How to Check Email Automation Statuses in PhotoBiz

How to Check the Status of Email Automations in PhotoBiz

Overview

PhotoBiz tracks the automated emails sent to individual contacts through Client Galleries, Invoicing, and Scheduler. You can use a contact’s Email Automation history to confirm which series sent an email, when it was sent, and whether the recipient interacted with it.

This guide explains how to locate a contact, review their automated email history, understand common delivery statuses, and troubleshoot an email the client says they did not receive.

Important Information About Email Automations

Before reviewing an automated email, confirm that the email address saved in the contact’s profile is correct. A misspelled or outdated address can prevent the email from reaching the intended recipient.

A recipient may also be unable to receive automated emails if their email address is marked as unsubscribed or bounced in your PhotoBiz account. A bounced address is an address that previously could not receive an email.

Email delivery can also depend on the recipient’s email provider or organization. Universities, government agencies, corporations, schools, medical organizations, and financial institutions may use strict email security systems that block or filter automated messages before they reach the recipient’s inbox.

STEP ONE

This opens the Contacts area, where you can search for clients, leads, customers, vendors, and other contacts saved in your account.

STEP TWO

Enter the client’s name or email address in the search box in the upper-right corner.

Searching by email address is often the fastest way to locate the correct contact, especially when multiple contacts have similar names.

STEP THREE

Click the contact’s email address in the search results to open their contact profile.

The contact profile contains the person’s saved information, activity, submissions, conversations, and Email Automation history.

STEP FOUR

Review the contact’s Info section and confirm that the email address is spelled correctly. You should also check whether the contact is marked as unsubscribed or bounced.

After confirming the contact’s information and email status, click EMAIL AUTOMATION in the contact profile.

FINAL STEP

Review the automated emails listed in the contact’s Email Automation history.

The available information may include the source or series, email type or trigger, date sent, and current email status. You can also sort the history by type and year to help locate a specific Client Galleries, Invoicing, or Scheduler automated email.

A successful review will help you confirm whether an automated email was sent and whether it was delivered, opened, clicked, or bounced.

Understanding Email Invitation Statuses

The contact’s Email Automation history may display different statuses based on what happened after PhotoBiz attempted to send the email.

Common statuses include:

Sent: PhotoBiz processed and sent the automated email to the recipient’s email provider.
Delivered: The recipient’s email server accepted the email. This does not guarantee that the message appeared in the recipient’s primary inbox.
Opened: The recipient’s email application reported that the email was opened. Privacy protections and image-blocking settings may prevent some opens from being recorded.
Clicked: The recipient clicked a tracked link inside the email. This is a strong indication that the recipient received and interacted with the message.
Bounced: The recipient’s email server could not deliver the email. This may happen because the address is incorrect, the mailbox is unavailable, or the receiving server rejected the message.

Email Invitation Status - Sent

Email Invitation Status - Opened

Email Invitation Status - Clicked

If a Client Did Not Receive an Automated Email

Start by confirming that the email address in the contact’s profile is spelled correctly. Even a small typo can prevent delivery.

Ask the client to check folders where automated messages are commonly filtered, including:

Spam
Junk
Promotions
Updates
Quarantine or blocked-message folders

If the email shows as Delivered but the client cannot find it, the recipient’s email provider may have filtered the message after accepting it. This is more common with work, school, university, government, medical, and financial email accounts.

You can send the client a direct message from your regular business email account and include the relevant Client Gallery, invoice, or Scheduler information. When possible, ask the client for a personal email address that may have fewer organizational security restrictions.

Additional Options or Helpful Notes

Email Automation tracking can help you investigate delivery questions related to:

Client Gallery notifications and reminders
Invoice reminders and outstanding balance notices
Scheduler appointment reminders and follow-up emails

If an automated email bounced, verify the address before attempting to send another message. When the address is correct but continues to bounce, ask the client for an alternate email address.

For future delivery, ask the client to add your business email address to their contacts or safe sender list. This may help their email provider recognize future messages from your business.

An Opened status may not appear for every email that was read. Some email applications block the tracking technology used to record opens.

A Delivered status confirms acceptance by the receiving email system, but it does not confirm that the message appeared in the recipient’s primary inbox or that the recipient saw it.

Troubleshooting & FAQs

Why does the email show as Delivered if my client cannot find it?

Delivered means the recipient’s email server accepted the message. The server or email application may still move it to spam, junk, promotions, quarantine, or another filtered folder.

The recipient’s organization may also use an email security system that filters automated messages before placing them in the recipient’s mailbox.

What should I do if the email bounced?

Check the email address for spelling errors first. If the address is correct, ask the client for another email address.

A personal email address may work better when a work, school, government, medical, or financial email system is blocking automated messages.

What does Clicked mean?

Clicked means the recipient selected a tracked link inside the automated email. This generally confirms that the recipient received the message and interacted with its content.

Why does an email not show as Opened?

Some email applications and privacy settings prevent open activity from being recorded. The recipient may have read the email even when the status does not change to Opened.

A Clicked status is a stronger indication of engagement because it means the recipient selected a link inside the message.

Should I resend the automated email or contact the client directly?

If the email address is correct and the message is not reaching the client, contact them directly from your regular business email account.

Include the relevant Client Gallery, invoice, or Scheduler information in your message. You can also ask the client for a different email address before sending additional automated messages.

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