WCONLINE will always send emails if set to do so. In other words, if you set the system to send appointment confirmation emails, or if you send a mass email, or if you set the system to send nightly reminders, then those emails will always--without exception--be sent.
By default, WCONLINE sends email from the email address "firstname.lastname@example.org" and with the "reply-to" address set to the email address that is entered as the CENTER EMAIL ADDRESS in Global System Settings. This configuration, set via the "WCONLINE-Specific" answer to the DEFINE EMAIL SENDING PROTOCOL option in Global System Settings allows WCONLINE to get emails through most institutional spam filters.
However, that setting does let you set the protocol to "Institutional." If set to "Institutional," the system will will “spoof” the CENTER EMAIL ADDRESS when sending the emails. This means that the system simply enters the email address as the “from” and the "reply to" email address while still sending them through our mail servers. Occasionally, spoofing an institutional address will cause a spam filter to block the messages--as the institutional spam filter knows that the emails carry an institutional address and yet were sent outside the institutional infrastructure. Therefore, if WCONLINE emails aren't being received, the first step in resolving the issue is to ensure that the DEFINE EMAIL SENDING PROTOCOL option in Global System Settings is set to "WCONLINE-Specific."
If emails are still being blocked or are going to spam filters with the protocol set to "WCONLINE-Specific," then the next thing to check would be the content of your emails. In our experience, emails that are sent with very little text-based content and include large images (such as if a flyer is embedded in the email and used as the primary content of the email) are routinely blocked or marked as spam. Additionally, emails which "sound" like sales emails can also trigger a block. This would include short messages that read something like, "Check out our newly remodeled center! Try our coffee, and stay for awhile. Appointments can be made online today!" Try revising your messages to include as much text-based content as is needed to convey your message.
Finally, if messages continue to be blocked or sent to spam folders, then you'll need to reach out to your institutional IT department and request that they whitelist our email servers. This is an easy process--especially since our WCONLINE email servers are only used to send requested email from your WCONLINE site, and since those servers are all behind a single IP. Specifically, once your institution whitelists the IP 188.8.131.52, all emails sent by WCONLINE will be delivered to your clients and won't go to spam filters.
SECTION 1: Creating a First or New Schedule
SECTION 4: Multiple Centers Sharing a Subscription
SECTION 5: Adding New Administrators
SECTION 7: Accessing and Changing Your WCONLINE URL
SECTION 8: Drop-Ins and Walk-Ins
SECTION 9: Different "Finals Week" Schedules
SECTION 10: Individual Not Recognized as an Administrator
SECTION 11: Using Group Appointments with Focuses