Skip to content
Tallyfy

Not receiving emails?

Not receiving emails from Tallyfy

When you or your guests stop receiving emails from Tallyfy, several things could be blocking delivery. Here’s how to fix it.

  1. Check email addresses are correct. Make sure emails are going to the right, active email address for you or your guests.

  2. Review notification preferences. Go to Settings > My Profile > Email Notifications and confirm the email types you want are turned on.

  3. Search spam and junk folders. Tallyfy emails sometimes land there. Mark any you find as “Not spam/junk” to improve future delivery.

  4. Ask IT to allowlist tallyfy.com. Your IT department can allowlist all emails from tallyfy.com so corporate spam filters don’t block them.

  5. Check quarantine systems. Make sure your organization’s quarantine or spam detection systems aren’t intercepting emails from tallyfy.com.

  6. Don’t use disposable email addresses. Temporary email services often block automated emails. Use an established email provider instead.

  7. Test with mail-tester.com. Use mail-tester.com ↗ to spot email server configuration problems that might block Tallyfy emails.

  8. Share guest task links directly. When a task is assigned to a guest, copy their guest link and send it via chat or text.

Allowlisting guides for IT teams

These official resources have step-by-step instructions:

Troubleshooting Microsoft email systems

Microsoft email systems (Outlook.com, Hotmail, Office 365, Exchange Online) use aggressive spam filtering that sometimes blocks legitimate emails. Here’s how to diagnose and fix these issues.

Microsoft’s two email systems

Microsoft runs two separate email infrastructures - knowing which one applies to you matters:

Consumer services (Outlook.com, Hotmail, Live, MSN):

  • Personal accounts ending in @outlook.com, @hotmail.com, @live.com, @msn.com
  • Sender reputation tracked through SNDS (Smart Network Data Services)
  • Users can mark emails as spam or not spam

Business services (Office 365, Exchange Online, Microsoft 365):

  • Corporate and educational domains like @yourcompany.com or @university.edu
  • Uses Exchange Online Protection (EOP) spam filtering
  • Managed by your organization’s IT administrators

The troubleshooting steps differ depending on which system is blocking your emails.

Consumer services - Checking sender reputation

If emails aren’t reaching Outlook.com or Hotmail addresses, check Tallyfy’s sending reputation:

Microsoft SNDS portal:

  1. Visit SNDS ↗[1]
  2. Sign in with a Microsoft Account
  3. Request access to Tallyfy’s sending IP addresses
  4. Check daily traffic light indicators (green = good, yellow = warning, red = blocked)
  5. Monitor spam complaint rates and trap hits

What the indicators mean:

  • Green: Good reputation - emails should deliver normally
  • Yellow: Some issues detected - delivery may be degraded
  • Red: Significant problems - emails likely blocked
  • Trap hits above zero: Emails sent to inactive addresses (list hygiene issue)
  • Complaint rate above 0.1%: Users marking emails as spam

SNDS only covers consumer services - it won’t help diagnose Office 365 issues.

Business services - Working with IT administrators

Office 365 and Exchange Online filtering happens at the organization level. Your IT admin has tools to diagnose why Tallyfy emails aren’t arriving:

Message Trace (primary diagnostic tool): Your IT admin can run Message Trace in the Exchange Admin Center to see:

  • Whether Tallyfy emails reached Microsoft’s servers
  • Spam Confidence Level (SCL) scores assigned to emails
  • Which filtering rules blocked delivery
  • Whether emails went to inbox, junk folder, or quarantine

Typical findings:

  • SCL 5-6: Marked as spam, delivered to Junk folder
  • SCL 7-9: High confidence spam, quarantined or rejected
  • Authentication failures: SPF, DKIM, or DMARC checks failed
  • Policy blocks: Organization rules preventing delivery

What IT can do to allow Tallyfy emails:

  1. Add tallyfy.com to the Tenant Allow/Block List
  2. Create a Mail Flow Rule to bypass spam filtering for Tallyfy
  3. Add to organization-wide Safe Senders list
  4. Adjust anti-spam policy thresholds
  5. Release emails from quarantine and mark as not spam

Checking authentication status

Microsoft requires proper email authentication for bulk senders. Here’s how to verify Tallyfy’s authentication works:

Using mail-tester.com:

  1. Visit mail-tester.com ↗[2]
  2. Note the test email address provided
  3. Send a Tallyfy email to that address (create a test task assigned to yourself)
  4. Check your score (should be 10/10)
  5. Review any authentication issues flagged

What to look for:

  • SPF record: Should show “pass” for Tallyfy’s domain
  • DKIM signature: Should be present and valid
  • DMARC policy: Should align with SPF and DKIM
  • Spam score: Should be low (under 3.0)

If authentication issues appear, contact Tallyfy support - these are infrastructure-level configurations we manage.

If your IP is blocklisted

Sometimes Microsoft blocklists sending IP addresses due to spam complaints or suspicious activity. Here’s how to check and resolve it:

Check blocklist status:

  1. Visit Microsoft sender support ↗[3]
  2. Enter the sending IP address (Tallyfy support can provide this)
  3. Review blocklist status
  4. Submit a mitigation request if blocked

Delist process:

  • Provide a detailed explanation of how the issue was resolved
  • Wait 24-48 hours for Microsoft review
  • Monitor SNDS for reputation improvement
  • Consider requesting a dedicated sending IP from Tallyfy for isolated reputation

Delisting only works after addressing the root cause (typically spam complaints or sending to invalid addresses).

Understanding email headers

If you receive a Tallyfy email in your Junk folder, the email headers contain useful diagnostic info:

Key headers to review:

  • X-Forefront-Antispam-Report: Shows SCL score, SPF/DKIM/DMARC results
  • Authentication-Results: Detailed authentication check results
  • X-MS-Exchange-Organization-SCL: Spam confidence level (0-9 scale)
  • Received-SPF: SPF check pass/fail status

Your IT admin can extract and interpret these headers through Message Trace or by viewing the email source.

Preventative measures

These practices help maintain good email deliverability over time:

For users:

  • Don’t mark Tallyfy emails as spam - use notification preferences instead
  • Add no-reply@tallyfy.com to your personal Safe Senders list
  • If using Focused Inbox, move Tallyfy to the Focused tab
  • Report persistent issues to your IT team promptly

For IT administrators:

  • Allowlist the tallyfy.com domain rather than individual addresses
  • Monitor quarantine for false positives
  • Review spam policies quarterly
  • Document Tallyfy as an approved business system

For Tallyfy administrators in your organization:

  • Use reliable, permanent email addresses for members and guests
  • Avoid disposable or temporary email services
  • Remove bounced addresses to keep lists clean
  • Test new processes with small user groups first

When to contact Tallyfy support

Reach out to Tallyfy support if you experience:

  • Emails blocked despite IT allowlisting the Tallyfy domain
  • Consistent authentication failures in mail-tester.com
  • High spam scores (over 5.0) in testing tools
  • Widespread delivery issues across multiple organizations
  • Blocklist issues that persist after delisting

We can investigate infrastructure-level issues, coordinate with Mailgun (our email provider), and escalate to Microsoft if needed.

Email > Set up custom SMTP sending

Configure custom SMTP in Tallyfy to send all workflow emails from your own domain - improving deliverability and branding while keeping email traffic within your security framework.

Compliance > BIMI compliance

Tallyfy uses BIMI email authentication with SPF/DKIM/DMARC checks and a Verified Mark Certificate to display its official logo next to legitimate emails in your inbox so you can instantly distinguish real Tallyfy messages from phishing attempts and spoofed fakes.

Integrations > Email and SMTP

Tallyfy offers email integration options including custom SMTP for branded domain sending and a Gmail add-on that lets users launch processes and manage tasks directly from their inbox along with customizable notifications and upcoming features for interactive email actions and personal email account connections.
Get in touch
About Tallyfy