Claude
f1f00d5617
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
48 lines
3.6 KiB
Markdown
48 lines
3.6 KiB
Markdown
## Context
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The system sends emails in two directions with two different purposes:
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- **Outbound to parents**: The AI agent sends conversational replies and, upon registration completion, a confirmation email summarising the registration and next steps.
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- **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.
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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.
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## Goals / Non-Goals
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**Goals:**
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- Ensure parent replies to completion confirmation emails reach the admin (Markus Graf) rather than the agent pipeline
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- Ensure admin/leader replies to registration notification emails reach the registering parent directly
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- Formally specify `Reply-To` behavior in the relevant capability specs
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**Non-Goals:**
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- Changing the `From` address of any email
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- Modifying conversational email behavior (mid-registration agent ↔ parent exchanges — these correctly use the registration address as both From and effective reply target)
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- Introducing any new email addresses beyond what is already configured
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## Decisions
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### 1. Confirmation Email Reply-To: Admin Address
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**Decision**: Set `Reply-To: spielgruppen@familien-verein.ch` (Markus Graf) on all confirmation emails sent to parents after registration completion.
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**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.
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**Alternatives considered**:
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- No Reply-To (default to From): Parent replies re-enter the agent inbox and may trigger unwanted agent responses post-completion.
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- 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.
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### 2. Notification Email Reply-To: Parent Address
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**Decision**: Set `Reply-To: <parent email>` on all registration notification emails sent to admins/leaders.
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**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.
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**Alternatives considered**:
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- No Reply-To (default to From/registration inbox): Admins must manually copy the parent's email to reply, adding friction.
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## Risks / Trade-offs
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**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.
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**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.
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