# RecruitAffiliates.ai notifications and emails Which RecruitAffiliates.ai updates appear in the app, which ones arrive by email, and how delivery preferences work. RecruitAffiliates.ai keeps one notification timeline for product events such as completed scans, replies, agreed deals and hand-offs. Every signed-in teammate gets their own read state. Marking an item read for you does not mark it read for anyone else. Email preferences never remove an item from this timeline. If you turn off a progress email, the matching update still appears under **Notifications**. ## What RecruitAffiliates.ai emails Progress and reminder emails are optional: - Welcome and first-scan guidance. - Weekly scan results, with up to three names taken from that completed scan. The count is new affiliates only, not everything the scan saw again. A week with no new affiliates sends no email at all. A week with fewer than five is called a quiet week, and the email says the next scan runs in 7 days. The subject is the count, for example "3 new matches this week". The bell under **Notifications** says the same. - A reply from a person. An out-of-office or an unsubscribe shows up under **Notifications** only. - Agreed-deal updates. - A note when a partner is set up in AffiliateRail. - Nudges during the trial, a check-in five days before it ends, and a reminder the day before. They are described below. - The morning email, below. A found email address shows up under **Notifications**, not by email: you've just seen it on screen. Messages that protect access or explain a billing state are required. The partner invitation, the trial-ended notice and a paused campaign stay on so the recipient can recover. One refused address inside a running campaign is a notification, not an email. A permanent address suppression still stops every transport path. Each message has one main action. Trial reminders name the exact end date and confirm that no card was taken. If your account runs more than one brand, a scan email's button opens the brand that was scanned, whichever brand you had open last. So does **Open** in the bell. Notifications written before 9 October 2026, and ones about your whole account such as the trial ending, still open the page they always did. ## Emails during your trial Your trial lasts 14 days. We email you on day 0, 2, 4, 9 and 13. Day 0 is signup. Each email asks for one step. - **Day 0, the welcome.** It says when your trial ends and which step to take first, so you know where to start when you sign in. - **Day 2, nothing saved yet.** It says how many matches are ready and lists the top five creators, writers and sites that could promote your product. - **Day 4, saved but no campaign yet.** It says how many you've saved and asks you to launch your first campaign, plus new matches from the day-4 scan. - **Day 9, five days left.** It gives the end date and how many emails have gone out, and says follow-ups due after the trial need a plan. - **Day 13, the day before your trial ends.** It says your account becomes read-only tomorrow and nothing is charged, plus how many emails have gone out. Three more depend on what you've done: - **Setup isn't finished.** Sent a day after you started. - **No mailbox yet.** A day after your first save, if no mailbox is connected. Your emails go from your own mailbox. - **Your campaign hasn't started.** A campaign in draft for a day, or one started a day ago that hasn't sent an email yet. Each comes once. The nudges carry your trial's end date and go only to the person who started the trial, never to the rest of your team. If you've already done the step, we skip the email, even when it was waiting for the morning. Chosen a plan? Then the day-9 and day-13 emails stop too. The nudges and the day-9 email belong to **Setup tips and trial reminders**, so you can turn them off in your email preferences. The day-13 email always sends. So does the trial-ended email, which also says you can still answer replies and export once for 14 days. On days 2, 4, 9 and 13, you get the reminder and no morning email. If the step is already done, the morning email comes as usual. ## How often we email you We don't want your inbox to fill up. Some emails come the moment something happens, at any hour. The welcome, your first scan, a reply, an agreed deal, a partner set up, the trial-ended notice and a paused campaign all work this way. Three rules cover the rest: the weekly scan results, your YouTube creators, the trial nudges and the day-9 check-in. The day-13 reminder always sends. No rule holds it back. - At most one a day, counted on your own calendar day. - At most three in any seven days. - None between 9 pm and 8 am, in the timezone set on your account. An email held back by a rule isn't lost. It waits for the next slot and goes then. If it would arrive too late to matter, we skip it. A trial reminder is never held past the end of your trial. Once you've chosen a plan, trial reminders stop. One that was waiting is skipped, not delayed. The morning email follows its own switch, so it never uses up one of the three. ## Emails about your plan, scans and sending These go to the account owners only. They are required, so no preference turns them off, and the sending-rule limits never hold them back. - **Payment received.** A receipt after each payment: the amount, your plan and the period it covers. The amount is what Stripe charged on that invoice, so a coupon or a part-month adjustment shows as charged. Stripe's own receipt email is off, so this is the one you get. - **Your inbox disconnected.** It names the inbox and says whether the campaign kept sending from your other inboxes or paused because that was the last one. Either way, reconnect it and sending picks up. - **Your plan is paused.** The date it starts again, that nothing is charged until then, and that the account is read-only meanwhile. - **Your plan changed.** An upgrade is live at once and is charged for the days left in the period. A downgrade names the day it starts and changes nothing before it. - **Your plan is cancelled.** The day access ends, what happens after, and how to come back. A cancelled trial says nothing was charged. - **Your annual plan renews soon.** One email, 30 days before the renewal date, with the plan, the date and the price. - **Your scan stopped.** A first scan or a weekly scan failed or got stuck. It gives the reason and says where to try again. A search you ran yourself shows its failure on screen instead. - **An inbox was slowed.** Three of its last 50 first emails bounced, so it sends 10 first emails a day until clean sends push the bounces out. - **An inbox was paused.** Someone marked one of its emails as spam, or more than 2 in 100 of its emails bounced in a day. Its emails wait until you press **Resume** on **Inboxes**. - **A campaign was paused to protect your domain.** Too many bounces, or a spam complaint. It says what to check before you resume. - **Your sending is paused.** Support paused sending on the account. Reply to find out why. - **Your email finds are running low.** An email find is when we look up an affiliate's address for you. When 80% of the period's finds are used, you get one email, for example "30 email finds left until 1 November 2026". It names the day your allowance starts again, or the day your trial ends. One per period, and none on a plan with unlimited finds. ### Account security When you change your password or email, or sign in on a new device, from RecruitAffiliates.ai, the email comes from RecruitAffiliates.ai. It links to its own Security tab. AffiliateRail sends its own version only when you act inside AffiliateRail. ## The morning email The morning email is the Today screen in your inbox: the same five lines, each with one link. - **When.** 8am on weekdays, on your account's clock. Nothing at the weekend. - **Only when something changed.** If you have no new matches, no replies, no deal to add and nobody gone quiet, we don't send it. Your credit balance alone never makes an email. - **The subject says what's inside.** For example, "3 new matches, 2 replies waiting". When only one line has news, the subject is that line. - **No repeats.** New matches count from your last visit to Today or your last morning email, whichever is later. You won't read the same news twice. - **One a day.** However often the job runs, each person gets at most one per day. - **One email for every brand.** If your account runs more than one brand, you still get one morning email. Each line adds up all your brands, and the email names them. Each link opens the brand with the most news on that line. It's on while your trial runs and on a paid plan. It stops when a trial ends, and starts again when you choose a plan. You don't need to change anything for either. **Your timezone.** The first time you open Today, your browser tells us your timezone and we keep it for your whole account, every brand included. If your browser doesn't say, we use London time until you change it. An owner or an admin can pick another in **Settings > Notifications**. **Brand > Targeting** shows which one is in use. **Turn it off.** Untick **Send me the morning email** in **Settings > Notifications**. It turns off yours only, and your teammates keep theirs. The "Choose which emails you get" link at the bottom of every morning email works too. ## Choose your emails in Settings Go to **Settings > Notifications** to switch each kind of email on or off. Every switch is yours, so your teammates keep their own. - **Replies and deals.** On by default. We email the moment a creator replies or a deal is agreed, at any hour. The three-a-week limit never holds these back. - **The morning email.** On by default, with its own switch and timezone. It never uses up one of the three. - **Weekly new matches.** One email a week at most, when the scan found someone new. - **Setup tips and trial reminders.** The nudges. Three a week at most, and none between 9 pm and 8 am. - **Weekly team summary.** Off until you turn it on. See below. Receipts, security emails, plan changes, a failed scan, an inbox problem and a paused campaign aren't on the list. They always send, because they're about your account, your money or your sending. These switches and the link below are the same setting. Turn one off in either place and the other shows it off too. A spam report locks the switches, and replying to any email from us turns them back on. ## The weekly team summary A short email on Monday mornings about last week. It's off until you turn it on in **Settings > Notifications**. Each teammate chooses for themselves, and viewers can turn it on too. - **Replies.** How many people answered, and the first five names. A person who replied twice counts once. Only real answers count, like interest, a question or "not now". - **New partners.** Deals that became active last week, with their names. - **Goals.** Each goal you've set, with the team's count so far in its period. This part is left out if you have no goals. It never counts emails sent or opened, and it never splits the numbers by teammate. If last week had no replies, no new partners and no goals, we don't send it. To stop it, use the switch in Settings, or press the turn-off link at the bottom of the email. That link works without signing in. It doesn't come while your account is being deleted, or after a trial has ended. ## The "Choose which emails you get" link Every optional email ends with this link. It opens a page with no sign-in. Each kind of email has its own tick box. They cover replies and deals, the morning email, weekly new matches, follow-up reminders, setup tips, trial reminders and the weekly team summary. Untick one and save. The others carry on. It only ever changes RecruitAffiliates.ai email. AffiliateRail is a separate product with its own email choices, so turning something off here never turns anything off there, and the other way round. The one exception is a spam report: if you mark one of our emails as spam, we stop writing to that address from both products. Account emails, a failed payment and the day your trial ends always send. ## Low provider balance RecruitAffiliates.ai pays three outside services to do its work: DataForSEO for website searches, OpenRouter for the AI that reads pages, and Hunter for finding and checking email addresses. Each is paid in advance, so it can run out. Once an hour we check each balance. When one drops below its warning line, the owners of the account that runs RecruitAffiliates.ai see an in-app notice: - It names the service, what's left and where the warning line sits. - The lines are about 20 scans for DataForSEO and OpenRouter, and ten email lookups for Hunter. - It arrives at most once a day for each service. - It's in-app only. It's never an email, and a customer never sees it. If the notice keeps coming back, top that service up before scans or email finding start failing. ## Duplicate protection RecruitAffiliates.ai claims a delivery before it calls the email provider. The claim combines the organization, recipient, message and occurrence. A weekly scan uses that scan's ID, a reply uses the message ID, and a deal or a hand-off uses its own committed ID. The morning email uses your account's first brand and the date on your account's clock. A first scan uses its brand and the hour, so when two of your brands finish their first scans in the same hour, each one still gets its own email. This stops a retry sending the same email twice without stopping next week's scan or the next independent reply. A plan upgrade, a downgrade and a cancellation use the change itself as the claim. Pressing the button twice sends one email. Welcome guidance is grouped within an hour. So is each brand's first-scan guidance. A second event in that hour makes no copy. If the provider definitely refuses a message, the owner sees a failed-delivery notification and can retry the same claim after fixing the cause. If the outcome is uncertain, RecruitAffiliates.ai does not guess and send again. It waits for provider reconciliation. ## Partner invitations A partner invitation is created only from a committed AffiliateRail hand-off. The email uses the program identity and the hand-off ID as its occurrence. A rolled-back hand-off and a deal tracked elsewhere create no invitation. The invite link lasts 30 days and opens more than once, because some mail filters open every link before the person does. It never signs anyone in. It opens the portal's sign-in page with the partner's email filled in, and the portal emails them a fresh code. If the link has expired before delivery, a new one replaces it. Retrying the email doesn't recreate the partner, change the agreed terms or change the commission rule. ## Retention RecruitAffiliates.ai does not copy prospect details into analytics. Event metadata contains record IDs and status facts, never message bodies, email addresses or domains. Inbound message bodies expire after 30 days. The matching notification copy expires with the body. Delivery claims and receipts stay so a later replay cannot send an old message again. ## Coming soon Before we look an address up anywhere else, we'll read the creator's own site first: their contact page, their work-with-me page and their media kit. A personal address the creator published themselves, such as a Gmail on their contact page, is kept and marked as personal, never thrown away. Every address is stored with the page it was read on and the date, and we never guess one.