Auto-Responder (Out of Office)

An auto-responder automatically replies to anyone who emails you while you are away or unavailable. This is useful when transitioning between leadership roles, going on vacation, or during periods when you won’t be checking email regularly.

Setting Up an Auto-Responder

Auto-responders are managed through cPanel Webmail, not inside RoundCube itself.

1. Log in to webmail at https://[chapter].assp.org/webmail.
2. From the webmail home screen, click Autoresponders.
3. Click Add Autoresponder.
4. Fill in the following fields:
   • Character Set — Leave as utf-8
   • Interval — How many hours to wait before sending the auto-reply to the same sender again (recommended: 24)
   • From — Your name as it should appear in the auto-reply
   • Subject — The subject line (e.g., Out of Office — ASSP Long Beach)
   • Body — Your message. Include expected return date and an alternate contact if applicable.
5. Set a Start and optional Stop date to automatically enable and disable the responder.
6. Click Create/Modify.

Example Auto-Responder Message

Thank you for reaching out to the ASSP Long Beach Chapter. I am currently out of the office and will return on [date]. For urgent matters, please contact [Name] at [email]. I will respond to your message upon my return.

Turning Off an Auto-Responder

1. Return to the Autoresponders screen in webmail.
2. Click Delete next to the active responder, or edit it to set a past stop date.