Email-to-CareNoteCreate care requests directly from your inbox by forwarding emails to CareNote.

If someone emails you about a need, you can forward that message to your team's unique CareNote email address—and CareNote will automatically parse the message, create a care request, and notify your care team. It feels like magic because it is. No lost emails, no extra steps—just instant care coordination.

Preview

Forward an email, CareNote does the rest

From your inbox to CareNote
To: requests@care-inbox.com
Subject: Care request: John Smith – post-surgery meals
"Hey Pastor, John Smith had surgery yesterday and will need dinners next week. Could we help coordinate meals?"
CareNote
"We've created a new care request from this email, assigned it to your team, and notified the appropriate care providers."
How it works

CareNote meets you where ministry already happens: your inbox.

Forward the email. When someone emails you about a need, you simply forward that message to your team's unique CareNote address, for example requests@care-inbox.com.

CareNote parses the message. The subject becomes the care request title, the email body is used to generate the description, and the sender is matched to a CareNote profile when possible.

A new care request is created. CareNote assigns it to the correct team and notifies your care team via email, mobile, and dashboard.

No logging in. No copying and pasting. No friction. Just forward the email and keep moving.

The problem

Why inbox-only care breaks down

For most ministry leaders, pastoral care begins in the inbox. But when care needs stay as emails, they're easy to lose, hard to track, and nearly impossible to manage across a team.

The solution

From email to actionable care

Email-to-CareNote bridges the gap between inbox and care system. Every forwarded email becomes a fully tracked, fully routable care request in CareNote.

What gets parsed

When you forward an email to your team's CareNote address, the system automatically extracts:

  • Subject → becomes the care request title.
  • Email body → used to generate the description.
  • Sender → matched to a CareNote user when possible.
  • Tags → added via mailbox hash, like +urgent or +meals (optional).

Example: forward to requests+urgent@care-inbox.com and CareNote will automatically apply an urgent tag to the new request.

A real-world scenario

A congregant emails you: "Hey Pastor, John Smith had surgery yesterday and will need dinners next week. Could we help coordinate meals?"

You forward the email to requests@care-inbox.com

CareNote instantly:

  • Creates a new care request.
  • Extracts the need and description.
  • Assigns the correct team.
  • Applies any tags from the email address.
  • Notifies your care team via email, mobile, and dashboard.

You can move on to the next thing—knowing nothing slipped through the cracks.

Perfect for your whole care ecosystem**

  • Pastors who receive care needs by email.
  • Assistants who triage and route incoming messages.
  • Pastoral care teams running weekly care meetings.
  • Church offices that centralize and route care requests.
  • Elders and volunteers who prefer "email first" workflows.
  • Anyone who can forward an email.

** Including some senior pastors who heroically refuse to learn "one more system," and others maintain a spiritual gift for only using Planning Center. We get it. Truly. CareNote won't fight that battle. Instead, we simply let pastors forward emails, use SMS to accept assignments, and stay in the loop without ever logging in. No new dashboards. No new tabs. No "what's my password again?" moments.

"Forward your first email and watch CareNote turn it into a fully tracked, fully routable care request—automatically."
From your inbox to real care—no details lost, no requests forgotten.