The rule in one line
A follow-up email goes out when you scan a card into a Team Pass or Business workspace with an active plan, the scan saves a new contact, and the card has a valid email address. With the follow-up email switched on and My card saved, of course.
Sent, or not sent
| What happened | Follow-up email |
|---|---|
| You scan a card and it saves a new contact with an email address | Sent right away |
| You add a contact by hand, with or without a card photo attached | Not sent |
| The person is already in that collection (Already in this collection · no scan used) | Not sent |
| The photo is not a business card, or the read fails | Not sent |
| The card has no email address, or one that is not valid | Not sent |
| You add or correct the email on the contact afterwards | Not sent (there is no send button) |
| The email is your own sign-in address or the one on My card | Not sent |
| You already sent this person a follow-up, from any collection or workspace | Not sent again |
| You deleted the contact and scanned the card again | Not sent again |
| A colleague scans the same person | They send their own, if they have it switched on |
| You have sent 200 follow-ups in the last 24 hours | Skipped, without a message |
| You scan in your personal space (Free trial or Solo) | Not sent |
How it is sent
- Right away, in the background. The scan never waits for it. There is no send button, no queue to review and no undo.
- You can see it happen. Contact saved · follow-up email sent after a scan means one is on its way. If the message only says Contact saved, no follow-up went out for that scan.
- From "<Your name> via Swops". The person sees your name as the sender.
- No reply address. A reply does not reach you. People reach you through your details in the email and the attached contact file.
- Your latest details. Each follow-up carries your details as they are on My card when it goes out. If you have deleted My card, nothing is sent.
- Up to 200 a day. The setup screen says "Max 200 emails per day." Swops counts your follow-ups over the last 24 hours, in all workspaces together. Above 200, they are skipped quietly.
- Once, not again. If a follow-up cannot be delivered, Swops does not try again later.
Names and greetings
{first name} becomes the first name on the card. Names printed in capitals are softened: "JEAN-PIERRE" becomes "Jean-Pierre".
When the card shows no first name (only a company, or just an initial), a greeting line such as "Hi {first name}," becomes "Hello,". Anywhere else, the placeholder is removed neatly: "Thanks, {first name}!" becomes "Thanks!".
Your responsibility
Swops sends follow-up emails on your behalf and on your instruction. The Terms of Service (clauses 9.3 and 9.4) are clear about who does what:
- You are the sender and solely responsible for these emails, including what they say and for having any consent or other legal basis needed to send them.
- Only people who gave you their card and can expect to hear from you. Not for marketing in breach of the law.
- Swops may limit, suspend or withdraw follow-up emails, in particular after complaints.
That is what the tick box on the setup screen confirms.
For each follow-up, Swops records whether it was sent, not the message or the address. The Privacy link in the email explains to the recipient how their details are handled and who to contact: see Privacy for the people you scan.