Adoption Email Notifications

Adoption Confirmation Emails

When an adoption is completed, PawPlacer can automatically send a confirmation email to the adopter and a notification to your team. Both are controlled through Settings → Email Templates.

What Gets Sent

Adopter Confirmation

Sent to the adopter's email address. The default template includes:

• Adopter's name and a congratulations message
• Adoption details (reference ID, date, pet names)
• Pet details (breed, age, health, special needs)
• Payment summary (adoption fee, donation, total, payment method)
• Next steps and care tips
• Your organization's contact information

Team Notification

Sent to configured team members. The default template includes:

• Adopter name and email.
• Pet names and adoption date.
• Payment summary.

How It Works

1. Staff finalizes an adoption (or an adopter completes a public adoption).
2. If the Adoption Confirmation template is enabled, the email is automatically queued.
3. If the Adoption Team Notification template is enabled and auto-send is on, a team email is also queued.
4. Emails are processed and delivered within seconds.

Manual Sending

If automatic sending is disabled or an email needs to be resent:

1. Open the adoption record.
2. Click the dropdown menu and select Send Email.
3. Choose which email to send (adopter confirmation, team notification, or both, depending on which templates are enabled).

Customization

Customize both templates in Settings → Email Templates under the Outcome Confirmations group. You can:

• Edit the subject and body
• Use variables like {{adopter_name}}, {{pet_names}}, {{adoption_date}}, and {{payment_summary}}
• Preview the email with sample data
• Send a test email to verify formatting

Troubleshooting

If adopters report not receiving confirmation emails:

1. Check that the adopter has an email address in their profile.
2. Confirm the Adoption Confirmation template is enabled in Settings > Email Templates.
3. Ask the adopter to check spam or junk folders.
4. Check the template's Recent activity for delivery errors.