docs(openspec): add change artifacts for email-reply-to-addresses

Specifies Reply-To header behavior for the two outbound email types: - Confirmation emails to parents: Reply-To set to admin address (spielgruppen@familien-verein.ch) - Registration notification emails to leaders/admin: Reply-To set to parent's email https://claude.ai/code/session_014NynTjALA5TeP85mbr5ZA8
2026-02-27 16:27:33 +00:00
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+## Context
+
+The system sends emails in two directions with two different purposes:
+
+- **Outbound to parents**: The AI agent sends conversational replies and, upon registration completion, a confirmation email summarising the registration and next steps.
+- **Outbound to admins/leaders**: The system sends a notification email to the relevant playgroup leader(s) and Markus Graf (CC) immediately after a registration is completed.
+
+Email clients use the `Reply-To` header (falling back to `From`) to determine where a reply is directed. Without explicit `Reply-To` headers, all replies from both parents and admins flow back to the registration system's inbox — which is correct for ongoing conversation but wrong for post-completion follow-up.
+
+## Goals / Non-Goals
+
+**Goals:**
+- Ensure parent replies to completion confirmation emails reach the admin (Markus Graf) rather than the agent pipeline
+- Ensure admin/leader replies to registration notification emails reach the registering parent directly
+- Formally specify `Reply-To` behavior in the relevant capability specs
+
+**Non-Goals:**
+- Changing the `From` address of any email
+- Modifying conversational email behavior (mid-registration agent ↔ parent exchanges — these correctly use the registration address as both From and effective reply target)
+- Introducing any new email addresses beyond what is already configured
+
+## Decisions
+
+### 1. Confirmation Email Reply-To: Admin Address
+
+**Decision**: Set `Reply-To: spielgruppen@familien-verein.ch` (Markus Graf) on all confirmation emails sent to parents after registration completion.
+
+**Rationale**: Once registration is complete, the conversation is over. Any parent reply is a human follow-up question — it should reach a human admin, not re-enter the agent pipeline. Markus Graf is the designated central admin contact and is already CC'd on all notifications.
+
+**Alternatives considered**:
+- No Reply-To (default to From): Parent replies re-enter the agent inbox and may trigger unwanted agent responses post-completion.
+- Reply-To the relevant playgroup leader (Andrea/Barbara): More targeted, but leaders vary by registration type and parents may not know who they're reaching. The central admin address is simpler and consistent.
+
+### 2. Notification Email Reply-To: Parent Address
+
+**Decision**: Set `Reply-To: <parent email>` on all registration notification emails sent to admins/leaders.
+
+**Rationale**: The primary reason admins reply to a notification is to contact the parent (e.g., to confirm a spot, ask a clarifying question, or provide further instructions). Pre-filling Reply-To with the parent's address eliminates a copy-paste step and reduces errors. This is already noted informally in `notification-template.md` — this change formalises it as a spec requirement.
+
+**Alternatives considered**:
+- No Reply-To (default to From/registration inbox): Admins must manually copy the parent's email to reply, adding friction.
+
+## Risks / Trade-offs
+
+**Admin confirmation email replies go to Markus, not directly to the leader**: For outdoor registrations, the leader is Barbara Gross, but parent replies to confirmation go to Markus Graf. This is acceptable — Markus can forward as needed, and having a single consistent Reply-To is simpler than routing by playgroup type.
+
+**Mid-registration vs. post-registration distinction**: Conversational emails (mid-registration) should NOT set Reply-To to the admin — they must continue flowing back to the registration inbox so the agent can process them. The implementation must apply the admin Reply-To only to the final confirmation email, not to all outbound agent emails.