Track Incoming Emails Automatically (Receiving Domains)

Overview

BetterUnite can automatically log emails as Activities when you include your organization’s unique tracking email address on a message—typically using BCC. This keeps your communication history connected to donors and contacts without requiring manual data entry.

What this does

When email tracking is enabled, BetterUnite will automatically:

• Receive a copy of the email you send (or forward) to your tracking address

• Create a new Email Activity in your BetterUnite account

• Store the email content and metadata in your organization’s activity timeline

This makes it easy to see email communication alongside other interactions in BetterUnite.

Your organization’s unique tracking address

Each organization has a unique tracking email address, which you can find on the Settings page. It looks like this:

track+org_<your-token>@inbox.betterunite.com

This address is exclusive to your organization. Any email sent to it is treated as a trackable inbound email.

How to use it (recommended workflow)

1. Compose an email in Gmail, Outlook, or your preferred email client.

2. Add your tracking address to BCC (recommended) or To/CC.

3. Send the email as usual.

4. BetterUnite automatically logs the email as an Activity.

Tip: Using BCC keeps the tracking address hidden from recipients.

Common use cases

• Automatically log one-to-one donor or constituent emails

• Track ongoing email threads by including or forwarding to the tracking address

• Keep staff email communication recorded in BetterUnite without copy-and-paste

Forwarding emails to log them

If you forgot to include the tracking address when sending an email, you can still log it:

• Forward the sent email (or a reply) to your tracking address, or

• Include the tracking address on the next message in the thread

BetterUnite will log the forwarded or subsequent email as a new Activity.

Best practices

• Save the tracking address as a contact (for example, “BetterUnite Email Tracker”)

• Use BCC by default

• If multiple staff members send emails, everyone can use the same organization tracking address (unless your internal policy requires otherwise)

Notes & limitations

• Emails must be successfully delivered to the tracking address to be logged.

• Attachment handling and formatting depend on your organization’s configuration.