SpaSphere tracks every email your spa sends -- confirmations, cancellations, reschedules, and reminders -- and gives you a real-time dashboard to monitor delivery rates, open rates, and bounces. You can access this from the Email tab on the Notifications page of the admin dashboard.

Why This Matters for Your Spa

If your confirmation and reminder emails are not reaching clients, your no-show rate goes up and your revenue goes down. A delivery rate below 90% means one in ten clients may never see their appointment details, which can translate to two or more missed appointments per week for an active spa. That adds up to $10,000-20,000 in lost revenue annually for a mid-size practice. Monitoring your email metrics lets you catch problems early -- bounced addresses, spam complaints, or deliverability issues -- before they silently eat into your bottom line. SpaSphere surfaces these metrics automatically so you never have to guess whether your emails are actually landing in your clients' inboxes.

Key Capabilities

Monthly overview dashboard showing total emails sent, delivery rate, and open rate
Delivery rate and open rate calculated in real time from actual message statuses
Warning banner when delivery rate drops below 90%
Full message history with per-email status tracking (sent, delivered, bounced, opened, failed, complained)
Filter message history by status and email type
Paginated message list with client name, recipient email (partially masked for privacy), subject line, and timestamp
Email types tracked: Appointment Confirmation, Appointment Cancellation, Appointment Reschedule, Appointment Reminder, Welcome, Password Reset, and Member Invitation

Viewing the Email Overview Dashboard

Navigate to the Email tab

Go to Notifications in the sidebar, then click the Email tab at the top of the page. You will land on the Overview sub-tab by default.

Email overview dashboard showing Emails Sent, Delivery Rate, and Open Rate cards — The Email Overview gives you three key metrics at a glance for the current month.

Review your key metrics

The overview displays three summary cards:

Emails Sent -- the total number of emails your spa has sent this month
Delivery Rate -- the percentage of sent emails that were successfully delivered to the recipient's inbox (shown in amber if below 90%)
Open Rate -- the percentage of delivered emails that were opened by the recipient

Below each headline number, you will see supporting detail: total delivered, total bounced, and total opened counts.

Check for warning banners

If your delivery rate falls below 90%, SpaSphere displays an amber warning banner below the metric cards. This banner tells you the exact percentage and alerts you that some emails may be bouncing. A delivery rate below 90% usually means you have invalid email addresses in your client list that need to be cleaned up.

Amber warning banner indicating delivery rate is below 90% — SpaSphere alerts you immediately when email health degrades.

What is a healthy delivery rate?

For spa email communications, aim for a delivery rate above 95%. Anything below 90% needs attention -- it usually means you have outdated or mistyped email addresses on file. SpaSphere automatically marks bounced client emails so future sends are skipped, which helps your delivery rate recover over time. Review bounced emails in the Messages tab and update client records as needed.

Browsing the Message History

The Messages sub-tab gives you a complete, searchable log of every email your spa has sent.

Switch to the Messages sub-tab

From the Email tab, click Messages. You will see a table listing all email messages in reverse chronological order (newest first).

Email message history table with columns for Email, Client, Type, Subject, Status, and Date — The full message history table lets you trace the status of every email sent.

Filter by status

Use the first dropdown above the table to filter by email status:

All statuses -- shows every email
Delivered -- emails confirmed as delivered to the inbox
Sent -- emails accepted by the email provider but delivery not yet confirmed
Bounced -- emails that bounced back (invalid address or full inbox)
Complained -- emails where the recipient marked the message as spam
Failed -- emails that failed to send due to a technical error

Filter by email type

Use the second dropdown to narrow results by type:

Confirmation -- appointment confirmation emails
Cancellation -- appointment cancellation emails
Reschedule -- appointment reschedule/update emails
Reminder -- automated pre-appointment reminders

Status and type filter dropdowns above the message history table — Combine status and type filters to pinpoint specific email issues.

Review individual messages

Each row in the table shows:

Email -- the recipient's email address (partially masked for privacy, e.g., "ja***@example.com")
Client -- the client's full name (if associated with a client record)
Type -- the email type label (Confirmation, Cancellation, Reschedule, Reminder, etc.)
Subject -- the first 80 characters of the email subject line
Status -- a color-coded badge showing the current delivery status
Date -- the send timestamp in your spa's local timezone

Navigate through pages

If you have more than 25 emails, use the pagination controls at the bottom of the table. The counter shows the current page, total pages, and total email count.

Understanding Email Statuses

SpaSphere uses color-coded status badges so you can quickly identify healthy and problem emails:

Status	Color	Meaning
Delivered	Green	Email successfully landed in the recipient's inbox
Sent	Blue	Email was sent to the provider but delivery is pending
Queued	Gray	Email is in the send queue and will be dispatched shortly
Bounced	Red	Email bounced back -- the address may be invalid or the inbox full
Complained	Orange	Recipient reported the email as spam
Opened	Emerald	Email was delivered and the recipient opened it
Failed	Red	Email could not be sent due to a technical error

Act on bounces and complaints promptly

Bounced and complained emails hurt your sender reputation, which can cause future emails to land in spam folders for all your clients -- not just the ones who bounced. When you see bounced emails, update or remove the invalid addresses in the client's profile. SpaSphere automatically flags bounced client emails so subsequent sends are skipped, protecting your deliverability.

Improving Your Email Health

If your delivery rate or open rate is lower than expected, here are practical steps you can take:

Clean up bounced addresses -- Go to the Messages tab, filter by Bounced, and update or correct those client email addresses in their client profiles.
Verify new client emails -- Make sure your booking form collects accurate email addresses. A single typo means a lost confirmation email and a potential no-show.
Review complained emails -- If any clients marked your emails as spam, consider removing them from future sends or reaching out personally to resolve the issue.
Check your send volume -- SpaSphere tracks emails sent per month. A sudden spike in volume can trigger email provider rate limits.

How to Track Email Delivery and Open Rates in SpaSphere