The NameCoach Name Page product sends various email messages in response to, or as a part of normal product interactions. For example, when a Name Page admin uploads a spreadsheet to invite people to record their names, the NameCoach application sends email invite notifications to each email found in the spreadsheet.
NameCoach does a number of things in its email configuration to ensure that these email notifications are not tagged as spam or junk mail. Specifically, NameCoach supports:
- SPF Validation
- DKIM Validation
- DMARC Policies
Without getting overly technical, the first two are basically ways for your delivery mail server to verify that the NameCoach sending mail server is a legitimate server and that the message originated there. The third (DMARC) is a way for NameCoach to tell your delivery mail server what to do with mail that fails SPF or DKIM validation. Taken together, these three represent common best practices for us to represent our email infrastructure and any notification messages that it generates as legitimate.
Sometimes, even with all this email server configuration in place, messages still wind up in the Spam folder. If your Name Page notification email messages are winding up in the Junk folder, here are some things that you can try.
- Temporarily turn off client-side Junk / Spam mail filtering and repeat trying to send the notification. If the email winds up in your Inbox and -not- your Junk mail folder, then the problem is most likely with the Junk mail rules that are present in your email client. You can work with your email admin to adjust them. (Don't forget to turn your filtering rules back on after you run your tests!)
- Take a look at the email message's headers. Different email clients have different ways to access and view header info. Figure out how to do it in your email client and grab those headers and forward them to us at firstname.lastname@example.org and also forward them to your email administrator asking why the message was tagged as spam.
- Work with your email admin to 'whitelist' our DNS name (name-coach.com) or our email server's IP address (contact email@example.com to get our IP address value.
One thing to note is that student computers are much less likely to encounter Spam filter related problems as they are owned/administered by the students themselves and not the school's central IT. Because of this, we highly recommend a testing methodology that includes sending to test student accounts when testing email invite notifications.
Email notifications are an important part of the NameCoach product and making sure that they are delivered is very important to us. If you have worked through these steps and are still having trouble, or have a related question or comment, please reach out to us at firstname.lastname@example.org.