SylvanMail

SylvanMail lets people contact staff by sending the dedicated SylvanMail bot a direct message. Open its profile from the server’s staff-contact link or member list and choose Message. Each conversation appears as a post in the private staff mail forum. Main Sylvan publishes the post and handles staff drafts; the dedicated bot sends and receives member DMs.

Discord must allow you to DM this particular bot. Sharing the server does not override DM privacy settings, blocking or Discord safety restrictions. After leaving, you may be unable to start or continue the conversation, especially if you no longer share a server with SylvanMail. An old DM with main Sylvan does not grant access to the new bot. If you cannot contact SylvanMail, contact a staff member directly. Main Sylvan no longer relays DMs.

SylvanMail is out of beta as of v0.2.0.

Read incoming mail

Sylvan opens a case post named after the sender and notifies the configured staff role. The opening message includes the case number, username and user ID so you can identify the person contacting you.

Incoming messages and attachments appear in the post with their original time in UTC. Messages from current server members show their user mention; messages from people outside the server show their username.

If the person sends another message after a gap of at least three hours, Sylvan notifies the staff role again. Staff replies do not reset that gap. The dedicated account has its own DM history: the first message there also notifies staff in an existing case, without reading old main-account DMs.

The sender receives a delivery acknowledgement once Discord accepts all parts of their message. This confirms delivery, not that staff have read it. The first acknowledgement in the new DM channel also explains how staff receive and answer mail. An interrupted acknowledgement is not retried.

Reply to a conversation

You can reply if you have permission to write in the case post. The role Sylvan pings does not control who can send replies.

Reply anonymously

1. Write your reply in the case post and mention Sylvan in the message.
2. Wait for Sylvan to add 📤 to your message.
3. Click 📤 on your own message to send it.

The recipient sees From staff: followed by your reply. Sylvan removes its own mention from the delivered text.

Reply with your username

1. Use Discord’s Reply action on a message from Sylvan in the case post.
2. Keep the reply ping enabled and write your reply.
3. Wait for 📤, then click it on your own message to send.

The recipient sees From <username>: followed by your reply.

If you also mention Sylvan in the message body, the reply is anonymous. Replying with the ping disabled does not prepare a reply unless you mention Sylvan in the message body.

Check whether it was sent

What you see	What it means
📤 and ❌	Your draft is ready. Click 📤 to send or ❌ to cancel.
✅	Discord accepted every part of the reply. All previous reactions have been cleared.
An error reply	Delivery failed, was partial, or could not be confirmed. Read the explanation before trying again.

Posting or editing a draft does not send it. Only the author can confirm it, and Sylvan sends the latest text and attachments when they do. Removing the mention or reply ping can make the draft ineligible to send.

Only the author can cancel a pending draft. Cancelling clears its reactions and leaves the text in place; edit it to prepare it again. Cancellation cannot recall a delivery that has already started.

Ordinary discussion without either reply trigger stays in the staff post. Other mentions in a delivered reply do not notify anyone. Editing or deleting a message after sending it does not change the recipient’s copy.

Handle a delivery problem

Follow the error message in the case post. If text or attachments were rejected, correct them before preparing another reply. If Sylvan is busy, try again later. Editing a draft without 📤 asks Sylvan to check it again.

If delivery was partial or uncertain, check what arrived before sending another message. A missing ✅ does not prove that nothing was delivered. Clicking 📤 again does not resend an attempt Sylvan has already recorded.

People sending DMs receive instructions when delivery fails. For an unresolved problem, they are directed to contact user 203864799870844928 or another staff member directly.

Archived case posts are reopened when needed. A deleted or inaccessible post is replaced when the person next sends a DM; a locked post produces an error. Messages interrupted by a shutdown are not automatically replayed, and uncertain deliveries are not automatically retried.

Supported messages

You can send text and ordinary attachments, including an attachment with no accompanying text. Staff drafts still need a reply trigger and confirmation.

Limit	Maximum
Text per message	16,000 characters
Attachments	10
Each attachment	8 MiB
All attachments together	24 MiB

Long text is split into Discord messages. Stickers, polls, voice messages, forwarded-message attribution and interactive content are not supported.

Administrator configuration

An administrator can select the private forum and notification role:

/config sylvanmail enable:<forum-channel> role:<ping-role>

Both options are required.

Set forum access

Explicitly deny View Channel to @everyone on the mail forum, then grant the staff roles or members who should read and answer mail the access they need. Selecting a notification role does not grant forum permissions.

If the forum requires tags, Sylvan uses the first available tag.

The notification role can be any server role, including a managed role or @everyone.

Change the destination

Settings take effect immediately. Changing the forum leaves old case posts in place and stops replies being sent from them. Subsequent DMs use the new forum; old messages are not moved or replayed.

Only one server can configure SylvanMail for a bot database. There is no disable command. Without a configured destination, DM senders receive an unavailable notice.