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Email Notifications: Always Aware of Events πŸ“§

Email is one of the main communication channels between you and your clients. We will configure automatic notifications so you never miss important events.

In this section, we will tell you which emails will arrive, how to configure their receipt, and what to do if something goes wrong.

πŸ“§ Which Emails You Will Receive​

Automatic Notifications About Requests​

When a client leaves a request on your website, you instantly receive an email:

πŸ”₯ New request from website mycompany.eu

Name: Ivan Petrenko
Phone: +380 67 123 45 67
Email: [email protected]
Service: Consultation on company registration in Poland
Time: 14:30, February 22, 2026

What to do?
βœ… Respond to client within 2 hours
βœ… Enter information in CRM system
βœ… Set reminder about call

Reminders About Important Events​

The system will automatically send you reminders:

⏰ Reminder: Call client

Client: Anna Ivanova
Phone: +380 50 987 65 43
Request: Consultation on opening company in Germany
Promise made: Call today at 16:00

Don't miss the client! Respond to request within 30 minutes.

Confirmations and Statuses​

When a request is processed or the status changes:

βœ… Request closed

Client: Petro Sydorenko
Status: Deal closed
Service: Company registration in Czech Republic
Manager: Oksana
Closing date: February 22, 2026

Thank you for working with clients!

βš™οΈ How to Configure Email for Notifications​

Basic Settings​

  1. Main email β€” for receiving all notifications
  2. Backup email β€” for receiving copies of emails
  3. Filter configuration β€” automatic sorting

How to Change Main Email​

Write a command in our Telegram bot:

/change_email [email protected]

The system will check the email and configure notification receipt. You will receive a confirmation email to the new email.

How to Add Multiple Addresses​

You can receive notifications to multiple addresses simultaneously:

/add_email [email protected]
/add_email [email protected]

All emails will arrive to all specified addresses.

πŸ“§ Configuring Multiple Recipients​

For Team​

If several managers work for you, you can configure mailing:

# Main recipients
[email protected]
[email protected]

# Copies for monitoring
[email protected]
[email protected]

# Only important notifications
[email protected]

Setting Priorities​

πŸ”₯ High priority β€” all requests
⚑️ Medium priority β€” hot leads
ℹ️ Low priority β€” statistics and reports

🚫 Why Emails Might Go to Spam​

Main Reasons​

1. Incorrect DNS Settings​

  • Problem: SPF, DKIM, DMARC records not configured
  • Solution: We configure DNS records on the server ourselves
  • Result: Emails marked as reliable

2. Mailing Lists​

  • Problem: You are in the unsubscribe list
  • Solution: We check your mailing lists
  • Result: Emails don't go to spam

3. Domain Reputation​

  • Problem: Domain sent many emails in a short time
  • Solution: Distribute mailing by time
  • Result: Domain maintains good reputation

4. Email Content​

  • Problem: Text contains spam words
  • Solution: Automatic content check
  • Result: Emails pass spam filter check

πŸ”§ What to Do If You Don't Receive Notifications​

Step-by-Step Check​

1. Check "Spam" Folder​

  • Action: Check spam folder in your email
  • Result: If emails are there, add our address to whitelist

2. Check Filter Settings​

  • Action: Ensure no automatic sorting
  • Result: Configure rules manually if needed

3. Check Mailbox for Quota​

  • Action: Check if mailbox is full
  • Result: Clean "Deleted" folder or increase quota

4. Check Activity in Telegram​

  • Action: Ensure you receive notifications in Telegram
  • Result: If Telegram works, email settings are correct

πŸ“Š Testing Notifications​

How to Check It Works​

You can send a test request via our bot:

/test_email

The system will send a test email to your email with the header "πŸ§ͺ Test notification from 1it.pro".

What Should Be in Test Email​

πŸ§ͺ Test notification from 1it.pro

Date and time: February 22, 2026 14:30
Type: Test notification
Status: Delivery successful
System: Automation 1it.pro

If you read this β€” email notifications work correctly!

πŸ“ˆ Delivery Monitoring​

Delivery Statistics​

The system monitors email delivery:

  • βœ… Delivered β€” email received successfully
  • ⚠️ In spam β€” email marked as spam
  • ❌ Not delivered β€” failed to deliver
  • πŸ”„ Resending β€” system automatically sends again

What to Do on Problems​

If you see "Not delivered":

  1. Check email β€” whether address specified correctly
  2. Check DNS settings β€” SPF, DKIM records
  3. Contact support β€” we will check technical reasons
  4. Use backup channel β€” Telegram notifications always work

πŸ” Email Security​

Data Protection​

  • Encryption β€” all emails encrypted during transmission
  • Passwords in emails β€” never transmit full passwords in email body
  • Security links β€” we use one-time links for access
  • Safe login β€” you can log in via secure link

Security Settings​

You can configure additional security parameters:

/two_factor_email on  # two-factor authentication
/auto_logout 30m      # automatic logout after 30 minutes
/login_alerts on      # notifications about login

🎯 Email Work Optimization​

Quick Answers for Fast Response​

You can configure quick answers to typical questions:

/fast_answer "Thank you for request! We will contact you within 2 hours."
/fast_answer "Please provide information about your project."
/fast_answer "Ready to start work? Let's schedule meeting."

Automatic Templates​

The system itself selects answer template depending on request type:

  • New request β€” template with gratitude and deadlines
  • Hot lead β€” template with priority answer
  • Consultation request β€” template with meeting offer
  • Technical question β€” template with technical information

πŸ’‘ Tips for Effective Work​

1. Regularly Check Email​

  • Recommended mode β€” check mail 2-3 times a day
  • Urgent requests β€” respond within 30 minutes
  • Hot leads β€” priority answer within 1 hour

2. Use Filters​

  • Automatic sorting β€” by request type
  • Prioritization β€” important requests on top
  • Archiving β€” old requests automatically archived

3. Email Analytics​

The system collects statistics:

  • Response time β€” how fast you answer clients
  • Conversion β€” how many requests turn into deals
  • Request types β€” which services are popular
  • Geography β€” where clients come from

What Next?​