Problems Sending out Agenda Notification from Website

Would you please remove your last post asap, since our members' email addresses are listed? Thanks.

Grateful if you could also remove Brian's last post since the email of one of our members is listed. We are making this request for obvious concerns for privacy. Thanks.

email addresses removed

The Chair sent out the agenda notification last night May 25 at around 8 p.m. (Ottawa time). As mentioned, I (Webmaster) and someone else confirmed receiving it, but a few others didn't get it. I didn't write to all members to check.

The Chair sent out the agenda again today using the club email address rather than from the agenda on the website, and members seemed to have received it. She also tried sending it out from the website several times but didn't receive a copy herself. I got a copy. A couple people confirmed receiving it but it's not clear whether they received the one the Chair sent by email or via the website.

Would you please check the log last night to see if you could figure out what the problem might be? Checking the log today might be rather confusing since the Chair sent out the agenda using both regular email and via the website.

Many thanks in advance.

The agenda notifications have a different from address (agenda@...) than the emails sent to the members lists (server@..). The key is to pay attention to the from addresses when your members set up their safe senders lists in their email software/websites. Just setting the from address for the members lists as a safe sender is not enough if you plan to use the agenda notifications also. The agenda notifications also have a lot of HTML in them that can cause them to be scored higher as potential spam--we seem to have more issues with the agenda notifications getting through than other types of emails. I am not going to change the agenda notification emails at this time--the HTML in them is needed.

For my club, the agenda emails have my club custom domain as part of the from email address, whereas the members list emails do not.

Bottom Line: You need to make sure that your members understand that there is more than one from email address that needs to be added to their safe senders lists in their email websites/software. Otherwise the agenda emails might be caught as junk mail. As a workaround, you can print the agendas to PDF files and send them as an attachment to the members list email.

On our end, I am thinking we probably will need to do some sort of doc in the future on correctly setting up members safe senders lists to work well with FTH email. It seems to be on ongoing source of some issues.

Thank you for your response.

It’s hard to see how the problem could have been caused by the agenda notification being bounced back by members’ junk mail filter. The same Chair had sent out the agenda notification from the website without any mishap just a week ago. In fact, our club has been sending out the agenda notification from the website since December 2013, and has never experienced problems until now.

Could there be another explanation for the problem the Chair has been experiencing? Would taking a look at the email log on May 25 around 8:00 p.m. (Easter Time Zone) help to shed light on this issue? Thank you in advance for your help.

Ottawa Toastmasters
Club # 1935