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Email Reporting & Tracking

Overview

Eventene reports on the emails you send for an Event in two places on one page: Emails Sent tells you who has and has not been sent an email, and Email Tracking tells you what happened to the emails that went out.

Use this article to find those reports, understand exactly what each number counts, and act on them — including the single most common surprise, which is that the Unsent count is not the same as the number of people you can currently email.

!!! info "What these reports cover" Both cards report on the emails organizers send from the Event's Send tab — invitations, updates, reminders and the other message types you compose and send yourself. Emails that Eventene generates automatically, such as the confirmation an attendee receives after completing registration, are not represented in these counts. For the messages you send, see Email Settings & Message Types; for automatic confirmations, see Why an Attendee Might Not Receive a Confirmation.

Where to find it

  1. Open your Event
  2. Go to the Track section
  3. In the selector on the left, choose Overall Event
  4. Make sure the view toggle at the top is set to Overview (not Participants)

The two email cards appear alongside the other Overall Event cards.

!!! tip "Both cards live only on Overall Event" Email delivery is an Event-wide concern, so Emails Sent and Email Tracking do not appear when you select an individual Activity. If you cannot see them, check that Overall Event is selected on the left and that the view is set to Overview — selecting Participants replaces the cards with the per-person table.

TODO (screenshot): The Overall Event page in Overview mode, with the Emails Sent and Email Tracking cards visible.

For how Track is organized overall, see What is Track?.

Emails Sent

This card answers one question: who has been sent an email for this Event, and who has not? It has two categories.

Category What it counts
Sent People for whom Eventene has handed at least one email for this Event to its email delivery provider
Unsent People with an email address on file who have not been sent any email for this Event

The card's subtitle shows the total number of recipients it is measuring.

What "Unsent" does and does not mean

Unsent means "no email has gone out to this person for this Event yet." That is all it means. In particular:

  • It does not mean the person can currently be emailed. Someone who has unsubscribed from your organization's emails still appears under Unsent, because no email has been sent to them for this Event. When you go to email that group, they will be filtered out. See Sending to a group from the side panel below — this is the single most common point of confusion.
  • It counts only people who have an email address. People on your roster with no email address at all appear in neither Sent nor Unsent. They are invisible on this card, so do not use it to confirm that everyone on your roster has been contacted. To find people with no email address, use the Participants view and add the Email column.
  • It is counted by email address, not by person. If two people share one email address, they count once.
  • It is scoped to this Event. Someone emailed about a different Event still shows as Unsent here.

!!! note "Nothing sent yet?" Until the first email for an Event goes out, this card shows a neutral placeholder rather than a 100%-Unsent bar, so an Event you have not emailed yet is easy to tell apart from one where sending failed.

Email Tracking

This card reports what happened to the emails that were sent. It shows six statuses.

Status What it means How Eventene determines it
Opened The email registered at least one open The tracking image associated with the email was loaded — see How "Opened" is measured
Unopened An email was sent, but no open was ever registered Calculated: emails sent, minus opens registered
Bounced The email provider reported a delivery failure for that address Reported by the email provider
Undelivered The message was not delivered — either not attempted, or temporarily rejected and still being retried Reported by the email provider
Spam The recipient or their email provider reported the message as spam Reported by the email provider
Unsubscribed The email address has opted out of your organization's emails Eventene's own unsubscribe records, rather than the email provider

How "Opened" is measured

This one deserves care, because it is the status most often over-interpreted.

Eventene reports an email as Opened when the tracking image associated with that email is loaded by the recipient's email software. An open therefore records that the tracking image was loaded — not that a person read your message.

That distinction matters in both directions:

Opens can be missed entirely. Many people read email with remote images turned off, which is the default in several mail clients and common in corporate environments. Those recipients can read your email start to finish and never register as Opened. Eventene says as much in the product: only recipients who allow images to download or render in their emails will register as opened.

Opens can be registered without anyone reading. Several modern systems fetch remote images automatically:

  • Privacy features that preload images. Apple's Mail Privacy Protection, and similar features in other clients, routinely fetch tracking images through a proxy as soon as a message arrives — whether or not the recipient ever opens it.
  • Security and spam scanners. Corporate mail gateways and antivirus systems often fetch every remote resource in a message to inspect it.
  • Preview panes. A message previewed in a reading pane without being deliberately opened may still load images.

!!! warning "Treat Opened as a directional signal, not proof" Opened does not mean the person read your email, and Unopened does not mean they did not. Use the Opened count to compare campaigns, spot a message that performed unusually badly, or gauge rough engagement across a large list. Do not use it as evidence about any one individual — for example, do not conclude that a specific person never saw an invitation because they show as Unopened. When it matters for one person, follow up directly.

Because Unopened is calculated as everything sent that has not registered an open, every caveat above applies to it in reverse. A high Unopened count may reflect image-blocking as much as disengagement.

Bounced

Bounced means the email provider reported a delivery failure for that address. The usual causes are a mistyped or non-existent address, a mailbox that has been closed, or a receiving server that refused the message.

Eventene records that a bounce was reported, but does not distinguish a permanent bounce (the address does not exist) from a temporary one. Treat any bounce as a prompt to check the address on the person's record and correct it if it is wrong.

Undelivered

Undelivered covers two different situations that the card groups together:

  • Not attempted — the email provider did not attempt delivery to that address.
  • Temporarily rejected — the receiving server refused the message for now, commonly due to a full mailbox, rate limiting, or a transient server problem. Delivery is still being retried for a period.

Because the second case is still in progress, an Undelivered count can go down on its own. If a retry later succeeds, Eventene clears the earlier failure for that address, and the person stops being counted as Undelivered. The same clearing applies to Bounced. So these two counts are not permanent historical totals — they describe the current state.

Spam

Spam means the recipient or their email provider reported the message as spam — typically because someone used "mark as junk", "report spam", or the equivalent in their mail app.

Spam reports are worth watching closely even in small numbers, because they can damage the deliverability of your organization's future email. A rising Spam count usually points at sending to people who did not expect to hear from you, or sending too often. Treat a spam report as a clear signal to stop emailing that person.

Unsubscribed

This status comes from a different source than the rest of the card. The other five are delivery outcomes reported back by the email provider; Unsubscribed is Eventene's own record that an email address asked to stop receiving your organization's emails — normally by clicking the unsubscribe link in an email footer.

Two things follow:

  • Unsubscribing applies to your whole organization, not just this Event. Someone who unsubscribes while registering for one of your Events stops receiving email for all of your organization's Events. It does not affect any other organization on Eventene.
  • Unsubscribed addresses are removed from your sends automatically. This is why a person can appear under Unsent and still not receive your next email.

People can turn your emails back on themselves from Communication Preferences on their Account page (see Stay Connected). If someone contacts you directly and explicitly asks to be resubscribed, Owner, Admin and Organizer roles can restore delivery from the Unsubscribed list — see Resubscribe someone who asked to receive emails again.

How to read the graph correctly

A few properties of this card regularly surprise people:

  • The statuses are not mutually exclusive. One email can contribute to more than one of them — an email that was sent and then opened counts under Sent on the Emails Sent card and Opened here, and if that recipient later reports it as spam they are counted under Spam as well. A status is not replaced when something else happens afterwards.
  • So the percentages are not exclusive shares of your recipients. Each status is counted independently, and the bar shows each one as a share of the combined total of all six. The numbers will not add up to your audience size and are not meant to be read that way.
  • Everything is matched by email address within one Event. Two people who share an email address share one tracking result.
  • Only the emails you send yourself are counted. Do not use this card to check whether an automatic confirmation went out — see What these reports cover at the top of this article.
  • The per-person view can lag slightly. Email columns in the Participants view refresh on a short cycle, so they can trail the Overview cards by a few minutes. The Overview counts are live.

Viewing the people behind a count

Every count on both cards can be opened as a list of people.

  1. Click the label in the legend beneath the bar — for example Unsent, Opened, or Unsubscribed. (Click the legend entry, not the coloured bar itself.) Clicking the card's title opens the combined list.
  2. A side panel opens listing the people in that category, with their tags.
  3. Use the Actions menu at the top of the panel to Copy, Print, or Export to CSV — capturing exactly the list you are looking at, with Full Name, Email and Tags.
  4. Use the ⋯ menu on any individual row for View Details, Send Message, or Open Registration. On the Unsubscribed list, this menu also offers Restore email delivery for Owner, Admin and Organizer roles.

TODO (screenshot): The side panel opened from the Unsent legend entry, showing the Actions menu.

Sending to a group from the side panel

From most of these lists you can email everyone shown:

  1. Click the category to open its people in the side panel.
  2. Open the Actions menu at the top of the panel.
  3. Choose Send to begin composing an email to that group.

You are taken to the compose screen with the whole list preselected, then on to Review & Send.

!!! warning "The number you email may be smaller than the number you selected" Review & Send shows two different figures, and they are often not the same:

- **Total Recipients** — everyone you selected
- **Emails to Send** — how many emails will actually go out

Eventene removes three kinds of recipient between your selection and the send:

- **People who have unsubscribed** from your organization's emails
- **People with no email address** on file
- **Duplicate email addresses** — if several people share an address, it receives one email (except for Confirmations, which are sent per person)

Nothing on the page explains which people were removed or why, so **always compare the two numbers before sending.**

A worked example. An organizer opens Unsent, sees 21 people, and chooses Send. At Review & Send, Total Recipients says 21 but Emails to Send says 3. The reason is that 18 of those people had previously unsubscribed from the organization's emails. They correctly appear under Unsent — no email has been sent to them for this Event — but they are not eligible to receive one now. If the two numbers differ by more than you expect, open the Unsubscribed list to see who has opted out.

!!! note "Sending is not offered from the Unsubscribed list" The Send action is deliberately unavailable when you open the Unsubscribed category, because none of those people can receive email. You can still view, copy, print and export that list.

Tips & Best Practices

  • Check Emails Sent before you chase people. If someone says they never got an invitation, confirm an email was actually sent to them before assuming a delivery problem.
  • Compare Total Recipients with Emails to Send every time. A large gap is the fastest signal that part of your audience cannot be reached.
  • Act on Bounced promptly — correct or remove a failing address so it stops costing you delivery.
  • Treat Spam reports as urgent even in small numbers; they can affect deliverability for your whole organization.
  • Do not chase individuals based on Unopened. Image blocking makes it unreliable for any one person. Follow up directly instead.
  • Send a message a few days before your Event — it surfaces bad addresses while there is still time to fix them.