Email Notifications
Managing Email Notifications and Delivery in iCarol
Configuring Vol/Staff Email Notification Preferences
Email notifications can be customized within each Vol/Staff profile. Available notifications vary depending on the profile's Security Level and Advanced Security Settings.
To configure email notifications:
- From the main Vols-Staff page, locate the profile you wish to edit using the list or search bar, then click the profile's first name to open it.
- Click the Edit button at the top of the page.
- In the Contact Info panel, ensure the 'This email address is real' checkbox is selected.
- If two email addresses are entered and one is marked as real, iCarol will send notifications only to the real email address.
- In the Notifications panel, select or deselect the checkboxes for the notifications you wish to receive or turn off.
- Click Save.
iCarol General Email Communications
iCarol sends important email communications on the following topics:
- Blog Digest
- Best Practices
- Webinars, News, Features, and Enhancements
- Industry News
- System Alerts and Notifications, including Unplanned Outages
All recipients have explicitly opted in to receive these emails. You can opt out at any time by clicking the unsubscribe link at the bottom of any iCarol email, or click here to manage your preferences.
How to Manage Email Communications from iCarol
iCarol regularly sends out important email communications about any of the following topics:
- Blog Digest
- Best Practices
- iCarol Webinars, News, Features, and Enhancements
- Industry News
- System alerts and notifications, including communications related to Unplanned Outages
When you receive these emails, you will have the opportunity to "opt-out" at any point by clicking a link at the bottom of the email. To comply with anti-SPAM laws, we only send these emails to users who have explicitly opted in to receive them and you can click here to manage your preferences.
Why am I no longer receiving email's from iCarol?
If you or your team are not receiving emails from iCarol (including Cloud Invites and notification emails such as shift reminders), the most common cause is that messages are being blocked by your email system or network.
Start Here: Prevent Emails from Being Blocked
To ensure you receive iCarol emails, ask your IT team (or email administrator) to whitelist:
- noreply@iCarol.com
- iCarol.com (entire domain)
If your organization uses internal mail servers, also whitelist:- sendgrid.net
- smtp.sendgrid.net
- sendgrid.com
This resolves most delivery issues.
To ensure you receive iCarol emails, ask your IT team (or email administrator) to whitelist:
- noreply@iCarol.com
- iCarol.com (entire domain)
If your organization uses internal mail servers, also whitelist:
- sendgrid.net
- smtp.sendgrid.net
- sendgrid.com
This resolves most delivery issues.
Why emails may stop sending
Emails may be blocked or rejected due to:- Email program or spam filters
- Network or firewall restrictions
- Internet service provider filtering
- Full mailbox
- Internal security policies
When an email “bounces” (is rejected), iCarol is required by anti-spam regulations to stop sending emails to that address.
If the underlying issue isn’t resolved, emails will continue to be blocked—even if re-enabled. If the email address is blocked, you can unblock it. However, it's recommended to resolve the initial cause for the blocked emails, if not the system will block the email again.
iCarol is obligated by anti-spam laws to stop sending emails when we receive bounced messages.
It is up to you to determine what is causing the emails to be blocked, and how to unblock the initial reason it was blocked. If you are unable to determine this on your own, someone from your IT department will be able to assist you further.
Emails may be blocked or rejected due to:
- Email program or spam filters
- Network or firewall restrictions
- Internet service provider filtering
- Full mailbox
- Internal security policies
When an email “bounces” (is rejected), iCarol is required by anti-spam regulations to stop sending emails to that address.
If the underlying issue isn’t resolved, emails will continue to be blocked—even if re-enabled. If the email address is blocked, you can unblock it. However, it's recommended to resolve the initial cause for the blocked emails, if not the system will block the email again.
iCarol is obligated by anti-spam laws to stop sending emails when we receive bounced messages.
It is up to you to determine what is causing the emails to be blocked, and how to unblock the initial reason it was blocked. If you are unable to determine this on your own, someone from your IT department will be able to assist you further.
VolStaff Email Validation
When viewing a Vol-Staff record:- An email status badge appears next to the email address
- This shows whether emails are being successfully delivered
- If there is an issue, you’ll see an option to “fix” it
In many cases, this tool can resolve issues with a single click.
If the email status shows “Delivered” but the user has not received the message:
- The issue is likely within your internal email system (filters, routing, etc.)
- Please work with your IT team to investigate further
When viewing a Vol-Staff record:
- An email status badge appears next to the email address
- This shows whether emails are being successfully delivered
- If there is an issue, you’ll see an option to “fix” it
In many cases, this tool can resolve issues with a single click.
If the email status shows “Delivered” but the user has not received the message:
- The issue is likely within your internal email system (filters, routing, etc.)
- Please work with your IT team to investigate further
Additional troubleshooting
If emails are still not being received:
- Check spam/junk folders
- Confirm the mailbox is not full
- Review internal spam filters or firewall rules
- Contact your IT team for further assistance
If emails are still not being received:
- Check spam/junk folders
- Confirm the mailbox is not full
- Review internal spam filters or firewall rules
- Contact your IT team for further assistance
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