter, asking the recipient to mark the email as "Not junk" will help improve future deliverability to an inbox, by re-educating their service prover's anti-junk-mail algorithms.
When ChurchSuite's mail handler "Mandrill" receives a rejection response from a recipient's email provider, the email error details are returned back into your ChurchSuite account and an 'email error' notification email is sent to the email's author. Email failure notifications are sent daily, usually in the afternoon, to each email author/user, listing details of all email errors arising in the previous 24 hours.
To discover the rejection reason for an undelivered sent email, head to the Address Book module's Reports section and view the Email Errors report. This report lists all errors within a range of dates that were encountered when sending emails to Address Book contacts. The Children, Calendar, Giving and Bookings modules each have their own Email Errors report for emails authored to the children, event signups, givers and customer in each respective module.
Email errors are also surfaced on the recipient person's profile. Temporary errors - a soft bounce rejection - will display for 14 days from the last error, with the option to Ignore the message, thus preventing the email error continuing to show on that profile. Choosing to Ignore simply suppresses the error message, it does not resolve the error. Permanent errors - a spam complaint or hard bounce - continue to be surfaced until either the email address for the person is updated or the rejection issue is resolved on request to the ChurchSuite support team (as described below).
When a Permanent email error is received, the contact is immediately unsubscribed from receiving further general and rota reminder emails. However, the email address is left in place so that they are still able to access My ChurchSuite. A Changes entry is also added to their record:
Previous errors - what does that mean?
On the Email Errors report - on 'email failure notifications' and the 'rejection message' surfaced on a person's profile page - you may see a message saying " Rejected due to previous errors". This happens any time you send an email shortly after a previous error that has been reported.
Soft bounce errors persist for 14 days, so if you try to re-email the blacklisted person again within that time period, you get a “rejected due to previous errors” message.
Hard bounces and spam complaints last for a year. During this time the email address is blacklisted (unless removed - see below), so if you try to send another email to an email address that has hard bounced or a spam complaint has been reported, you will get the “rejected due to previous errors” message.
A spam complaint is a permanent error and usually arises from a recipient intentionally or inadvertently labelling one of the emails you've sent through ChurchSuite as spam. As a result of a spam complaint the email address is blacklisted to prevent you sending them further unwanted emails through ChurchSuite until the blacklisting is removed at the recipient's direct request to ChurchSuite Support. Even if they subsequently mark your domain as a 'safe sender' a blacklisted email address remains blacklisted until we are given authority from the recipient that they do indeed wish to receive your emails once again.
The purpose of this functionality is to protect people - even if they are legitimate Address Book contacts - from being spammed by emails from your ChurchSuite account. This 'blacklisting' protection involves the contact's email address being added to Mandrill's blacklist. Removing an email address from the Mandrill blacklist can only be done by the ChurchSuite Support team and their request must come to us directly from the contact's affected email address stating that they wish to be removed from the blacklist.
In the event that a recipient/contact accidentally marks an email as Spam or changes their mind about receiving emails, they will need to contact the Support team at email@example.com to request to be removed from the blacklist - remember to include a note of the church/organisation name. Once a blacklist removal has been actioned by the Support Team, the affected recipient will be re-subscribed to receiving general and rota reminder emails.
Your sent email may have been bounced by the recipient's email provider and consequently added to a rejection blacklist. There are two types of bounce explained below:
This is a permanent error. If an email error is labelled as Hard Bounce it almost certainly means that the recipient's email address you hold is invalid, possibly due to a typing error in the address. When this happens, the email address causing the bounce still remains against the person so that they can continue to access My ChurchSuite; however, the person is unsubscribed from both general and rota emails, and a Changes log entry is added against their profile stating why they were unsubscribed, e.g. "Email address does not exist". Additionally, when the person's profile page is viewed, a feedback message is displayed advising of the hard bounce. This message will persist until the email error is resolved. If the email address for the person is changed, the feedback message will no longer be displayed.
A hard bounce arises because the recipient's email handler has returned a hard bounce error message back to ChurchSuite. Hard Bounces can therefore usually only be resolved by the recipient providing you with a correct email address or by the underlying issue being resolved by their email provider.
Whilst the ChurchSuite Support team can remove an affected email address from the blacklist, the recipient contact may need to contact their email provider first to ascertain what caused the hard bounce rejection. Emails will continue to be rejected until the email address is removed from the blacklist. Unless the underlying issue is resolved, further hard bounces will likely reoccur.
As a final caveat to the above, some email providers experience temporary issues that result in false positive hard bounces being triggered. If you (and the recipient) are sure that the email address is correct, then removing the recipient's email address from the blacklist may be sufficient to resolve the issue. If, having been removed from the blacklist, the email address continues to be rejected with further hard bounces in the future, the ChurchSuite Team are able to 'whitelist' the email address, which may help resolve persistent false rejections. If email errors continue to happen the recipient must take the issue up with their email provider or consider providing you with an alternative email address.
Typically an email address is blacklisted for a year when a hard bounce rejection occurs. In the event of a hard bounce, you or the affected recipient can contact the Support team at firstname.lastname@example.org to request the affected email address be removed from the rejection blacklist. If the affected email address has previously been blacklisted, resolved and and is now blacklisted again; let us know and we'll try 'whitelisting' the email address. Once a blacklist removal has been actioned by the Support Team, the affected recipient will be re-subscribed to receiving general and rota reminder emails.
If an email is rejected with a Soft Bounce error it typically means the recipient's email provider is encountering a temporary issue. When an email address soft bounces it will immediately display as such in the Email Errors report and will continue to surface as a soft bounce on the recipient's profile page for the next 14 days.
Any ChurchSuite user can suppress the feedback message by clicking the Ignore action; however, the reject will continue to show in the Email Errors report. If the email address for the person is subsequently changed, the feedback message will no longer be displayed - the feedback message is specific to the person and also their email address.
There are many reasons an email address may soft bounce - common reasons include...
- Recipient mailbox is full (over quota)
- Recipient email server is down or temporarily offline
- Email message is too large for the server to handle
If a Soft Bounce issue persists, speak to the recipient to try and work out the problem: often it will be as simple as removing a large history of emails from their mailbox to free up mailbox space.
Subsequent emails sent to a soft-bounced email address may reject with a hard bounce. For example, if someone has not accessed their email account for a long time, their inbox may now be full. If you send them an email you will receive a soft bounce. For some email accounts, like Hotmail, if the mailbox is full and there have been no logins for a year, Microsoft will close the email account. Subsequent emails that you send will now hard bounce.
Similarly, if someone has a custom domain name email address and the domain name has gone into a redemption period (where it has expired, but can still be renewed for a period of 90 days) - given that the domain could be renewed, you may get a soft bounce during that redemption period. If you email again after the redemption period (when the domain has not been renewed and has been re-listed as unused), this time you will get a hard bounce - the temporary error has now become a permanent error.
Typically an email address is blacklisted for a week when a soft bounce rejection occurs. In the event of a soft bounce rejection error, you or the affected recipient can contact the Support team at email@example.com to request the email address be removed from the blacklist.
For more information on mailbox delivery issues check out Mandrill's guidance.