Email Notifications Setup
PhoneShield team
The people who build and run PhoneShield
Written and kept current by the team behind PhoneShield, a sister company of Byte Federal, whose staff spent years meeting scam victims at cryptocurrency ATMs with the scammer still on the line.
In this article
Introduction
Email is the simplest way to hear about the calls you did not take. Every message the front desk takes and every call your assistant handles can be sent to an address of your choice, with the same summary, caller number, callback number and reason you see in the Messages feed.
Messages, not voicemail
There are no audio attachments to listen through. Each email is a written note: what the caller wanted and how to reach them.
Why Use Email Notifications?
Right after the call
The email is sent as soon as the call ends:
- No need to open the dashboard to know someone called
- Works on every phone and computer you already use
- One email per message or assistant call
The whole note
Each email carries the same content as the Messages feed:
- A summary of what the caller needs
- The number they called from
- A callback number, if they gave one
- The reason they gave at the front desk
A record you can search
Email is easy to keep:
- Search your inbox for a name or a number months later
- Forward a note to someone else in one step
- Send to a shared address so a small team sees the same thing
Good for
Anyone who lives in their inbox and does not want another app
Small businesses that keep a shared office@ address
Family members keeping an eye on an older relative’s calls
Anyone who wants a searchable record of who called
Setting Up Email Notifications
- Open Integrations in your dashboard
It is in the dashboard menu.
- Find the Email card and click Connect
A short form opens.
- Enter the address to send to
It does not have to be your PhoneShield login address. A shared inbox or a family member’s address works too.
- Save
The card shows as connected and the next message is emailed.
Combine channels
Email can run alongside Telegram, Slack and a webhook. Each connected channel receives every note.
What You Receive
Two kinds of email, depending on who took the call:
Message left
Sent when the front desk took a message: in Do not disturb mode, or in Open mode when you did not pick up.
Subject: PhoneShield message from Sarah Johnson
Body: Sarah needs to move Thursday’s appointment to next week. Caller: +1 555 123 4567. Callback: same number. Reason given: reschedule an appointment.
Assistant call
Sent when your assistant handled the call in Receptionist mode, whether she saved a message or simply answered the caller’s question.
Subject: PhoneShield: Nora took a call from Michael Brown
Body: Michael asked whether you repair water heaters and wants a quote; he is free after 3pm. Caller: +1 555 987 6543. Reason given: quote for a repair.
What is not emailed
Blocked calls, calls declined at the front desk, and favorites who rang you straight through do not produce an email. They are in call history with their outcome and reason.
Organizing and Sharing
Filter them into a folder
In your email client, filter on the sender and the subject prefix “PhoneShield”:
- Move them to a “Calls” folder or label
- Star the ones with “message from” in the subject
- Mute the folder during focus time; the Messages feed still has them
More than one recipient
PhoneShield sends to one address. To reach several people:
- Use a group address or distribution list
- Use a shared mailbox everyone can open
- Or connect Slack for a channel the whole team reads
Troubleshooting
Not receiving emails
- Check your spam or junk folder and mark the sender as safe
- Verify the address on the Email card under Integrations
- Make sure the card shows as connected
- Check that the call actually produced a message: open it in call history
Emails arrive but look plain
- Some clients strip formatting; the content is the same in the plain-text version
- The Messages feed always has the full note and the conversation
Still stuck?
Write to us at support@phoneshield.ai with the time of the call and we will look at what happened.
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