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Emails & Reports

Manage your organisation's email addresses

Abtrace will send various notifications via email, including Automated Recall Reports, Questionnaire Responses, Messaging Delivery Status Reports and Appointment Request Forms.

💡 Top Tip: Using a shared Organisation Email for reports, questionnaire responses, and appointment requests can help ensure important communications remain accessible to the wider practice team.

 
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🏢 Setting Up an Organisation Email

Using an Organisation Email allows reports and submissions to be sent to a shared mailbox rather than an individual user's email address. This can help ensure important notifications aren't missed when staff are away.

Here’s how you do it:
  1. Head to the User Management Portal → Organisation Emails  
  2. Click +Register New
  3. Enter your preferred organisation e-mail
  4. Open your organisation email address, select the verification email from Abtrace, and click “Verify Email” 
  5. You're ready to go! Feel free to assign this email as the recipient for any reports or submissions 🎉

👉  Prefer a step-by-step guide? Click through the interactive walkthrough below using the arrows to move between steps. 

 

📝 Managing Questionnaire Response Recipients

Whenever a patient submits a questionnaire, the response can be sent to a designated email address. This can either be individual user or an organisation email address.

To change the recipient:

    • Go to User Management Portal
    • Navigate to Patient Facing Services
    • Find Questionnaire Recipient Email
    • Select the email address that should receive ALL questionnaire responses

 

🔄 Managing Recall Execution Report Recipients

Recall execution reports provide information about recall activity each time a recall runs.

To manage recipients for recall execution reports:

    • Go to User Management Portal
    • Navigate to Automated Recalls
    • You have two options:
    • Set a Default Reports Recipient:
      • Select from the drop-down menu to receive all recall execution reports
    • Specify a Recipient for Each Recall:
      • Select the relevant Recall Name
      • Click Configuration
      • Choose the email address from the drop-down menu

 

      ✉️ Managing Message Delivery Status Reports

      Delivery status reports are sent daily to summarise delivery statuses across all your patient messaging, including any messages that have failed to deliver.

      To change the recipient:

        • Go to User Management Portal
        • Navigate to Messaging
        • Scroll down to Delivery Status Report
        • Choose the email address from the drop-down menu

       

      📅 Managing Appointment Request Forms

      When a patient opens a booking link and no appointments remain, they will either:

        • See a message advising them to check back later for more appointments or contact the practice directly to arrange an appointment, or
        • Be given the option to submit an Appointment Request Form

      Appointment Request Forms allow patients to contact the practice to request an appointment. Once submitted, the form is returned to the practice via email for staff to review and action. 

      To enable or update Appointment Request Forms:

        • Go to User Management Portal
        • Navigate to Messaging
        • Update the recipient email address as required in the Appointment request form section

      To disable Appointment Request Forms completely, simply remove the email address so that this field is left blank.

       

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