Email Logs

Module: Settings (Access) · URL: /settings/email-logs · Responsible role: Owner (organization admin) · Also used by: platform operators (see every organization's emails); anyone else who holds rbac.manage

Screenshot: Rachel Whitman (Executive Director, organization owner), Nocthink Demo Institute demo data. The demo environment sends no mail, so the table is replaced by the empty state.

Why I use this page

When a colleague says "I never got the invitation" or "I wasn't told my request was approved", this is where I check. Every notification email the system sends is logged with its recipient, type and whether the mail server accepted it; failed sends show the server's error. I open it when someone reports a missing email, after inviting a batch of new users, and occasionally to spot a bouncing address (e.g. someone who left).

What's on the screen

• Header — Email logs with "Every notification email the system sent, with its recipient, type, and whether it was delivered. Failed sends show the mail server's error. Message content is not stored."
• Empty state (as in the screenshot) — "No emails sent yet."
• Table (once emails exist), newest first, 50 per page, the Sent column frozen while scrolling sideways:
  • Sent — date and time.
  • Status — Sent or Failed (red).
  • Subject — the email subject; for a failed send, the mail server's error underneath in red (hover to read it in full).
  • Recipient — email address, with the person's name underneath when they are a user.
  • Type — the notification type (e.g. an invitation, an approval request), or —.
• Paging controls at the bottom.

How I …

Check whether someone received a notification

1. Open Settings → Email Logs.
2. Page to the date and time the email should have gone out.
3. Find the row with their address under Recipient and the expected Subject / Type.
4. Sent means our mail server accepted it — ask them to check spam or their mail filters. Failed means it never left; read the error under the subject.

Resolve a failed invitation

1. Find the Failed row for the invitation and read the error (e.g. a mistyped or non-existent address).
2. In Users, ⋮ → Revoke invite on the wrong address and invite the correct one, or use ⋮ → Resend and copy link and pass the link on directly.
3. Come back here to confirm the new send shows Sent.

Spot people who receive no email at all

1. Look for repeated Failed rows for the same Recipient.
2. Correct their address with the platform operator or HR, or ask them whether they turned off email notifications in their own Profile → Notifications.

Access & permissions

• The menu and route require rbac.manage (Access group).
• The server returns entries to the organization admin and to any holder of rbac.manage, the same people who see the menu.
• I only see emails sent for my organization; platform operators see all organizations.

Caveats

• Sent means accepted by the outgoing mail server, not that it reached the inbox; spam filtering and later bounces are not tracked.
• Message content is not stored — I can see the subject, recipient and type, but not the body.
• A person who turned off email notifications, or is inside their quiet hours, is not emailed; check their preferences before suspecting the mail server.
• The mail server itself is configured by the platform operator (General → Email), not by the Owner.
• Times are shown in my browser's locale and time zone.

Limitations

• No search or filters on the page (the server supports filtering by status, but the UI does not expose it).
• No resend from this page; resending is done from the originating feature (e.g. Users → Resend and copy link).
• No export.

Related menus

• Users — invitations and resends.
• Logs — the audit trail of the actions that triggered many of these emails.
• Profile — each person's email notification preferences and quiet hours.
• General — where platform operators configure the outgoing mail server.