---
title: Emails & Reports
description: How to set up organisation emails via the User Management Portal Abtrace
---

[Skip to content](https://help.abtrace.co/what-are-organisation-emails#main-content)

[![abtrace-logo-colour@2x-3.png\]](https://help.abtrace.co/hs-fs/hubfs/abtrace-logo-colour@2x-3.png?width=124&height=60&name=abtrace-logo-colour@2x-3.png)](https://help.abtrace.co/?hsLang=en)

Open main navigation

Close main navigation

- [Go to abtrace.com](https://www.abtrace.com/)

[Go to abtrace.com](https://www.abtrace.com/)

 Hello. How can we help you?

- There are no suggestions because the search field is empty.

1. [Abtrace Support Portal](https://help.abtrace.co/?hsLang=en)
2. [User Management Portal](https://help.abtrace.co/user-management-portal?hsLang=en)
3. [Practice-level emails & reports](https://help.abtrace.co/user-management-portal?hsLang=en#practice-level-emails-reports)

# 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.

 

Jump to: 

 

**🏢**[Setting Up an Organisation Email](https://help.abtrace.co/what-are-organisation-emails#Setting-Up--an-Organisation-Email)

**📝** [Managing Questionnaire Response Recipients](https://help.abtrace.co/what-are-organisation-emails#Managing-Questionnaire-Response-Recipients)

**🔄** [Managing Recall Execution Report Recipients](https://help.abtrace.co/what-are-organisation-emails#Managing-Recall-Execution-Report-Recipients)

**✉️** [Managing Message Delivery Status Reports](https://help.abtrace.co/what-are-organisation-emails#Managing-Message-Delivery-Status-Reports)

**📅** [Managing Appointment Request Forms](https://help.abtrace.co/what-are-organisation-emails#Managing-Appointment-Request-Forms)

#### **🏢 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. 

<iframe src="https://app.supademo.com/embed/cmqjh3q0w1cifqmx16ngt4ivn?embed_v=2&amp;utm_source=embed" title=" Setting Up an Organisation Email" allow="clipboard-write" frameborder="0" webkitallowfullscreen="true" mozallowfullscreen="true" allowfullscreen style="position: absolute; top: 0; left: 0; width: 100%; height: 100%;"></iframe>

 

#### **📝 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:**

1. Go to **User Management Portal**
2. Navigate to **Patient Portal**
3. Find **Recipient Inbox**
4. 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:

1. Go to **User Management Portal**
2. Navigate to **Automated Recalls**
3. 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:**

1. Go to **User Management Portal**
2. Navigate to **Messaging**
3. Scroll down to **Delivery Status Report**
4. 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:**

1. Go to **User Management Portal**
2. Navigate to **Messaging**
3. 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.**

 

**![](https://help.abtrace.co/hs-fs/hubfs/image-png-Jun-18-2026-11-13-41-1424-AM.png?width=670&height=141&name=image-png-Jun-18-2026-11-13-41-1424-AM.png)**

 [🔝 **Finished here? Jump back to the top and keep exploring!**](https://help.abtrace.co/what-are-organisation-emails#jump-to)

- [Getting started](https://help.abtrace.co/getting-started?hsLang=en#main-content)

    - [Account & Installation](https://help.abtrace.co/getting-started?hsLang=en#account-installation)
    - [EMIS Setup](https://help.abtrace.co/getting-started?hsLang=en#emis-setup)
    - [SystmOne Setup](https://help.abtrace.co/getting-started?hsLang=en#systmone-setup)
    - [Compliance](https://help.abtrace.co/getting-started?hsLang=en#compliance)
- [User Management Portal](https://help.abtrace.co/user-management-portal?hsLang=en#main-content)

    - [Users & Practice Configuration](https://help.abtrace.co/user-management-portal?hsLang=en#users-practice-configuration)
    - [Practice-level emails & reports](https://help.abtrace.co/user-management-portal?hsLang=en#practice-level-emails-reports)
    - [Rules Management](https://help.abtrace.co/user-management-portal?hsLang=en#rules-management)
    - [Analytics](https://help.abtrace.co/user-management-portal?hsLang=en#analytics)
- [Proactive Monitoring Tool](https://help.abtrace.co/proactive-monitoring-tool?hsLang=en#main-content)

    - [Patient View](https://help.abtrace.co/proactive-monitoring-tool?hsLang=en#patient-view)
    - [Population View](https://help.abtrace.co/proactive-monitoring-tool?hsLang=en#population-view)
    - [Optimisation View](https://help.abtrace.co/proactive-monitoring-tool?hsLang=en#optimisation-view)
    - [Analytics View](https://help.abtrace.co/proactive-monitoring-tool?hsLang=en#analytics-view)
    - [FAQs](https://help.abtrace.co/proactive-monitoring-tool?hsLang=en#faqs)
- [Automated Recalls](https://help.abtrace.co/automated-recalls?hsLang=en#main-content)

    - [Recall Guides](https://help.abtrace.co/automated-recalls?hsLang=en#recall-guides)
    - [Clinical Programmes](https://help.abtrace.co/automated-recalls?hsLang=en#clinical-programmes)
    - [FAQs](https://help.abtrace.co/automated-recalls?hsLang=en#faqs)
- [Patient Engagement](https://help.abtrace.co/patient-engagement?hsLang=en#main-content)

    - [Patient Portal](https://help.abtrace.co/patient-engagement?hsLang=en#patient-portal)
    - [Messaging](https://help.abtrace.co/patient-engagement?hsLang=en#messaging)
    - [Questionnaires](https://help.abtrace.co/patient-engagement?hsLang=en#questionnaires)
- [Troubleshooting](https://help.abtrace.co/troubleshooting?hsLang=en#main-content)

    - [Account & log in](https://help.abtrace.co/troubleshooting?hsLang=en#account-log-in)
    - [Common Errors](https://help.abtrace.co/troubleshooting?hsLang=en#common-errors)
    - [SystmOne](https://help.abtrace.co/troubleshooting?hsLang=en#systmone)
    - [EMIS](https://help.abtrace.co/troubleshooting?hsLang=en#emis)
    - [Network & connectivity](https://help.abtrace.co/troubleshooting?hsLang=en#network-connectivity)
- [Contact us](https://help.abtrace.co/contact-us?hsLang=en)

[![abtrace-logo-colour@2x-Sep-24-2025-07-33-42-6579-AM](https://help.abtrace.co/hs-fs/hubfs/abtrace-logo-colour@2x-Sep-24-2025-07-33-42-6579-AM.png?width=130&height=63&name=abtrace-logo-colour@2x-Sep-24-2025-07-33-42-6579-AM.png "abtrace-logo-colour@2x-Sep-24-2025-07-33-42-6579-AM")](http://abtrace.co)