Email notifications
What Carrier Stash sends by email, when it goes out, and how to control it. Org Admins manage notification settings and templates for the whole organization; a Library Owner can also customize them for their own library. Email notifications are included on every plan.
Every email Carrier Stash sends
The short answer to “does it email people automatically?” — yes, for loan reminders, @mention alerts, and billing warnings; the waitlist email is the one that’s always a person pressing a button.
| Who receives it | What triggers it | Automatic or manual? | |
|---|---|---|---|
| Due-soon reminder | The caregiver on the loan | An open loan is 2 days from its due date | Automatic — can also be sent by hand |
| Overdue reminder | The caregiver on the loan | An open loan is 1, 4, and 7 days past due (up to three automatic sends) | Automatic — can also be sent by hand |
| Waitlist available | The next caregiver on a carrier’s waitlist | A staff member chooses Notify on the waitlist entry | Manual only — the app never emails the waitlist on its own |
| Mention | The staff member who was @mentioned | Someone @mentions them in a note (@mentions are Starter and up) | Automatic |
| Over plan limit | Every Org Admin | The organization goes over its plan’s limits | Automatic |
| Trial expiring | Every Org Admin | An active trial is 7 days or less from ending | Automatic |
The app checks for due-soon and overdue reminders every hour, and queued emails go out within a few minutes. Billing warnings are checked once a day rather than hourly. Reminders reference the loan’s due date as a plain calendar date — there’s no time-of-day in the message, so nothing shifts with a timezone.
Account emails (always on)
These are about a person’s sign-in account, not lending. They’re sent by Carrier Stash itself and can’t be edited or turned off:
| When it’s sent | |
|---|---|
| Email verification | Signing up for an account |
| Invitation | Being invited to an organization (this doubles as email verification) |
| Password reset | Requesting a password reset |
| Email change confirmation | Changing the email on an account |
Send one by hand
Two buttons send a templated email immediately, whether or not the automatic version is switched on:
- Send reminder on a loan (shown as Remind in loan lists) — the app picks the overdue or due-soon wording based on the loan’s state.
- Notify on a waitlist entry — sends the waitlist-available email to that caregiver.
Both use the same templates as the automatic emails, and both add an entry to the loan’s or waitlist entry’s contact log, so your outreach history stays in one place. The button reports Queued — the email itself goes out within a few minutes.
Turn a type on or off
Each notification type has an on/off switch, saved alongside its template:
- Organization-wide — an Org Admin, in the organization’s Settings → Notifications. This is the default for all your libraries.
- Per library — an Org Admin or that library’s Library Owner, on the library’s Settings → Notifications tab. A library’s setting overrides the organization’s for that library.
New organizations start with every type switched on. Switching a type off stops the automatic sends only — the manual Send reminder and Notify buttons keep working. The two billing emails (over limit, trial expiring) speak for Carrier Stash rather than your organization, so they can’t be edited or turned off.
Edit the templates
Every type ships with a sensible default, so a brand-new organization sends good email with zero setup. To customize:
- An Org Admin edits the subject and body of each type in the organization’s Settings → Notifications — this becomes the default for all the organization’s libraries.
- A Library Owner (or Org Admin) can override a template for one library on the library’s Settings → Notifications tab, and can switch back to Use organization default at any time.
Only the subject and body are editable — the sending address and footer are handled for you. As you type, a live preview shows the email with sample values filled in, and Send test emails the draft to you (or any address you enter) so you can see the real thing before saving.
Templates use merge tags — placeholders that are replaced with real values at send time. A template that uses a misspelled or unavailable tag is rejected when you save, so a typo can never reach a caregiver.
| Merge tag | Renders as | Available in |
|---|---|---|
{{caregiver_first_name}} | The caregiver’s first name | Due-soon, Overdue, Waitlist available |
{{carrier_name}} | The carrier’s brand, model, and variant | Due-soon, Overdue, Waitlist available |
{{carrier_id}} | The carrier’s ID number | Due-soon, Overdue, Waitlist available |
{{due_date}} | The loan’s due date | Due-soon, Overdue |
{{days_overdue}} | How many days past due the loan is | Overdue |
{{user_first_name}} | The mentioned staff member’s first name | Mention |
{{mentioned_by}} | Who wrote the note | Mention |
{{note_excerpt}} | The text of the note | Mention |
{{link_url}} | A link to the note | Mention |
{{org_name}} | Your organization’s name | All four |
{{library_name}} | The library’s name | All four |
{{reply_to_email}} | The reply-to address | All four |
Who the email comes from
All notification email is sent by Carrier Stash from its own sending address, notify@notify.carrierstash.com, with your organization’s name in the sender — recipients see “Your Organization Name via Carrier Stash”. Replies go to your organization’s account owner email address, so a caregiver who hits Reply reaches you, not us. The sending address, sender name, and reply-to are set for you and aren’t editable.
Opt-outs and missing emails
- The caregiver newsletter opt-out never stops these emails. Loan reminders and waitlist alerts are about a specific loan or hold, not marketing — so they send regardless of a caregiver’s marketing opt-out flags.
- A caregiver needs an email on their record. No email on file means no send — the automatic reminders skip the loan quietly, and the manual buttons tell you why.
- Bounced addresses are suppressed automatically. If an address hard-bounces, Carrier Stash stops sending to it to protect deliverability. Fix the address on the caregiver’s record to resume.