Introduction
Setting up email automations within Xendy is simple. A one-time investment for a fully automated workflow afterward. With email automations, you automatically send confirmations for sign-ups, a first purchase, or reactivate inactive customers who, for example, have not placed an order for a year.
What are email automations?
Email automations are pre-configured workflows that send targeted emails based on specific triggers, such as someone signing up for the newsletter, making a purchase, or abandoning their shopping cart. Email automations have several important advantages over regular newsletters:
- Efficiency: automate emails you would normally send manually.
- Personalization: you send the email at the moment it is most relevant for your recipient.
- Scalability: Xendy keeps track of who needs to be emailed, every day, without manual actions.
View and manage all email automations
Managing your email automations starts in the left menu under ‘Email automations’. This central place contains all email automations of your organization in Xendy. Here you can view, edit, and delete them.
List of all automations
Under ‘Email automations’ you’ll find all your email automations in Xendy with the following data in the columns for each automation:
- Status indicator: a green dot shows that the email automation is active, a grey dot shows that it is currently inactive.
- Name: the name of the email automation.
- Last executed: the moment Xendy last checked which contacts fall into the segment and therefore should receive emails.
- Next execution: the next moment Xendy will check which contacts fall into the segment and therefore should receive emails.
- Sent: the number of emails that have been sent from this email automation.
- Revenue: the revenue generated by the email automation for your webshop.
- Queue: the number of emails scheduled for sending in the coming days, for example because a step must be sent a number of days later.
Delete email automation
Go to ‘Email automations’ in the left menu and select the email automation you want to delete from the list. Once you have found it, click the ‘3 dots’ on the right of the automation. Choose ‘Delete’. Confirm this action, and your email automation will be removed from your Xendy account.
Create email automation from new segment
Go to ‘Email automations’ in the left menu and then click ‘New automation’ in the top right. Choose ‘From a new segment’.
Now select ‘Static’ or ‘Dynamic’, depending on your needs, and click ‘Next’. Read more about this choice below:
- Static segments: a static segment contains contacts that you explicitly add, either by uploading a file, using a webhook, or entering them manually.
- Dynamic segments: a dynamic segment is automatically updated based on set filter rules. These rules act as a filter over the ‘All contacts’ overview. Only contacts that meet the rules appear in this segment and will receive your email when you send it.
Now enter a name for the segment and click ‘Create segment’ to create the segment.
Now select ‘Periodic’ or ‘Immediate’, depending on your needs, and click ‘Next’. Read more about this choice below:
- Immediate: Xendy sends the configured email immediately as soon as a contact is added to your static segment.
- Periodic: Xendy checks daily which contacts fall into your segment and sends these contacts the steps from the email automation at the chosen time.
Your email automation has now been created. You can now click on ‘Step 1: add an email’ to add the first email to the email automation. Choose one of the three methods to select the email:
- Blank email: you add a blank email without blocks, which you can fully design afterward as you like.
- Choose template: you add a new email by copying an existing template. You can then fully design it as you like.
- Choose draft: you add an email that already exists under ‘Drafts’ in the left menu.
You can now customize this first step. Repeat the steps to add multiple steps to your email automation. Read more about adding contacts to your static segment or setting filter rules for a dynamic segment.
Create email automation from existing segment
Go to ‘Email automations’ in the left menu and then click ‘New automation’ in the top right. Choose ‘From an existing segment’.
Now select the existing segment you want to connect the email automation to. Choose ‘Periodic’ or ‘Immediate’, depending on your needs, and click ‘Next’. Read more about this choice below:
- Immediate: Xendy sends the configured email immediately as soon as a contact is added to your static segment.
- Periodic: Xendy checks daily which contacts fall into your segment and sends these contacts the steps from the email automation at the chosen time.
Your email automation has now been created. You can now click on ‘Step 1: add an email’ to add the first email to the email automation. Choose one of the three methods to select the email:
- Blank email: you add a blank email without blocks, which you can fully design afterward as you like.
- Choose template: you add a new email by copying an existing template. You can then fully design it as you like.
- Choose draft: you add an email that already exists under ‘Drafts’ in the left menu.
You can now customize this first step. Repeat the steps to add multiple steps to your email automation. Read more about adding contacts to your static segment or setting filter rules for a dynamic segment.
Manage individual email automations
Go to ‘Email automations’ in the left menu and click the email automation you want to edit to open it.
- Properties: here you will find the basic settings of your email automation, such as the name, a description, and the option to delete the email automation. Note: deleting the email automation also deletes the emails within the automation.
- Settings: here you will find the technical settings of your email automation.
- Check time: the time at which Xendy should check which contacts fall within the segment and should receive emails from this email automation.
- Revenue attribution: the percentage of revenue generated by customers that should be attributed to the email automation.
- Revenue calculation period: the number of days within which revenue generated by recipients of an email is attributed to the email automation.
- Include revenue only if: choose whether you want customer revenue to be counted only if they clicked in the email.
- Product restriction: choose whether you want only revenue from products that were shown in the email to be included or from all purchased products.
- Start / pause: activates the automation, allowing it to send emails to the selected segment. After activation, click ‘Stop’ to temporarily stop an active email automation. This is useful for adjustments or testing.
- Per step: click the downward arrow on a step within the email automation and then choose ‘Edit’. Here you can adjust the time at which this step should be sent.
- Between steps: use the plus (+) and minus (-) icons to determine the number of days between two steps. If you choose an ‘Immediate’ email automation, it will always be sent immediately without delay.
Statistics per step of individual email automations
Go to ‘Email automations’ in the left menu and click the email automation for which you want to view statistics to open it.
After opening, you will see the different steps, with the following statistics per step:
- Queue: the number of emails scheduled for sending in the coming days, for example because a step must be sent a number of days later.
- Sent: total number of delivered emails.
- Opened: number of unique recipients who opened your email.
- Clicks: number of clicks on a link within the email.
- Unsubscribed: number of contacts who unsubscribed via the unsubscribe link in the email.
Frequently asked questions
Email automations are pre-configured workflows that send targeted emails based on specific triggers, such as someone signing up for the newsletter, making a purchase, or abandoning their shopping cart. Email automations have several important advantages over regular newsletters:
- Efficiency: automate emails that you would normally send manually.
- Personalisation: you send the email at the moment it is most relevant to your recipient.
- Scalability: Xendy keeps track of who needs to be emailed, every day, without manual actions.
In the left menu, go to ‘Email automations’ and then click ‘New automation’ in the top right. Now choose ‘From a new segment’.
Next, select ‘Static’ or ‘Dynamic’ depending on your needs and click ‘Next’. You can read more about this choice below:
- Static segments: a static segment contains contacts that you explicitly add, either by uploading a file, using a webhook, or entering them manually.
- Dynamic segments: a dynamic segment is automatically updated based on the filter rules you set. These rules act as a filter over the ‘All contacts’ overview. Only contacts that meet the rules are included in this segment and will receive your email when you send it.
Now enter a name for the segment and click ‘Create segment’ to create it.
Next, choose ‘Periodic’ or ‘Immediate’ depending on your needs and click ‘Next’. You can read more about this choice below:
- Immediate: Xendy sends the configured email immediately as soon as a contact is added to your static segment.
- Periodic: Xendy checks daily which contacts fall within your segment and sends these contacts the steps from the email automation at the chosen time.
Your email automation has now been created. You can now click on ‘Step 1: add an email’ to add the first email to the email automation. Choose one of the three ways to select the email:
- Blank email: you add a blank email without blocks, which you can then fully design as you wish.
- Choose template: you add a new email by copying an existing template. You can then fully design it as you wish.
- Choose draft: you add an email that was already present under ‘Drafts’ in the left menu.
You can now customise this first step. Repeat the steps to add multiple steps to your email automation. Read more about adding contacts to your static segment or setting filter rules for a dynamic segment.
Using the plus (+) and minus (-) icons, you can set the number of days between two steps. If you choose an ‘Immediate’ email automation, it will always be sent directly, without any delay.
- Static segments: a static segment contains contacts that you explicitly add, either by uploading a file, using a webhook, or entering them manually.
- Dynamic segments: a dynamic segment is automatically updated based on the filter rules you set. These rules apply a filter to the ‘All contacts’ view. Only contacts that meet the criteria are included in this segment and will receive your email when you send it.
Yes, you have three ways to add an email to an email automation:
- Blank email: you add a blank email without blocks, which you can then fully design as you wish.
- Choose template: you add a new email by copying an existing template. You can then fully design it as you wish.
- Choose draft: you add an email that already exists under ‘Drafts’ in the left menu.
