Checking what emails went out

1pm sends a lot of mail on your behalf. Lead acknowledgements, quotes, confirmations, invoices, appointment confirmations, crew invites and share links, document chases, automation emails on a schedule. Each one lives with the record it came from, which is the right place for it when you are working that record. It is the wrong place when the question is broader: what has gone out this week, did the client actually receive the invoice, and why has that supplier never replied.

Email Activity answers that. It is one chronological list of every email your account has sent, plus every reply that came back, with the delivery result against each one.

This article covers where to find it, what a row tells you, the statuses and what each one means for you, the filters, ignoring problems you have handled, exporting for an audit, and how long records are kept.

Where it lives

Open Emails from the sidebar. There are two tabs:

Overview is the sending side: your monthly email allowance, and any bulk invite batch waiting in its cancel window.
Email Activity is the log.

You may also see a red number on the Emails item in the sidebar. That is the count of emails in the last seven days that bounced, failed, or were never sent, and it is there so a delivery problem finds you rather than waiting for you to go looking. Clicking through and choosing Problems shows exactly those.

Reading a row

Newest first, with a row per email:

When, in your account's own time zone, with an arrow showing direction. Up is something you sent, down is a reply that came in.
Subject, with the kind of email underneath it: Invoice, Confirmation, Share link, Lead reply, and so on.
Who it went to, or came from, with the contact's name where we know it.
About: the lead, invoice, quote, confirmation or event it belongs to. It is a link, so the log is also a fast way back to the record.
Status, plus the time of the first open or click where those were tracked.

Click a row to open its details underneath: the delivery record, who sent it, and the message text where a copy is kept, so you can read what was actually said without leaving the page. When an email bounced or was never sent, the panel leads with the reason. If the details can't load (on a patchy connection, say), the panel says so and gives you a Try again button.

What the statuses mean

Statuses come from the email provider as delivery progresses, so a message sent a minute ago will often still read "sent" while it settles.

Sent. Handed over and on its way. No confirmation yet.

Delivered. Confirmed into the recipient's mailbox. This is the one that matters for a dispute: it means the message arrived, whether or not they opened it.

Opened and clicked. They opened it, or opened it and clicked a link. Treat these as a bonus rather than a measure. Many mail clients block the tracking that reports an open, so a delivered email with no open is completely normal and is not evidence that nobody read it.

Delivery delayed. A temporary problem, usually a full mailbox or a receiving server having a moment. The provider keeps retrying. Worth a look if it persists, not worth acting on immediately.

Bounced. The address rejected the message. Hover the badge for the reason the receiving server gave, which is usually a mistyped address or a mailbox that no longer exists. Fix the address on the contact and send again.

Spam reported. The recipient marked it as spam. That address goes on our suppression list and 1pm will not email it again, which protects delivery for everyone else on the platform.

Emails with a copy. Some emails also go to a CC or BCC address, such as your own copy of a crew status update. Each address gets its own delivery report. If your copy bounces, your address goes on the suppression list, and the row for the recipient keeps showing how their email went. A copy address that is already on the suppression list, or that uses a demo domain, is left off the email and the email still goes to the recipient.

Not sent. 1pm stopped the email before it went anywhere. Hover for the reason. The usual causes:

The address is on the suppression list from an earlier hard bounce or spam complaint.
It is a demo or example address that cannot receive mail, which happens with sample data.
It failed address verification, so it looked undeliverable before we spent a send on it.
The attachments were too large, over 30 MB in total.

Not sent is the status worth watching. Everything else means we tried; this one means we didn't. A suppressed client address stops every email to that client, so one Not sent row is worth fixing before the next invoice goes the same way.

Failed. The provider accepted the request and then could not deliver it, or refused it outright. Usually transient. If it keeps happening, get in touch.

Filtering

Along the top are the questions people usually arrive with: All, Problems, Delivered, Not sent, and Received. Problems gathers everything needing attention: bounces, spam reports, failures, refusals and delays.

Problems shows the last seven days, the same window the sidebar count uses, so the list and the number above it describe the same emails. Because the window rolls, the count reaches zero on its own once problems age out.

Show older problems brings the rest back when you want them, and it stays put through Load more and into the CSV. Setting an explicit From date wins over both.

Underneath, a filter bar narrows further:

From and To dates.
Direction, if you only want what you sent or only what came back.
Audience. Clients covers client-facing mail (quotes, confirmations, invoices, appointments, lead replies) including the replies that come back in. Crew covers invites, share links, document chases and crew automations. You and your team covers notices addressed to you, such as a new lead landing, a seat change, or a billing notice about your credit balance or active crew. Where your account uses its own word for crew, the filter and the email types use it too.
Address or subject search, for a specific person or document.

The filter lives in the page address, so you can bookmark a view you use often, and sharing the link with a colleague on your account shows them the same thing.

Ignoring a problem you have dealt with

Once you have handled a bounce (fixed the address and sent again, say), press Ignore on its row. It stops counting towards the Emails badge but stays in the log, tagged as ignored, and Undo puts it back.

Ignore all does the same for every problem the list is showing. It follows your filter: with the audience set to Crew, it ignores the crew problems on screen and leaves a client's bounced invoice counting. The number in its confirmation is the number it will ignore.

Exporting for an audit

Export CSV downloads exactly what your current filter shows, one row per email, including the provider's own message id for each one. That id is what support needs if a delivery ever has to be traced upstream.

The export tops out at 5,000 rows. If your filter reaches further than that, the last line of the file says so. Narrow the dates and export again rather than assuming you have the lot.

Who can see it

Anyone with access to your account can see the log, including collaborators you have shared it with. That includes recipient addresses and subject lines. Sharing your account covers granting and removing access.

Where an email was sent by a collaborator rather than by you, the log records which of you sent it.

What is not in here

Sign-in and account emails, like password resets and address verification, are deliberately left out. They are about your login rather than your events, and mixing them in would bury the mail you actually want to audit.

How long records are kept

Three different clocks, because the records are different in kind:

Lead conversations are kept longest. A reply from a lead exists nowhere else: it arrives through 1pm rather than into a mailbox you own, so the thread is the only copy. Bodies are kept for about three years.
Client email text, such as an invoice or a confirmation, is kept about a year. The invoice itself stays in 1pm regardless, so the stored copy is there for questions about wording rather than as the record of the transaction.
The log entries themselves, meaning who and when and what happened, are kept about two years.

Past those points a row may lose its message text while remaining in the list. If you need something for longer, export it.

Working the leads inbox and Replying to leads for the conversation side.
How lead reply emails work if a From or Reply-To address looks unfamiliar in a header.
Verifying your sending domain to send from your own address.
Your monthly email allowance for the sending cap.