How to Track Email Activity and Engagement Using the Email Log

The Email Log feature in Participantlogic provides real-time visibility into all email activity across your project. In addition to monitoring delivery statuses, the system now automatically tracks recipient engagement by recording every time a recipient clicks on a link within your emails.

This guide explains where to locate the Email Log and how to use its tools to monitor message deliverability and subscriber interaction.

How to Access the Email Log

1. Log in to Participantlogic. (Image)

2. On the left sidebar menu, navigate to:

   Reports > System Reports > Email Log

What You Can Do with the Email Log

1. Monitor Real-Time Performance (KPI Dashboard)

At the top of the Email Log page, you will find a summary dashboard displaying key metrics for the selected project:

• Total Sent: The total number of emails dispatched.

• Opened: The number and percentage of emails opened by recipients.

• Clicked: Tracks link engagement within your emails. Every time a recipient clicks a hyperlink inside a message, the system logs the interaction and updates your Click-Through Rate (CTR).

• Hard Bounced: Emails that failed delivery due to permanent issues (e.g., invalid or non-existent email address).

• Soft Bounced: Emails that failed delivery temporarily (e.g., full mailbox or server downtime).

• Rejected: Emails explicitly rejected by the SMTP server.

  Note on Link Tracking: Link tracking is fully automated. When recipients click any link within your project emails, the system securely registers the click event in real time and updates the Clicked metric automatically.

2. Search and Filter Email Records

Below the KPI cards, you can narrow down your data using the filter controls:

• Start Date / End Date: Select a date range to view emails sent during a specific timeframe.

• Email Template: Filter the log by a specific email template (e.g., registration confirmations, reminders).

• Search Bar: Use the search field under Email Records to quickly locate entries by recipient name, email address, or subject line.

• Reset Filters: Click this button at any time to clear your selections and return to the full list.

3. Audit Individual Email Records

The Email Records table provides a granular view of every email sent:

• ID: The unique system identification number for the email dispatch.

• SENT: The exact date and timestamp when the email was processed.

• RECIPIENT & NAME: The email address and name of the recipient.

• SUBJECT: The subject line of the email.

• TEMPLATE: The ID and name of the template used.

• STATUS: The current state of the email (e.g., Opened, Hard Bounce).

• OPEN TIME: The timestamp of when the email was opened by the recipient.

• SOURCE: Displays the module or origin from which the email dispatch was triggered (e.g., Form).

• TRACKED LINKS: Displays the specific links within the email clicked by the recipient, along with click activity logs.

Please note that the "RE-SEND EMAIL CONFIRMATION & PDF" option located in the Participant Summary display is not yet integrated with the new tracking system. Emails dispatched using this button will not be recorded in the Email Log or dashboard metrics at this time. This feature will become fully available in an upcoming system update.