Sending Emails

TimelyChurch sends emails automatically based on system events and administrator actions. This article explains how email delivery works, the different ways emails are triggered, and how to verify that emails are being sent correctly.

How Email Sending Works

TimelyChurch uses a template-based email system. Rather than composing emails manually each time, the platform automatically generates and sends emails when certain events occur. Each email:

1. Uses a pre-defined email template that determines the subject line and body content
2. Replaces dynamic tokens (like {{user.name}} or {{class_name}}) with real data
3. Wraps the content in a branded email layout featuring your church name, a styled header, and a footer
4. Sends the email to the appropriate recipient(s)
5. Records the result in the email log as sent, pending, or failed

Types of Emails Sent by the System

Automatic System Emails

These emails are triggered by events within the platform without any manual action required from administrators:

When Reminders Run

Reminders are dispatched automatically on a fixed schedule. The send times below run in each church's own local timezone, so a 7:00 AM reminder arrives at 7:00 AM in your church's time. These times are set by TimelyChurch and are not configurable per church.

Note: Because each church has its own timezone, TimelyChurch checks every hour and sends each church's reminders when its local clock reaches the listed time, so recipients always see the reminder at the intended hour for their church.

Administrator-Triggered Emails

Some emails are initiated by specific admin actions:

• Test Emails -- Administrators can send test versions of any email template from the Email Templates page to verify formatting and delivery.
• Team Invitations -- When an administrator invites a new member to join the church team, an invitation email is sent automatically.
• Group Invitations -- When a group leader or administrator invites someone to join a group.

Email Delivery and Notifications

When the system sends an email, it also creates:

1. An in-app notification -- Visible in the user's notification center within the platform
2. A push notification -- Sent to any devices where the user has enabled push notifications
3. An email log entry -- Recorded for tracking and troubleshooting

Tip: Users can have email notifications enabled or disabled based on their personal preferences. The system checks each user's notification preferences before sending an email. If a user has disabled email notifications, they will still receive in-app notifications.

Controlling Which Emails Are Sent

Church-Level Settings

Each church has its own set of notification preferences that govern which reminders go out:

• Master toggle -- Enables or disables all notifications for the church
• Per-type toggles -- Turns specific notification types on or off (lesson needed reminders, schedule reminders, substitute requests, certification warnings, supply request notifications)
• Email digest mode -- Batches notifications into a digest instead of sending each one separately

Template-Level Control

Individual email templates can be enabled or disabled from the Email Templates page. When a template is disabled, the system will not send that type of email even if the triggering event occurs.

Timing Settings

Certain notifications have configurable timing:

Sending Test Emails

To verify that email delivery is working and templates look correct:

1. Open the Email Templates page.
2. Click Preview next to any template to open its detail page.
3. In the Send Test Email card, enter your email address (your own address is pre-filled).
4. Click Send Test Email.

The test email will arrive with a [TEST] prefix in the subject line and a yellow TEST EMAIL banner at the top of the body. It uses sample data so you can see how the template renders with realistic content.

Important: If test emails are not arriving, check your email server configuration in the application settings. Common issues include incorrect SMTP credentials, firewall rules blocking outbound email, or the sending domain not being properly authenticated with SPF/DKIM records.

Email Layout and Branding

All emails sent by TimelyChurch share a consistent branded layout:

1. Header -- A gradient-colored banner displaying your church name
2. Body -- The template content with formatted text, lists, and action buttons
3. Footer -- Copyright notice with your church name and the current year

Action buttons in emails (such as "View Details" or "Claim Substitute") link directly to the relevant page within TimelyChurch, allowing recipients to take action with a single click.

Troubleshooting Email Delivery

If emails are not being delivered:

1. Check the delivery stats -- The Email Templates page shows Sent Today and Failed Today counters at the top. A rising "Failed Today" count is a quick signal that something is wrong with delivery.
2. Send a Test Email -- Use the test email feature to determine if the issue is with a specific template or with overall email delivery.
3. Verify Template Status -- Make sure the relevant email template is not disabled (marked as Inactive).
4. Check Notification Settings -- Confirm that notifications are enabled for your church and that the specific notification type is not disabled.
5. Review Email Configuration -- Ensure your SMTP or email service credentials are correctly configured in the application settings.

Related Articles

• Communication Overview
• Email Templates
• Email Logs
• Notifications