Customer Email Notifications

Send photo request links directly to customers via email.

Overview

Email notifications let you:

• Send request links directly to customers
• Use customizable email templates
• Track sent/pending status
• Resend if needed
• Respect unsubscribe preferences

One-time Requests Only

Email notifications are available for one-time requests only. Permanent Links use direct sharing methods like QR codes or custom URLs.

Sending Emails

During Creation

When creating a one-time request:

1. In Step 3: Options, enter the recipient email
2. Complete the request creation
3. Email is queued for sending

After Creation

From the request detail page:

1. Click Send Email button
2. Confirm or update the email address
3. Click Send to dispatch

Resend Email

If the customer didn't receive the email:

1. Open the request detail page
2. Click Resend Email
3. Confirm the action

Check Spam Folders

Ask customers to check their spam/junk folders if they don't see the email.

Email Content

Default Template

The system uses a default template:

Subject: Photo Request from {tenant_name}

Hello,

You have received a photo request from {tenant_name}.

Please use the link below to upload your photos:
{link}

{instructions}

Access code: {code}

This request expires: {expiration}

Thank you!

Available Variables

Use these placeholders in templates:

Variable	Description
{link}	Direct link to photo upload page
{code}	Access code (numeric or alphanumeric)
{code_url}	URL to code entry page
{tenant_name}	Your organization name
{expiration}	Request expiration date/time
{instructions}	Request instructions text
{unique_code}	Alphanumeric code
{numeric_code}	6-digit numeric code

Custom Templates

Configure custom email templates in Workspace Settings.

Email Status

Status Indicators

Status	Description
Not sent	Email has not been sent yet
Sent on [date]	Successfully sent with timestamp
Unsubscribed	Recipient opted out of emails
Expired	Request expired, sending disabled

Tracking Delivery

The system tracks:

• When email was sent
• Recipient email address
• Unsubscribe status

No Open Tracking

Visiono does not track whether emails were opened or clicked, respecting customer privacy.

Unsubscribe System

How It Works

Recipients can unsubscribe from your photo request emails:

1. Each email includes an unsubscribe link
2. Clicking adds the email to the blocklist
3. Future sends to that address are prevented

Managing Unsubscribes

View unsubscribed emails in your dashboard:

1. Navigate to Team Management → Unsubscribed Emails
2. View list of opted-out addresses
3. Understand why emails cannot be sent

Unsubscribe Warnings

When attempting to send to an unsubscribed address:

• Warning displayed in the email field
• Send button may be disabled
• Message explains the recipient has opted out

Respect Privacy

Do not attempt to circumvent unsubscribe preferences. This could violate privacy regulations.

Best Practices

Before Sending

1. Verify the email address is correct
2. Check for typos in the address
3. Review request instructions
4. Confirm expiration time is reasonable

Professional Communication

• Set a clear organization name in Settings
• Use descriptive instructions
• Set appropriate expiration windows
• Consider including context about why photos are needed

Alternative Delivery

If email fails or is unavailable:

1. Use the QR Code to share in person
2. Copy the Unique Link and share via other channels
3. Share the Simplified Code verbally

Troubleshooting

Email Not Received

1. Check spam/junk folders
2. Verify email address is correct
3. Check if recipient has unsubscribed
4. Try resending the email
5. Use alternative delivery methods

Cannot Send Email

Possible reasons:

• No recipient email provided
• Recipient has unsubscribed
• Request has expired
• Email template configuration issue

Unsubscribed Address

If a customer has unsubscribed but wants emails:

1. The customer must resubscribe
2. Contact support for assistance
3. Use alternative sharing methods in the meantime

Related Features

• One-time Requests - Create email-able requests
• Template Messages - Customize email content
• QR Codes - Alternative sharing method
• Unique Links - Direct URL sharing