Track email delivery and engagement

Every email the platform sends is tracked in the Sent log. You can see who received what, whether it was delivered, whether they opened it, and whether they clicked any links inside. Useful for verifying important comms reached the right people.

Open the Sent log

Sidebar then HR Hub then Comms.
Click the Sent log tab.

You’ll see a table of every email sent, newest first.

What each row shows

Recipient (employee name and email)
Subject line
Sent at (timestamp)
Status — see below

The 7 status states

Each email moves through statuses as the recipient’s mail server and the recipient themselves interact with it:

Pending (grey). Queued, not yet dispatched.
Sent (amber). The platform has handed the email to the email service for delivery.
Delivered (green). The recipient’s mail server accepted the email.
Opened (purple). The recipient opened it.
Clicked (purple). The recipient clicked a link inside.
Bounced (red). The mail server rejected it (typo in the email, inbox full, etc.).
Failed (red). The email service returned an error before delivery.

The status updates as the recipient’s mail server reports back. So an email might show Sent for a few seconds, then Delivered when the receiving server accepts it, then Opened when the recipient actually reads it.

Filter the log

Filters at the top of the table:

By status (e.g. show only Bounced or Failed)
By date range
By template (for emails sent via templates)
By recipient (find a specific employee’s email history)

What to do about bounces and failures

If you see Bounced or Failed status:

Bounced usually means the email address is wrong, the inbox doesn’t exist, or the mailbox is full. Check the employee’s email address on their profile and update it.
Failed is more unusual — typically a temporary issue with the email service. The platform retries automatically. If a particular recipient is consistently failing, check their email address and any spam filters they might have.

Open and click tracking

The platform uses pixel tracking and link rewriting (standard email practice) to detect opens and clicks. Limitations:

Open tracking depends on the recipient’s mail client loading images. Some recipients (and Apple Mail with Mail Privacy Protection) effectively pre-load images, which can make every email show as Opened.
Click tracking is more reliable but only fires for links the platform rewrites. Plain-text URLs in emails aren’t always rewritten.

Treat Opened/Clicked rates as directional, not exact.

Privacy

Email tracking is standard for transactional and operational comms, and is appropriate for the platform’s use case. If your organisation has a position against email tracking (some orgs do for cultural or union reasons), contact support@yourhrtoolkit.com.au to discuss disabling tracking.

Permissions

Org admins only.