Band Pencil automatically monitors emails sent through the platform and highlights any recipients who may not have received or opened an email. These warnings help you identify when a follow-up might be needed, without having to check the history of every email individually.
When will an email warning appear?
On the outbox and event page, Band Pencil checks emails sent within the last 60 days and applies the following rules:
| Email status | When a warning appears |
|---|---|
| Delivery failed | When a permanent delivery failure is recorded. |
| Delivery not confirmed | If no delivery confirmation is received within 15 minutes of sending. |
| Delivered but not opened | If an email has been delivered but no open or click is recorded within 48 hours of delivery. |
| Opened or clicked | No warning is shown. |
Warnings are displayed on the relevant event page, where you can expand the notification to see which recipients may need attention.
What happens if I send another email?
Band Pencil considers subsequent emails sent to the same recipient about the same event.
If a recipient opens or clicks a newer email, warnings relating to their older emails for that event are automatically cleared.
For example:
- You send an email to a musician on Monday.
- The email is delivered, but the musician doesn't open it within 48 hours.
- Band Pencil flags the email as not opened.
- You send a reminder on Wednesday.
- The musician opens the Wednesday reminder.
- Band Pencil clears the warning for the earlier email.
This is because the musician has demonstrated engagement with a more recent communication about the event. Simply sending another email does not clear an existing warning. The recipient must open or click the newer email.
What if I send several emails to the same person?
Band Pencil avoids showing multiple warnings for the same recipient on an event. If several emails remain unopened, you'll see one warning per recipient, rather than a separate warning for every email.
If the recipient opens or clicks a newer email, warnings for earlier emails are cleared. However, if a subsequent email remains unopened for more than 48 hours after delivery, a new warning may appear.
Where can I check email activity?
You can view the email history in Band Pencil to see:
- When an email was sent.
- Whether delivery was confirmed.
- Whether the recipient has opened the email.
- Whether any clicks have been recorded.
You can also select View email history from an email warning to investigate the relevant message.
Important things to know
An email marked as delivered doesn't necessarily mean it has been read. Delivery simply confirms that the receiving email server accepted the message. Similarly, an email showing as not opened doesn't necessarily mean the recipient hasn't read it. Some email applications block open tracking, so Band Pencil may not receive an open confirmation.
Email warnings are therefore intended as a helpful indication that a follow-up might be needed, rather than definitive proof that a recipient hasn't read an email.