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Communications

Video walkthrough: Watch on Loom (link coming soon)
Communications is where you see and shape the email BreederBuddy sends for you. The Activity tab shows every automated email that went out on your behalf and whether it was delivered, and the Templates tab is where you make those emails sound like you.

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What You Can Do Here

  • See every automated email BreederBuddy sent on your behalf, newest first
  • Check whether each email was delivered, and spot bounces or failures that need attention
  • Search by recipient or subject, and filter to emails sent to buyers or alerts sent to you
  • Export your email activity to a spreadsheet
  • Rewrite the automated emails: subject, heading, message and sign-off
  • Add details that fill in for each buyer, like their first name or the waitlist name
  • See the real email as you type, and send yourself a test

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How It Works

Go to Communications in the left menu (under Customers). The page has two tabs across the top: Activity and Templates.

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Activity

The Activity tab answers “did that email actually go out?” Every automated send appears here grouped by day — what kind of email it was, who it went to, the subject, and a delivery status badge such as Sent, Delivered, Opened, Clicked, Delayed, Bounced, Marked spam, or Not sent.
  • Click Needs attention to see only emails that bounced, were marked as spam, or failed. A bounced address usually means a typo — click View contact on that row and fix the email.
  • Use the recipient dropdown to switch between All recipients, To your buyers, and To you.
  • Type in Search by email or subject to find a specific email.
  • Click Export to download the current view as a spreadsheet.
  • Tracking started August 24, 2026 — emails sent before then won’t appear.

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Templates

Templates are the emails BreederBuddy sends for you at key moments, and you can rewrite every one of them. They’re grouped by category:
  • Applications: Application received (when someone submits one of your forms)
  • Waitlists: Added to a waitlist (when you add someone to a waitlist that doesn’t take a deposit) and Waitlist deposit receipt (after a buyer pays a waitlist deposit)
  • Payments: Invoice (when you send an invoice) and Payment receipt (after a buyer pays an invoice, or when you record a payment and send a receipt)
To change one:
  1. Click the Templates tab.
  2. Click the email’s name to open it. Emails you’ve already changed show an Edited badge.
  3. Change any of the four parts:
    • Subject: the subject line your buyer sees in their inbox.
    • Heading: the line above your message. Leave it empty for no heading.
    • Message: everything from the greeting down. You can add photos, links, lists and bold text.
    • Sign-off: the closing lines. Leave it empty for none.
  4. To add a detail that fills in for each buyer, click + Field next to the subject or heading, or one of the Insert buttons above the message and sign-off. First name, Full name, Kennel name and Your first name work in every email; some emails add Waitlist name, Invoice title, Amount or Form name.
  5. Check What your buyer gets on the right. It’s the real email, filled in for a sample buyer named Sarah, and it updates as you type.
  6. Click Send me a test to get it in your own inbox, then click Save.
The pay button, receipt details and buyer portal button are added under your message by BreederBuddy, so they’re always there. Use our wording puts BreederBuddy’s standard words back in the form (click Save to keep them).

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Tips & Common Questions

Check the Activity tab. Every automated send shows a delivery status — Delivered means their mail server accepted it, so ask them to look in their spam or promotions folder. If it Bounced, the address likely has a typo; fix it on the contact and resend from the original record (the invoice’s Resend Email button, the contract request’s resend button, or the envelope on their waitlist entry).
No. If you leave a template alone, BreederBuddy sends its standard wording. Changing it is optional, but it’s the easiest way to make these emails sound like your program.
Yes. The subject, heading, message and sign-off of all five emails on the Templates tab are yours to change. Only the pay button, receipt details and buyer portal button are fixed, and BreederBuddy adds those for you. There’s no separate approval email. When you approve someone onto a waitlist, they get the Added to a waitlist email (or a deposit request), so put your welcome there.
Yes. Open Added to a waitlist and change the subject, heading and message to the words you use, then click Save. The Waitlist name field still fills in the name of the specific list the buyer joined.
Yes, from Communications. On the Campaigns tab, click One-time emails, pick the waitlist, a litter’s buyers or everyone as the audience, and send. Emails go out from your own domain, which that tab helps you connect once. Campaigns walks through it, and one-time emails are on Pro.
At this time, automated emails for key events (payments, applications) are sent by default. If you have specific questions about a template, reach out via the chat below.
Click Cancel to throw away changes you haven’t saved. To go back to BreederBuddy’s standard email, click Use our wording, then Save.
Replies go to you, not to BreederBuddy, so you can answer the buyer directly from your own inbox.

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Still Have Questions?

We’re here to help. If something isn’t working the way you expect, or you’d like to have a discussion around a certain topic, please reach out to us anytime through the chat in the bottom right corner of your screen. Thank you.