KCL Software Solutions

When are Emails sent in CIOC?

E-mails are generated in CIOC only under the following circumstances:

  • E-mail generated through the feedback / "Suggest" process
  • E-mail generated by an E-mail update request
  • E-mail generated by "Yes, I'd Like to Volunteer!"
  • E-mail generated by Volunteer Profiles

Each of these situations is explained in detail below, including what causes the system to generate the e-mail, who the e-mail is "from", and who receives a copy.

For e-mails to work effectively in the software, you need to make sure that you have configured your "from" e-mails correctly in various areas of the software; make sure that:

  • In the Agency Setup, you have confirmed that each agency has an Update E-mail specified for each type of record (Volunteer Opportunity or Community Resource) that they own
  • In the General Setup, you have specified a Default E-mail for the module(s) of the software you use, as well as for Volunteer profiles if you have activated them in your software

Keeping System-Generated E-mails

It is recommend that you review the contents of all feedback-related E-mails sent, and ensure that they appear in your list of feedback to be processed. You may wish to keep these E-mails for a month or longer, to be available in case of the need to refer to the feedback at a later date, after the feedback has been processed in the system.


E-mail generated through the Feedback / "Suggest" process

  1. An E-mail is generated when feedback is submitted if the the feedback is for an existing record. In the future, the Default E-mail will be used to allow e-mails to be generated for new record suggestions as well. Some or all of these E-mails can be blocked by logged-in users with the appropriate permissions as set in the User Type.
    • An E-mail is sent to the submitter, if they are not logged in and have provided an E-mail address
    • An E-mail is sent to the Update Contact E-mail, if one has been provided
    • An E-mail is sent to the Organization* E-mail, if there is no Update Contact E-mail
  2. An E-mail is generated when the designated E-mail contact changes. The E-mails go to the old and new E-mails (if applicable).
    • The Update Contact E-mail is added, changed or removed OR
    • The Organization* E-mail is added, changed or removed when there is not Update Contact E-mail
  3. An E-mail is generated to Update E-mail of the Agency that owns the record

*In the Volunteer Opportunities software, substitute Volunteer Opportunity Contact for Organization.

E-mail generated by an E-mail Update Request

A request can be sent for any Community Resource or Volunteer Opportunity record in the database, if they have provided the necessary E-mail address and the record is not set to Block E-mail Update Requests. There are three ways to generate an E-mail Update Request:

  • From the Record Details, to update a single record. A Community Resource record must have a value in the E-mail or Update Contact E-mail fields. A Volunteer Opportunity record must have a value in the Volunteer Contact E-mail or the Update Contact E-mail fields for the Opportunity.
  • From your Search Results, for a set of records. E-mail requirements as above.
  • From the Record Details of an Organization / Program record, to send an E-mail update all Volunteer Opportunities Request. The user sending the request will be able to select the recipient(s) for this message from a list of:
    • The Volunteer Contact E-mail(s) from all Opportunities listed for the Organization
    • The Volunteer Co-ordinator E-mail, as specified in the Organization/Program record
    • Any additional E-mails the user wishes to add manually

E-mail generated by "Yes, I'd Like to Volunteer!"

An E-mail is generated when feedback is submitted if the the feedback is for an existing record. In the future, the Default E-mail  will be used to allow e-mails to be generated for new record suggestions as well. Some or all of these E-mails can be blocked by logged-in users with the appropriate permissions as set in the User Type.

  • An E-mail is sent to the submitter, if they have provided an E-mail address
  • An E-mail is sent to the Volunteer Contact, if they have provided an E-mail address
  • An E-mail is generated to Update E-mail of the Agency that owns the record

E-mail generated by Volunteer Profiles

E-mails generated by the Volunteer Profiles system are driven by the user who has created the profile. No unsolicited E-mails are sent to Volunteer Profile users. An E-mail is generated when...

  • the user registers for an account, prompting them to verify their E-mail address and activate their account
  • the user changes their e-mail address, prompting them to verify the new E-mail address
  • the user indicates that they have lost their password, and need it to be reset
  • the user indicates they want to be notified of new or update Opportunities that match their search profile (Currently these e-mails are sent at midnight on Tuesday and Friday)

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