Retention Track lets you set a workspace-level list of email addresses that are automatically CC'd on outbound payment-related emails — payment claims, payment reminders, and adjudication notices. This is the place to make sure your own team (e.g. [email protected]) is always copied in without having to remember to add them each time.
In this article we walk you through:
Who can configure the CC list
Where to configure CC recipients
Which emails the CC list applies to
How the CC list combines with the contractor's address
Adding and removing recipients
Scope — workspace-level only
Limits and common questions
Who can configure the CC list
The Workspace Settings page is only visible to workspace owners. If you're a member or admin of the workspace but not the owner, you won't see the Settings link in the left sidebar and you won't be able to change the CC list. Speak to your workspace owner if you need an address added or removed.
Note: Workspaces and ownership are explained in Creating Additional Workspaces. The first person to create a workspace is automatically its owner.
Where to configure CC recipients
CC recipients are configured per workspace, from the Workspace Settings page:
In the left sidebar, scroll to the Workspace group.
Click Settings.
On the settings page, find the Outbound Email CC Recipients card.
If you don't see the Workspace group or the Settings link in the sidebar, you are not a workspace owner — see "Who can configure the CC list" above.
Which emails the CC list applies to
Once configured, the CC list is automatically applied to every outbound email Retention Track sends to a contractor on your behalf. That covers:
Payment claims — sent from a contract when you click Send Payment Claim at Practical Completion or end of the Defects Liability period. See Creating a Payment Claim.
Payment reminders (UK workspaces) — the UK equivalent of a payment claim, sent via Send Payment Reminder.
Adjudication notices (AU and NZ workspaces) — sent from a contract when you raise or lodge an adjudication notice against an unpaid claim.
Internal and account-level emails — invitations to new members, billing receipts, email verifications, password resets — are not affected by this setting. The CC list applies only to client-originated emails sent to a contractor.
How the CC list combines with the contractor's address
When Retention Track sends a payment claim, reminder, or adjudication notice, the recipients are built as follows:
To — every contractor contact on the contract with a valid email address.
CC — every address from the workspace CC list, except any address that already appears in the To line.
The de-duplication is automatic and case-insensitive — if a contractor's contact email is also in your workspace CC list, they will only be addressed once (in the To line).
Note: The CC list is not previewed in the Send Payment Claim dialog. To check who will be copied on a given claim, open Workspace Settings beforehand. The recipients used for the email are also recorded against the sent message and can be inspected later from the outbound emails view.
Adding and removing recipients
All edits happen on the Outbound Email CC Recipients card on the Workspace Settings page.
Adding a recipient
Click Add email. A blank email field appears at the bottom of the list.
Type the address in the new field. Each entry must be a valid email address (the page will block invalid entries on save).
Repeat for as many addresses as you need.
Click Save settings to commit the changes.
Addresses are stored in lowercase, with leading/trailing whitespace trimmed; duplicates entered in different cases are collapsed automatically on save.
Removing a recipient
Find the address you want to remove in the list.
Click the × button next to that row.
Click Save settings to commit the change.
If you remove every address and save, the workspace simply has no CC list — outbound claims and adjudication emails will then go to the contractor's contacts only.
Note: Nothing is saved until you click Save settings. If you add, remove, or change addresses and navigate away without saving, your edits are discarded. Changes take effect immediately for the next email sent after saving — claims, reminders, and adjudication notices already in your outbox are not retroactively re-copied.
Scope — workspace-level only
The CC list is configured once per workspace and applies to every outbound claim, reminder, and adjudication notice sent from that workspace. There is currently no way to:
Override the list on a per-contract basis (for example, CC different internal addresses on contracts for different business units).
Override the list on a per-company basis.
Override the list at send time from the Send Payment Claim or adjudication dialog.
If your team needs different CC audiences for different contracts, the standard workaround is to create separate workspaces, each with its own CC list and its own contracts. See Creating Additional Workspaces.
Limits and common questions
Is there a limit on how many addresses I can add?
Yes — up to 50 CC addresses per workspace. In practice most workspaces only need a handful (a generic accounts mailbox and perhaps one or two team leads).
Can I add a distribution list or group alias?
Yes — provided the address is a valid email address, Retention Track will accept it. The page validates the format of each entry but doesn't attempt to verify whether the address actually receives mail. Make sure your mail server is configured to deliver to the group.
Can I configure BCC instead of CC?
Not currently. The workspace setting only configures CC. Bcc is supported on the underlying email but is not user-configurable from this page.
A contractor contact has the same email as my accounts inbox. Will they get two copies?
No. Any address that appears in both the contractor's contacts (To) and the workspace CC list is automatically removed from the CC line. The address will receive exactly one copy of the email.
If the contractor replies, who sees the reply?
Replies are routed back through Retention Track and forwarded on to subscribers of the contract and the workspace owners. The workspace CC list is used for outbound emails only — it doesn't change who gets notified about inbound replies.