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User GuidesEmail Notifications Guide

Email Notifications Guide

Get notified via email when new feedback is submitted to your projects.

Overview

Email notifications send automatic alerts when:

  • ✅ New feedback is submitted via widget
  • ✅ New feedback is submitted via API
  • ❌ Feedback status changes (not currently supported)

Plan Limits

PlanEmail AddressesTopic Selection
FREE1 address❌ No
STARTER5 addresses✅ Yes
PRO20 addresses✅ Yes

Accessing Email Settings

  1. Sign in to Miniback dashboard
  2. Go to Settings → Notifications
  3. Find “Email Notifications” card

Adding Email Addresses

Step 1: Add New Email

  1. In the “Add Email Address” field, enter email
  2. Click “Add Email” button
  3. Email appears in the list below

Valid emails:

user@example.com ✅
team@company.org ✅
feedback-alerts@domain.com ✅

Invalid:

notanemail ❌
@example.com ❌
user@@ ❌

Step 2: Configure Topics (STARTER+)

For each email address, choose which events trigger notifications:

Available topics:

  • Feedback Created: New feedback submitted
  • Feedback Status Changed: Status updated (coming soon)

Configuration:

  1. Click on email to expand settings
  2. Toggle topic checkboxes
  3. At least one topic must be selected
  4. Saves automatically

Step 3: Enable Notifications

  1. Toggle the switch next to email address to ON
  2. Email immediately starts receiving notifications

Managing Email Addresses

Enabling/Disabling

Individual email:

  • Toggle switch next to email address
  • OFF = paused (no notifications sent)
  • ON = active (notifications sent)

All emails:

  • Use “Enable all” toggle at top of card
  • Quickly enable/disable all addresses at once

Editing Topics

  1. Click on email address to expand
  2. Toggle topics on/off
  3. Changes save automatically
  4. Must have at least one topic enabled

Removing Emails

  1. Click on email to expand
  2. Click “Remove” button
  3. Confirm removal
  4. Email deleted immediately

Note: Removed emails stop receiving notifications instantly.

Notification Format

Email Structure

From: Miniback Notifications <notifications@miniback.io>
Subject: 🔔 New Feedback Received - [Project Name]

New feedback has been submitted to your project "[Project Name]"

Message:
[Full feedback content]

Details:
- Email: [user email if provided]
- URL: [submission URL if provided]
- Submitted: [timestamp]
- Project: [project name]

View in Dashboard: [link]

Frequency

  • Real-time: Sent immediately upon submission
  • No batching: Each feedback = separate email
  • No digest: Coming in future versions

Testing Email Notifications

Step 1: Configure Email

  1. Add your email address
  2. Enable it (toggle ON)
  3. Select notification topics

Step 2: Send Test

  1. Click “Send Test” button in Email Notifications card
  2. Check your inbox (and spam folder)
  3. Should receive test email within 1 minute

Step 3: Test with Real Feedback

  1. Visit your website with widget
  2. Submit test feedback
  3. Check email inbox
  4. Should receive notification

Troubleshooting test:

  • Check spam/junk folder
  • Verify email address is correct
  • Ensure toggle is ON
  • Wait 2-3 minutes for delivery

Understanding Topics

Feedback Created

Triggers when:

  • User submits feedback via widget
  • Feedback submitted via API
  • Any new feedback creation

Use for:

  • Immediate awareness of new submissions
  • Real-time team alerts
  • Customer support notifications

Feedback Status Changed (Coming Soon)

Will trigger when:

  • Status changes: NEW → REVIEWED
  • Status changes: REVIEWED → RESOLVED
  • Any status update

Use for:

  • Team coordination
  • Progress tracking
  • Resolution notifications

Best Practices

Email Organization

Team notifications:

team@company.com (all topics)

Individual tracking:

john@company.com (feedback created only)
sarah@company.com (status changes only)

Department routing:

support@company.com (all feedback)
product@company.com (feedback created)

Avoiding Inbox Overload

For high-traffic projects:

Option 1: Filtered emails

  • Use Gmail filters to auto-label
  • Set up Outlook rules
  • Create dedicated “Feedback” folder

Option 2: Slack instead

Option 3: Limited recipients

  • One team email instead of individual emails
  • Reduces duplicate notifications
  • Centralizes alerts

Email Filters

Gmail filter example:

From: notifications@miniback.io
Label: Miniback/Feedback
Skip Inbox (Archive it)
Mark as read

Outlook rule example:

From: notifications@miniback.io
Move to: Feedback folder
Categories: Miniback

Plan Comparisons

FREE Plan

Limits:

  • 1 email address
  • All topics enabled (can’t customize)
  • Basic notifications

Good for:

  • Solo developers
  • Personal projects
  • Getting started

STARTER Plan

Benefits:

  • Up to 5 email addresses
  • Topic customization per email
  • Multiple team members

Good for:

  • Small teams
  • Multiple stakeholders
  • Department routing

PRO Plan

Benefits:

  • Up to 20 email addresses
  • Topic customization per email
  • Large team coverage

Good for:

  • Enterprise teams
  • Multiple departments
  • Extensive routing

Common Use Cases

Solo Developer

Email: dev@example.com
Topics: Feedback Created
Enabled: ON

Small Team (3 people)

Email 1: product@company.com
Topics: Feedback Created
Enabled: ON

Email 2: support@company.com
Topics: Feedback Created, Status Changed
Enabled: ON

Email 3: dev@company.com
Topics: Feedback Created
Enabled: ON

Department Routing

Email 1: frontend@company.com
Project: Website Feedback
Topics: All

Email 2: backend@company.com
Project: API Feedback
Topics: All

Email Deliverability

If Emails Not Arriving

Check spam folder:

  • Miniback emails may be flagged initially
  • Mark as “Not Spam”
  • Add to contacts

Whitelist sender:

Add to whitelist: notifications@miniback.io
Domain: miniback.io

Corporate email filters:

  • Contact IT to whitelist domain
  • Check corporate spam policy
  • Request external sender approval

Delivery Times

Typical:

  • Instant to 1 minute
  • Depends on recipient’s email provider
  • No delay on Miniback’s side

If delayed:

  • Check email provider status
  • Verify recipient address correct
  • Try different email provider

Troubleshooting

Not receiving emails:

  1. Check spam/junk folder
  2. Verify email address spelling
  3. Confirm toggle is ON
  4. Check topic selection (must have at least one)
  5. Test with “Send Test” button

Receiving too many emails:

  1. Disable less critical addresses
  2. Use Slack integration instead
  3. Set up email filters/rules
  4. Consider digest option (coming soon)

Emails to wrong address:

  1. Check email list in settings
  2. Remove incorrect address
  3. Add correct address
  4. Test with “Send Test”

Can’t add more emails:

  • Check plan limit (1/5/20)
  • Remove unused addresses first
  • Or upgrade plan

Security & Privacy

Email Content

Notifications include:

  • Feedback message content
  • User email (if provided)
  • Submission URL
  • Project name

Privacy considerations:

  • Don’t forward to unauthorized recipients
  • Use work emails, not personal
  • Follow company data policies

Unsubscribing

To stop receiving notifications:

  1. Toggle OFF email in settings
  2. Or remove email address entirely
  3. Changes take effect immediately

Note: No “Unsubscribe” link in emails (use dashboard to manage)

What’s Next?

Need help? See Troubleshooting or contact support.

Last updated on
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