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.