Tracking and Follow Up



Automatic reminder emails for events

The Reminder email is automatically set to OFF. When set to ON, it will send 1-2 days before your event date to the guests you specify. Anyone who has replied as Regrets will not receive a reminder email. This feature does not cost more Stamps or Coins to use.

To turn the auto-Reminder ON, customize the standard Reminder message, or choose which guests you'd like the Reminder to be sent to, do the following:

  1. Go to the Tracking page of your event.
  2. Click "Automatic Reminder" under Follow-up Tools at the top of the page.
  3. Use the ON/OFF toggle to set whether or not you'd like to have the Reminder go out.
  4. You can customize the message there that will be sent to your guests if the Reminder is set to ON.
  5. Use the checkboxes all the way on the right to select which type of guests you would like the Reminder to go out to.
  6. Remember to click "Save Changes" to store any changes you make.

Sending an email a group of guests or recipients (by Attending, Opened, and Unopened)

  1. Go to the Tracking page of your event.
  2. Click "Write a Message to Guests/Recipients" under Follow-up Tools at the top of the page.
  3. Enter a message to your guests or recipients. The message will automatically include each guest/recipient's unique link to the invitation or card in the footer so that they can view the invitation/card directly from the email and submit an RSVP or response.
  4. Use the checkboxes all the way on the right to select which type of guests (Attending, Opened, and/or Unopened) you would like the message to be sent to.
  5. Press the "Send Message" button to immediately deliver this message to your guests'/recipients' email inboxes.

Undeliverable emails: Bounced vs. Unsubscribed

Bounced:

"Bounced" next to a contact on your Tracking page means that an invalid email address was entered. To "resend" to the person's correct email address, you must go back to the Delivery page of the event, add the correct address to the Guest/Recipient List as if it were an entirely new contact, and click "Send to All New Guests/Recipients." You can then delete the incorrect email from your Tracking page and from your Paperless Post Address Book.

Unsubscribed:

"Unsubscribed" next to a contact on your Tracking page means that the recipient of your invitation or card has either unsubscribed from all Paperless Post mailings or has reported your email as spam. Double-check that you have the correct email address for this person. If it is incorrect, or you have an alternate address, re-enter the new email on the Delivery page as an entirely new contact and click "Send to All New Guests/Recipients." What you can do if this address is correct and this is someone you know is send the link to his/her invitation or card through your personal email and not through the Paperless Post site. To do this, go to the Tracking page of your event or card, click on the name/email of this contact, and copy & paste the URL in "Link to Card" into an email to him/her. You may also want to notify this person of the issue so that he/she can email a request to help@paperlesspost.com to be removed from the unsubscribe list.

Viewing comments left by your guests or recipients

Clicking on "Comments" under a status heading (Attending, Regrets, or Not Yet Replied for invitations - or Opened/Unopened for other event types) on the Tracking page will reveal in your Guest/Recipients List which contacts left a comment for you. To view a comment, click directly on the name of the person who left a comment (indicated by a little gray speech bubble next to the name), and an information box will drop down. The comment will be located near the top of this box.

Resending an Invitation or Card to a contact

To resend an Invitation or Card to a contact, do the following:

  1. On the Tracking page of the mailing, click directly on the contact's name, and an information box will drop down.
  2. Click the "Send Me This Invitation/Card" button. This contact's personal envelope will be sent to the primary email address on your account.
  3. You can then forward that email to the contact from your personal email account. Remember to remove the "Fwd:" from the subject line of the email, and to delete any forwarding information from the top of the email.

Editing a contact's name on the Tracking page

  1. Navigate to the Tracking page of your event from the menu called "[Your Name]'s Post Box" in the top navigation bar or directly from the Sent folder of your main Post Box.
  2. Click directly on the contact's name or email address in the list, and an information box will drop down. Alternatively, you can click on the checkbox next to the contact and click the Edit button at the top of the list.
  3. Enter or modify the information in the First and Last Name fields and click the "Save" button within the contact information box or at the top of the list to store your changes.

Additionally, you may batch open your contacts by selecting the checkboxes next multiple contacts on one page of the guest/recipient list and clicking the Edit button at the top of the list. After making your modifications, click the Save button at the top of the list to batch save your edits. This will close the contacts' information and it will be saved.

Note: You will not be able to edit the email addresses of contacts on the Tracking page. To rectify any mistakes in a Bounced email, you must re-add the contact with the correct email on the Delivery page of the mailing as if it were an entirely new contact. This will cost 1 Stamp, and may cost more Coins.

Manually changing your guests' RSVP status or total attending number

Here are the steps to manually update a guest's RSVP status and/or total attending number:

  1. Go to the Tracking page of your event, and click the name of the guest whose RSVP information you would like to change. Information will drop down below his or her name.
  2. Adjust the Guest Status drop-down menu and/or the Total Invited drop-down menu to reflect your desired changes.
  3. Remember to click the Save button for each guest you update.

Removing a contact from the Tracking page

  1. Navigate to the Tracking page of your event from the menu called "[Your Name]'s Post Box" in the top navigation bar or directly from the Sent folder of your main Post Box.
  2. Click on the checkbox next to the contact you'd like to remove. You may select multiple contacts, but only on one page of the guest/recipient list at a time.
  3. Click the Delete button at the top of the list to delete the contact(s) from the Tracking page.

Note: You may add a contact back to the Tracking page by re-adding him/her on the Delivery page of the event as if you were sending him/her the mailing for the first time. The mailing will not be resent to this person; the only result will be that the contact will reappear on the Tracking page, with his/her most recent status (Attending, Regrets, Opened, or Unopened) and any comments left intact.

Sorting the contacts on the Tracking page

Navigate to the Tracking page of your mailing. Use the "Sort" drop-down menu on the toolbar above the guest/recipient list to select whether you'd like to organize your list alphabetically (by name or by email address) or by the date that the contact was added.

What does "Bounced" or "Unsubscribed" mean on Tracking, and what should I do about it?

Bounced:

"Bounced" next to a contact on your Tracking page means that an invalid email address was entered. To "resend" to the person's correct email address, you must go back to the Delivery page of the event, add the correct address to the Guest/Recipient List as if it were an entirely new contact, and click "Send to All New Guests/Recipients." You can then delete the incorrect email from your Tracking page and from your Paperless Post Address Book.

Unsubscribed:

"Unsubscribed" next to a contact on your Tracking page means that the recipient of your invitation or card has either unsubscribed from all Paperless Post mailings or has reported your email as spam. Double-check that you have the correct email address for this person. If it is incorrect, or you have an alternate address, re-enter the new email on the Delivery page as an entirely new contact and click "Send to All New Guests/Recipients." What you can do if this address is correct and this is someone you know is send the link to his/her invitation or card through your personal email and not through the Paperless Post site. To do this, go to the Tracking page of your event or card, click on the name/email of this contact, and copy & paste the URL in "Link to Card" into an email to him/her.

Can my guests (or recipients) forward their invitations (or cards) to other people?

Paperless Post specializes in personalized mailings, so each guest has his or her own unique link to the invitation and RSVP page. If a guest forwards his or her invitation to someone else, that person who received the forwarded message will not be able to RSVP because the invitation, essentially, belongs to the original guest. Anyone who you wish to be able to RSVP must be on the guest list on the website. You can, however, specify to your guests that they are allowed to bring friends and should indicate how many (and the friends' names, if you wish) when RSVP'ing.

This also applies to non-RSVP mailings, such as announcements, save the dates, and holiday cards. Many recipients do take advantage of the ability to leave a private comment for the sender; with forwarded emails, comments would become lost, overwritten, mixed up, and public to recipients of the forwarded email. Paperless Post's sophisticated email-tracking and follow-up systems will also become ineffective if emails are forwarded.

Forwarding of Paperless Post invitations or cards violates our Terms of Service Agreement.

Searching for a contact on the Tracking page

Navigate to the Tracking page of your mailing. Enter at least three letters of the name or email address of the contact you are searching for in the live search box in the toolbar above the guest/recipient list. The search results will appear below, and narrow as you continue typing.

Are there ways to track and follow-up with guests/recipients of my mailing?

Yes, Paperless Post operates a very sophisticated Tracking and Follow-up system. Each mailing that is created and sent is linked to its own unique Tracking page that displays the full guest/recipient list and information pertinent to the individual guests/recipients and the mailing as a whole. From this page, you'll be able to view, sort, export and print guest names, guest emails, whether the mailing has been opened by a guest, RSVP statuses, comments left by guests, and total attending numbers for each guest.

There are also a multitude of Follow-up Tools that you can customize and send to your list or certain types of guests on your list. You can have our system automatically resend your mailing to those who have yet to open it, automatically send a reminder email for your event, or you can compose and send a custom message to your list.

Is it possible that my invitations (or cards) will end up in Spam folders?

Unfortunately, it is impossible to guarantee that every single email you send through Paperless Post, or any other web application, will evade the spam filters of every single recipient. Paperless Post operates a very sophisticated mailing system to ensure that your inbox hit rate is as close to 100% as possible. However there are sometimes exceptions, particularly at smaller email clients (such as corporate or company accounts).

If one or more of your guests has not RSVP'd, viewed, or opened his or her invitation or card (i.e., if his or her status is "Not Viewed" and the email has not been tagged as "Undeliverable" due to erroneous contact information, over-quota mailboxes, etc.), then it is conceivable that it is in his or her spam folder. To follow up with these particular recipients, mouse over the contact that you suspect received the invitation or card in spam on Tracking. Clicking his or her name will display information including a personal invitation URL ("Link to Card"). Send this contact the Link to Card in an email from your personal email account to ensure delivery.

How do I respond to comments from the Tracking page?

In the future, there will be a way to reply to comments directly from the Tracking page, but for now, you'll have to respond to messages from your personal email.

Exporting or printing your Tracking page

You may export a spreadsheet (.csv file) of your Tracking page by clicking the "Export Spreadsheet" button under the black "All Guests/Recipients" header. The exported spreadsheet will include guest names, email addresses, current statuses, comments left, and total attending numbers (for Invitations only). This file is sortable and editable to your needs and can be printed using Microsoft Excel.

You may print your Tracking page by clicking the "Print List" button under the black "All Guests/Recipients" header. This button will bring you to a printer-friendly version of your Tracking page, and will automatically display your printer's dialogue box. This printable list is not editable or sortable, and includes guest names, email addresses, statuses, and total invited/attending numbers (for Invitations only).

I accidentally sent to the wrong email address. How do I fix this?

If you accidentally sent an invitation or card to the wrong email address for a contact, you can correct the mistake by following these steps (note: you must use another Stamp to send it to the correct address, and you may also be charged additional Custom Coins):

  1. Go to the "Delivery" page of your event or mailing.
  2. Use the "Add Individual Email" option to re-enter your recipient with the correct contact information, and click the Add to Guest/Recipient List button.
  3. Repeat this for any other incorrectly entered email addresses until you have all of the correct emails on your guest/recipient list. Click the Send to All New Guests/Recipients button.
  4. You may now delete any incorrect contacts from the Tracking page of your event or mailing. Click on the checkbox(es) next to the contact(s) you'd like to delete and click the Delete button at the top of the list.

NOTE: Once a contact has been deleted from the Tracking page, he or she cannot be re-added to the Tracking page with the same email address. The steps above are to be executed for incorrect email addresses only, NOT incorrect spellings of names. You can correct the spelling of names on the Tracking page of the event or mailing by clicking on the contact you'd like to edit.

Changing the column view or layout of your guest/recipient list on the Tracking page

You can change the column view or layout of your contacts as you're browsing through them on the Tracking page of your mailing to better fit your computer's display. Use the buttons marked "Col" in the toolbar above the guest/recipient list to toggle through the different views.

Will my guests receive a reminder for my event?

The Reminder email is automatically set to OFF. When set to ON, it will send 1-2 days before your event date to the guests you specify. Anyone who has replied as Regrets will not receive a reminder email. This feature does not cost more Stamps or Coins to use.

To turn the auto-Reminder ON, customize the standard Reminder message, or choose which guests you'd like the Reminder to be sent to, do the following:

  1. Go to the Tracking page of your event.
  2. Click "Automatic Reminder" under Follow-up Tools at the top of the page.
  3. Use the ON/OFF toggle to set whether or not you'd like to have the Reminder go out.
  4. You can customize the message there that will be sent to your guests if the Reminder is set to ON.
  5. Use the checkboxes all the way on the right to select which type of guests you would like the Reminder to go out to.
  6. Remember to click "Save Changes" to store any changes you make.

Will I receive an email each time someone RSVPs or leaves a comment?

For Note Cards, you will receive an email when a recipient leaves a comment for you.

For other mailings, RSVPs and comments from your guests will go directly to the Tracking page and will not be emailed to you. To navigate to the Tracking page, hover your mouse over "[Your Name]'s Post Box" in the top navigation bar and click the name of your event under the Sent heading. You'll be taken directly to Tracking. Or, click on the Sent heading to access the Sent Folder of your Post Box.

How can I follow up with guests who have opened the invitation but not yet replied?

Following up with guests who have viewed their invitations but not replied is simple:

  1. Go to the Tracking page of your event.
  2. Click "Write a Message to Guests" under Follow-up Tools at the top of the page.
  3. Indicate that you would like to message those guests who have only opened your invitation by making sure the checkbox next to "Opened" is the only one selected.
  4. Enter a message to all of your guests who have viewed their invitations but not yet replied. Perhaps it will say, "Please kindly respond by this date." The message will automatically include each guest's unique invitation link in the footer so that they can RSVP directly from the email.
  5. Press the "Send Message" button to immediately deliver this message to your guests' email inboxes.

Can I manually change my guests' RSVP status or total attending number?

Yes; here are the steps to manually update a guest's RSVP status and/or total attending number:

  1. Go to the Tracking page of your event, and click the name of the guest whose RSVP information you would like to change. Information will drop down below his or her name.
  2. Adjust the Guest Status drop-down menu and/or the Total Invited drop-down menu to reflect your desired changes.
  3. Remember to click the Save button for each guest you update.

How do I cancel an event?

To cancel an event, you should take the following steps:

  1. Go to the Design page for the event and edit the text on the invitation to say something like "This event, which was set to take place on [Day, Date, Year], has been cancelled due to [insert reason]."
  2. On your Tracking page under "Follow-up Settings & Tools" choose "Write a message to Guests" and compose a note to all your guests alerting them of the cancellation.
  3. Also on your Tracking page under "Follow-up Settings & Tools," turn off the "Automatic Reminder" and the "Automatic Resend to Unopened."
  4. Go to the Details page for that event and change the event from "This is: An Invitation Requesting RSVPs" to "This is: An Announcement." This will turn off the ability for guests to RSVP for the canceled event.

Some of my emails bounced. Why do I have to spend more Stamps to resend to the correct addresses?

You will not be credited a Stamp for an incorrect email address, and there are a couple reasons for this. The more bounced emails that are sent out, the more possible it is for Paperless Post emails to become filtered into spam folders instead of reaching recipients' inboxes. Spam is not a problem for us now, so we do not want it to become so in the future. By crediting Stamps back, users do not have the same incentive to double-check the email addresses before sending. Additionally, the way Paperless Post handles Stamps is sort of like the real Post Office: if you mail your letter to the wrong address, the letter will be returned to you and the Post Office will not give you a new stamp to send it again.

Do the Follow-up Tools (like Resend to Unopened and the Reminder) cost additional Stamps?

No, they do not. All of the Follow-up Tools on the Tracking page are free to use.