# Summary emails

Choose who gets the email sent after each chat, call and text, and see what each email contains.

Updated Oct 28, 2026. Source: https://smallbusinesschatbot.com/docs/user-guides/conversations-and-analytics/summary-emails

## What this does

When a conversation ends, Small Business Chatbot emails its summary and transcript to the address in **Primary Email for Conversations** and to every address under **Additional Emails**. Both fields are in the **Admin** panel. Every address gets every email: website chats, calls the AI receptionist answered, AI calls from workflows and text conversations.

## Add the people who get the emails

1. **Open Admin**

   In the app, open **[Admin](https://smallbusinesschatbot.com/app?panel=admin)** at the bottom of the sidebar. The second card is **Primary Email for Conversations**.

   ![The Admin panel's Primary Email for Conversations field and the Additional Emails list with one extra address and the Add Email button](https://smallbusinesschatbot.com/static/images/docs/user-guides/summary-emails-recipients-2026-10-28.webp)
   *Admin, October 2026*

2. **Check the primary address**

   In **Primary Email for Conversations**, type the address that should get every summary. The email you sign in with stays the same.

3. **Add more addresses**

   Under **Additional Emails**, click **Add Email** and type an address. Add one row per person, up to 10. The bin icon beside a row removes it.

4. **Save**

   Click **Save** at the bottom of the panel. The app shows **Contact preferences saved!** The next email goes to every address on the list.

## When each email goes

| Conversation | When the email goes | Subject |
|---|---|---|
| Website chat | When the visitor leaves the page with the chat. If the chat is open in several tabs, one email goes after the last one closes. | **New contact with action item** when the visitor gave a phone or email, otherwise **New conversation from Small Business Chatbot** |
| Embedded chat | When the visitor leaves the page | **New Q&A contact from web embedded widget** or **New Q&A conversation from web embedded widget** |
| Phone call the AI receptionist answered | When the call ends, unless it was flagged as likely spam | **New caller transcript with action items** |
| Outbound call from a workflow | When a call that a person picked up ends | **Outbound Call AI Transcription** |
| Text conversation | Five minutes after the last message | The same two subjects as a website chat |

## What the email contains

| Part | Chats and texts | Calls |
|---|---|---|
| Action items | When the visitor gave a phone or email | Always |
| Contact details | The phone, email and name the visitor gave | First name, phone and email |
| Lead quality score | A to D, when lead grading is on | Not included |
| Transcript | Under **Conversation history** | Under **Conversation** |
| Recording | Not included | A **Listen** link, when call recording is on |
| Earlier conversations | For a returning website visitor | Not included |

Photos from a chat show as links. A photo the image filter flagged shows as **NSFW image detected** with a link to log in and view it in [Conversations](https://smallbusinesschatbot.com/docs/user-guides/conversations-and-analytics/conversations).

> **Tip:** Testing your widget in the [Playground](https://smallbusinesschatbot.com/docs/user-guides/chat-widget/playground)? Send **TESTMODE** in capitals as its own message in the chat. The chat is still saved in Conversations, and no summary email goes out for it.

## Settings

### Primary Email for Conversations

The one required address. Every summary email goes here, and so does the Mailgun test email. The app saves it only in email format.

### Additional Emails

Up to 10 more addresses, for example a technician on call or an office manager. Each one gets the same emails as the primary address. Empty rows are dropped when you save.

### Get text notifications

Add a phone number, with its country code, to get a short text after each website chat. The text holds the visitor's name, email, phone and summary. It comes from the app's own number, and the transcript stays in the email. **Save** stores the numbers with the email addresses.

## If something goes wrong

| What you see | Why | What to do |
|---|---|---|
| No email after a test chat | The chat included the message **TESTMODE**, or it is still open in another tab. | Close every tab with the chat. Test again without TESTMODE. |
| No email after a call | The call matched a spam keyword. | Open **Conversations** and look for the **Spam** label. Change the keywords in [Spam protection](https://smallbusinesschatbot.com/docs/user-guides/voice-agent/spam-protection). |
| **Primary email is required and must be valid.** | The primary field is empty or not an email address. | Type a full address and click **Save** again. |
| **One or more additional emails are invalid.** | A row with a red border has a typo. | Fix or remove that row, then click **Save**. |