Emails

How to control, reword and check the emails your site sends.

The Email screen

Go to PremiumPress ▸ Email. It opens on an overview with a row for each section: Manage emails, Email settings, Send email and Email logs. Click a row to open it, and Email overview to come back.

Each row has a pill. Manage emails shows how many emails are on and off. Email settings shows Set up, or Check sender when your From address may cause spam problems (see below).

The Sending summary counts emails sent and failed in the last 30 days. If any failed, a Needs a look pill takes you to the log. Recent emails lists the latest sends.

Turning emails on and off

1. Open Manage emails. Emails are grouped by what triggers them, such as Customer emails, Listing emails and Admin emails.
2. Open an email and switch Enable this email on or off.
3. Click Save changes.

Listing reported is marked Always on. You can reword it, but it can't be switched off, so reports from members always reach you.

If you switch off Welcome / Account created, members who haven't chosen a password get WordPress's own sign-in email instead, so they can still get in.

Two emails ask people to confirm before something happens:

• Confirm email change (double opt-in) goes to a member's new address. The change only applies once they click the link. Switch it off to change addresses straight away.
• Confirm subscription (double opt-in) goes to newsletter sign-ups. Switch it off to add subscribers without confirmation.

Double opt-in is safer: it proves the address is real and belongs to that person.

Changing an email's wording

1. In Manage emails, open the email, such as Order confirmation.
2. Edit its Subject and Body.
3. Click Save changes.

Under each body, Shortcodes for this email shows the details that email can fill in, such as {user_name} or {order_id}. Click one to insert it. {site_name}, {site_url} and {domain} work in every email. A shortcode not listed for that email is sent as plain text, such as "{listing_title}".

Only wording you change is stored. An email you leave alone keeps the default and is sent in each member's own language. An email you reword is sent exactly as you wrote it, in every language.

To put an email back to the original, empty its Subject, Body or both, and save. The default wording returns for whatever you emptied. There is no reset button.

Reminder emails

Listings and memberships each have three reminders: 30 days, 7 days and 24 hours before they expire, plus a message when they expire. These times are fixed. To skip one, switch that reminder off.

Advert reminders are sent on the days set under Advertising ▸ Settings. Booking themes also send reminders about a day and an hour before a booking.

Emails that come to you

The Admin emails group goes to you: new members, listings waiting for review, reported listings, new orders and similar. They go to the Administration Email Address in WordPress Settings ▸ General. Change it there to send them elsewhere. Only one address can be set, so use a shared inbox or a forwarding rule if two people need them.

Emails marked (to owner) go to the member who owns the listing, not to you, unless you own it.

Sender name and address

Under Email settings, From name and From email set who your emails come from. They start as your site title and the WordPress admin address. They apply to every email the site sends, including WordPress's own.

The Check sender pill appears when your From address isn't on your own domain, for example a gmail.com address on mysite.com. Mail like this often lands in spam. Use an address on your own domain, such as hello@mysite.com.

The theme has no mail server settings. If emails still go to spam or don't arrive, install an SMTP plugin and connect it to a proper sending service.

Header, footer and logo

Email header is added to the top of every email, and Email footer to the bottom. Both are set under Email settings. The default footer is "Kind regards, The {site_name} team" and your site address. Type your own signature, address or opening line. {site_name}, {site_url} and {domain} work here too.

Domain sets what {domain} prints. Leave it empty to use your site's own address.

To put your logo in emails, switch the header or footer from Text to Image, click Select image, and save. Emails then go out as HTML with your logo, plus a plain-text copy. With text only, emails stay plain text.

Sending your own email

1. Open Send email.
2. Under Send to, choose All users, Users by role, Users by membership (on sites with plans) or A specific email address.
3. Write a Subject and Message. {name}, {email}, {site_name}, {site_url} and {domain} are filled in for each person.
4. Tick Wrap with the site email header & footer to add your usual header and footer.
5. Click Send email and confirm.

To email only paid members, choose Users by membership and pick the plan. To email only sellers, choose Users by role and their role.

There is no preview or test button. To test, choose A specific email address, enter your own, and send. Then check your inbox and the log.

The email log

Email logs lists every email the site sent, newest first, 25 to a page. Use Newer and Older to page through, and click a row to see the full message exactly as sent.

Sent means your server accepted the email for delivery. It doesn't prove it reached the inbox. Failed means it never left, and opening the row shows the error. Regular failures usually mean your host can't send mail. An SMTP plugin fixes most of these.

Password emails show [redacted] instead of their content. The single-use link is never stored, for security.

The log keeps about the newest 5,000 emails and removes older ones automatically. To empty it, click Clear log. This can't be undone.