Tracking email delivery and open rates

To ensure that clients and members have received and engaged with their emails, we offer an email tracking tool that notifies you when an email has been successfully delivered, opened, and if a link has been clicked.

With this information, you can take action based on the engagement. For example, if an email has been delivered but not read, you may want to follow up with a call. If an email has failed to deliver, you can check if the email address is correct.

Band Pencil, like many other software programs, uses an email delivery service to receive updates when specific actions occur, such as when an email is delivered, opened, or a link is clicked. However, some providers may block these updates or automatically open all emails, which can affect the accuracy of the tracking. Keep this in mind as you use the tool.

Email events we track

Band Pencil will only track the first occurrence of each event:

• Delivered: The email was successfully sent and it was accepted by the recipient email server.
• Opened: The email recipient opened the email.
• Clicked: The email recipient clicked on a link in the email.
• Permanent Fail: Band Pencil got a hard bounce (permanent failure) from the recipient email server. Check the email address is correct.
• Temporary Fail: Band Pencil got a soft bounce (temporary failure) from the recipient email server. Check the email address is correct and use another email if possible. This usually happens when the recipient's inbox is full.
• Complained: The email recipient has reported the email as spam. As a precaution the email address will be blocked from receiving any further emails from Band Pencil. Please contact support if you need this block removing.

Email delivery and opened percentages

For each email sent, you’ll be able to view a percentage for both the email delivery rate and the email open rate. The goal is to achieve 100% for email delivery and, ideally, 100% for open rate as well. If recipients open the email multiple times, the open rate percentage may exceed 100%.

Please note that, due to the high volume of emails sent through Band Pencil, email tracking reports may only be stored for up to three months.