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Procore Support (en-au)

How do I ensure that Procore emails reach the recipients?

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Background

A common concern of many customers is ensuring that their emails are not accidentally flagged as spam by a recipient's email filters and consequently do not reach a recipient's inbox. Since timely and reliable email correspondences are a critical component of managing any construction project, it's important to properly understand Procore's own anti-spam techniques, as well as the additional measures that you can employ to ensure reliable communication with all parties. 

Answer

Since there is no way to control how an email recipient configures their email filtering settings, it's impossible to guarantee that an email will always reach a recipient's inbox instead of their own spam folder. However, there are certain anti-spam techniques and best practices that can help ensure that your emails are not accidentally filtered out. 

Procore's Anti-Spam Techniques

  1. Procore leverages the technology of SendGrid for the reliable distribution and delivery of all emails from the Procore system. SendGrid is one of the world's largest Email Infrastructure as a Service providers that specialises in reliable and secure email delivery for many of today's top SaaS companies including Pinterest, Spotify and Uber.

  2. Procore uses a dedicated IP address for sending emails which means we maintain total control of its use and reputation. (Note: To request the IP address, please contact your Account Manager.) In contrast, the use of shared IPs for sending emails could result in lower performance and reliability because sent emails could be negatively affected by another sender's email activity. (See Shared and Dedicated IPs: Which should you choose?)

User Anti-Spam Techniques

  1. If emails from Procore are being flagged as spam, contact the email recipient and have them add Procore's dedicated IP address to an email allowed list to ensure that emails sent from the specified IP address are not flagged as spam by their email filters. (See icon-external-link.png Add IP addresses to allowlists in Gmail for details)
  2. If you suspect that users may not have received an email sent from Procore, contact them directly via a phone call or personal email to follow-up with them directly. Always be proactive and confirm that users are receiving emails from Procore in the beginning phases of a project. The email recipient may need to change their personal or company's spam filters accordingly to explicitly allow emails from Procore.