Notifications & Emails

ContactID sends a small, targeted set of emails: account, transactional, and (opt-in) marketing. Here is the complete list so you know what to expect and what any given email is about.

1. Account Emails (Always Sent)

These cannot be turned off because they are essential:

• Email verification at sign-up or after email change.
• Password reset when you request one.
• Password changed confirmation for security auditing.
• New device sign-in alert when a device signs in for the first time.
• Suspicious activity alert for security-flagged events.
• Session expired notification for prolonged inactivity signouts.

2. Transactional Emails (Always Sent)

Sent when a specific action happens on your account:

• Payment receipt for every successful charge (subscription, credit package, AI top-up).
• Invoice PDF attached to receipts.
• Payment failed when a charge does not go through.
• Grace period entered when subscription renewal fails.
• Subscription cancelled confirmation.
• Plan upgraded or downgraded confirmation.
• Refund issued confirmation.
• Auto-recharge fired notification when AI wallet auto-recharge triggers.

3. Batch And Activity Emails (Configurable)

Sent when your outreach activity has notable events:

• Batch completed summary with success/failure counts.
• Batch failed if a batch encountered a critical error.
• Circuit breaker tripped with the specific reason and suggested actions.
• Import job completed for background imports over 5,000 URLs.
• Weekly summary every Monday morning with the previous week’s stats.
• Low balance warning when website credits or AI wallet drops below a threshold.

4. Product Emails (Marketing, Opt-In)

Only sent if you opted in during sign-up or in Notification Settings:

• Product updates for new features and extension releases.
• Tips and best practices newsletter with outreach advice.
• Special offers for discounts, promotions, or new plan tiers.

You can toggle each of these off independently.

5. From Address And Deliverability

All emails come from:

• [email protected] for account and transactional.
• [email protected] for support replies (you would email this address to open a ticket).
• [email protected] for product and newsletter emails.

Add these to your safe senders list if any land in spam.

6. Language

Emails follow your dashboard language preference:

• English (default).
• Spanish, French, German, Portuguese.

Set in Account Settings > Profile.

7. Where To Configure

• Go to Account Settings, then Notifications.
• Toggle each category on or off.
• Save.

Some categories (account, transactional) cannot be turned off; the toggle is greyed out with a lock icon.

8. Email Retention On Your End

ContactID does not manage your inbox. Emails you receive stay in your inbox forever (subject to your email provider’s rules). ContactID’s server does not keep copies of sent emails beyond a rolling 90-day audit log.

You control which non-essential emails ContactID sends. Here is how to fine-tune preferences so you get what you want and nothing you don’t.

1. Where To Configure

• Sign in to your dashboard.
• Go to Account Settings, then Notifications.
• The page groups toggles by category.

2. Categories You Can Toggle

• Batch completed. Summary email at the end of every batch.
• Batch failed. Critical batch errors.
• Circuit breaker tripped. Alerts when a batch pauses automatically.
• Weekly summary. Monday-morning stats email.
• Low balance. When website credits drop below a threshold.
• AI wallet low. When AI wallet drops below a threshold.
• Auto-recharge fired. Every auto-recharge event.
• Product updates. New features and releases.
• Tips and best practices. Newsletter.
• Special offers. Discounts and promotions.

Every toggle is independent. Turn off product emails but keep batch-completed on if you like.

3. Thresholds For Balance Alerts

For the balance-warning emails, you set the threshold:

• Website credits low. Default 100. Range 1 to 10,000.
• AI wallet low. Default $2. Range $0.50 to $100.

Set thresholds to what makes sense for your typical batch size.

4. Email Digest Vs Individual

Some categories support a digest mode:

• Batch completed: Individual (email per batch) or Daily digest (one email at end of day).
• Auto-recharge: Individual only.

Digest reduces email volume for high-volume users.

5. What You Cannot Turn Off

• Account emails (verification, password reset, security alerts).
• Transactional emails (receipts, invoices, payment failures).
• Terms-of-service or policy updates (rare; sent when legal changes require it).

These are all essential.

6. Different Recipients For Different Categories

Enterprise plans support splitting notifications:

• Transactional to bookkeeper email.
• Product updates to marketing.
• Security alerts to IT.

For most users, everything goes to the main account email.

7. Global Off Switch

There is no single “turn off all emails” toggle because account and transactional cannot be turned off. If you find yourself getting too many emails, turn off product/marketing first, then reduce operational to digest mode.

8. Applying Preferences

Changes take effect immediately. The next scheduled email respects your new settings.

When a payment fails, ContactID sends a specific set of notifications to give you every chance to fix it before your account is affected. Here is what you get and when.

1. Immediate Failure Email

Within minutes of a payment failure:

• Subject: “Payment failed for your ContactID subscription”
• Body includes the exact reason (declined by issuer, expired card, insufficient funds).
• CTA: Update payment method.

2. Retry Notifications

ContactID retries a failed subscription payment automatically:

• Retry 1: 3 hours after initial failure.
• Retry 2: 24 hours after initial failure.
• Retry 3: 48 hours after initial failure.

You get a notification if any retry succeeds (“Your ContactID payment was processed successfully”) or a follow-up if all retries fail.

3. Grace Period Entry Email

If all three retries fail, you enter grace period. Sent immediately:

• Subject: “Action needed: Update payment method within 3 days”
• Explains what will happen if not resolved.
• Explains grace period rules.

4. Grace Period Reminders

• Day 1 of grace: “1 day remaining to update payment method.”
• Day 2 of grace: “Last day: update payment method to avoid account downgrade.”

Both emails have a prominent Update Payment Method CTA.

5. Downgrade Notification

If grace period expires:

• Subject: “Your account has been moved to free tier”
• Explains what changed (included credits removed, extras preserved).
• CTA: Reactivate subscription.

6. Successful Payment After Failure

If you fix the payment mid-process, you get a confirmation:

• Subject: “Payment succeeded — you’re all set”
• Confirms the plan is active.
• Confirms next renewal date.

7. Delivery

These emails are:

• High priority. Not throttled or digested.
• Sent regardless of preferences. These are transactional and cannot be turned off.
• Sent to your account email address.

Add [email protected] and [email protected] to your safe senders list to ensure delivery.

8. What If You Miss All Emails?

If your email delivery is broken (spam folder, wrong address, disabled account):

• Dashboard banner appears prominently on next sign-in.
• Extension banner appears on next open.
• Sending is blocked until resolved (grace period aside).

You cannot miss the situation entirely; ContactID surfaces it in every possible channel.

For large imports (5,000+ URLs) that run in background, ContactID sends an email when processing finishes. Here is what to expect.

1. When You Get One

Sent only for imports that were processed in the background:

• Small imports (under 5,000 URLs) finish before you’d notice; no email.
• Large imports process in background job mode; email fires on completion.

2. What The Email Says

• Subject: “Your import of 12,000 URLs is ready”
• Total URLs successfully processed.
• Duplicates removed.
• Invalid URLs skipped.
• Blocklisted URLs skipped.
• CTA: View import in your dashboard.

3. Import Vs Batch Completion

Two different events:

• Import completion is when URL list processing (validation, deduplication) finishes. The URLs are ready to be sent to but nothing has been sent yet.
• Batch completion is when the actual sending finishes.

Import completion is fast (parsing and validation); batch completion depends on how many URLs and your concurrency.

4. Failed Imports

If an import fails (invalid file format, plan limit exceeded, corrupted CSV):

• Failure email with the specific reason.
• CTA: Retry import or fix the file.

5. Empty Imports

If the import completed but found no valid URLs (all duplicates, all invalid):

• Completion email with a warning: “0 URLs added to queue.”
• Guidance on why (all duplicates, all invalid, etc.).

6. Configuration

This email is opt-in-off:

• Default: on.
• Toggle in Account Settings > Notifications > Import job completion.
• Turn off if you prefer to check the dashboard directly.

7. Delivery Timing

Import completion emails are:

• Sent within 30 seconds of the job actually completing.
• Not throttled or digested (they’re operational).
• Sent to your account email.

8. Multiple Simultaneous Imports

If you have multiple imports running:

• One email per import completion.
• Order: emails match the order imports finish (usually smaller ones first).

The weekly summary email is a Monday-morning digest of the previous week’s outreach activity. Here is what it includes and how to use it.

1. Delivery

• Sent every Monday between 9 AM and 10 AM in your time zone.
• To your account email.
• Only if you had activity in the previous week (Monday to Sunday).

2. What Is In The Summary

• Total sends (attempted, successful, failed).
• Success rate vs the prior week’s rate.
• Credits used and remaining.
• AI cost for the week.
• Reply count if reply tracking is enabled.
• Top-performing agent (highest success rate).
• Top-performing pitch if you have A/B testing set up.

3. Charts And Comparisons

The summary includes a small chart of:

• Daily send count over the week.
• Success rate by day.
• Cumulative credits used.

Useful for spotting patterns (e.g., “we get 3x the sends on Wednesdays”).

4. Comparison To Previous Week

Every metric shows week-over-week change:

• “Sends up 12% vs last week.”
• “Success rate down 3 percentage points.”
• “AI cost down 15% (fewer placeholders).”

Helps you notice trends without opening the dashboard.

5. Recommendations

Based on your patterns, the summary may include recommendations:

• “You averaged 850 sends per week; consider upgrading to Growth.”
• “Your agent ‘partnership’ has 2x reply rate; use it more.”
• “Your AI cost per send is 30% above average; review your prompts.”

6. Configuration

• Default: on for accounts with activity.
• Toggle in Account Settings > Notifications > Weekly summary.
• Off for new accounts with no activity yet.

7. Format

• HTML email with charts.
• Plain-text fallback for non-HTML clients.
• Under 250 KB total including images.

8. Multiple Accounts

If you have multiple ContactID accounts (personal and business), each sends its own weekly summary. Consider using a filter in your inbox to separate them.

If ContactID emails land in spam, it usually comes down to a couple of common issues. Here is how to diagnose and fix.

1. First Check: The Sender Address

ContactID emails come from:

• [email protected]
• [email protected]
• [email protected]

If any go to spam, add these to your safe senders / allowed senders list. Most email providers have this option in Settings.

2. Corporate Firewall Or Filter

On corporate email systems, IT may filter automated emails aggressively:

• Check your Junk folder in your email client.
• Ask IT to whitelist the ContactID domain (contactid.app).
• Provide IT with the sender IPs from ContactID’s SPF record (contact support for the current list).

3. Gmail Promotions Tab

Gmail may sort ContactID emails into Promotions instead of Primary. Not exactly spam, but easy to miss:

• Drag one email from Promotions to Primary.
• Gmail asks if you want to always do this. Confirm.
• Future emails go to Primary.

4. Personal Filters

Some users create filters that inadvertently catch ContactID emails:

• Check your filters (Gmail: Settings > Filters).
• Remove or edit any that match “no-reply” or automated-looking senders.

5. New Sender Trust

Email providers build trust in a sender over time. On first delivery:

• ContactID might be treated conservatively.
• Confirming legitimacy (moving from spam to inbox, replying to an email) builds trust.
• After a few interactions, delivery normalizes.

6. Bounce Handling

ContactID monitors bounces. If your address bounces repeatedly:

• We stop sending to it after 5 consecutive bounces.
• Update your email in Account Settings if the address changed.
• Contact support if you believe delivery was cut off in error.

7. Verifying Delivery

Not sure if ContactID sent something you expected?

• Go to Account Settings > Notifications.
• The Recent Deliveries section shows every email sent in the last 30 days.
• Confirms whether we tried to send.

8. Still Not Receiving?

• Try a different email provider (gmail.com, outlook.com) temporarily.
• Change your ContactID account email to the new one.
• If ContactID emails arrive there but not on your original address, the issue is on your original provider’s end.

Contact support if none of the above works. We can send you a test email and check delivery on our end.