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When a family asks whether they were notified, you should be able to answer without guessing. There are two places to look.

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The status column

Every record in the yahrzeit list shows its current reminder status. You can filter the list by status. Two filters are worth using regularly:
  • No email finds records that can never send, so you can chase the missing addresses.
  • Not sent yet is your pre-observance checklist.
Filtering by No email once a quarter is the single most useful maintenance habit for this module. It is the difference between finding a gap yourself and having a family find it for you.

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The history on a record

Open a record and you will find its history: the individual send attempts, newest first, each with its outcome and the date. This is the detailed record. It shows what was sent, what failed, and what was skipped because it had already gone out.
The history logs attempts. A record that is filtered out before an attempt is made, because it has no email address or the recipient has unsubscribed, does not accumulate a history entry every day. Its state is shown by the status instead. This keeps the history readable rather than filling it with the same line repeated daily.
If a send failed, the history shows that it failed. The underlying technical detail goes to KehillaHQ so we can look into it. If you see repeated failures on a record, tell us and reference the record.

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Sending a card by hand

Sometimes you need to send one now: a send failed, a family got in touch late, an address was fixed after the reminder should have gone. Open the record and choose Send card now. It sends the same email the automatic reminder would send, to the same recipient, immediately. The manual send is written into the record’s history alongside the automatic ones, marked as manual, so the history stays a complete account of what this family actually received.
Send card now respects unsubscribes. If the recipient has opted out, it will not send, even though you asked for it directly. That is the correct behaviour: someone who asked not to receive these should not receive one because an administrator clicked a button.

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Answering a family’s question

If someone says they were not told:
1

Find the record

Search for the name of the person being remembered.
2

Read the status

No email or Opted out answers the question immediately.
3

Open the history

If the status says Sent, the history gives you the date it went out. At that point it is worth asking them to check their spam folder, and confirming the address on file is still the one they use.
4

Fix and resend

Correct whatever was wrong, then use Send card now so they get it this year rather than next.