Email Notifications

Overview

Refgrow's Email Notifications system allows you to automatically send personalized emails to your affiliates when important events occur in your affiliate program. You can configure when emails are sent, customize message templates with dynamic variables, and track delivery history.

Getting Started

1. Access Email Notifications

Navigate to your project dashboard and click on "Emails" in the sidebar menu. This will take you to the Email Notifications management page.

2. Create Your First Template

1. Click the "New Template" button in the Templates tab
2. Enter a template name (e.g., "Commission Notification")
3. Write your email subject line (you can use variables like {{commission_amount}})
4. Compose your email body using HTML or plain text
5. Use available variables to personalize the content
6. Click "Create Template" to save

3. Configure Event Settings

1. Go to the "Events" tab
2. For each event type, toggle the switch to enable notifications
3. Select a template from the dropdown
4. Optionally set a delay (in minutes) before sending the email
5. Save your settings

4. Test Your Setup

1. Go back to the "Templates" tab
2. Click the "Test" button on any template
3. Enter your email address
4. Click "Send Test" to receive a test email with sample data

Supported Events

The Email Notifications system supports three main event types:

Template Variables

You can use dynamic variables in both the subject line and body of your email templates. These variables will be automatically replaced with actual data when the email is sent.

Available Variables

Example Template

Here's an example of a conversion notification template:

Hi there!

Great news! You just earned a commission from {{project_name}}.

Details:
- Commission: {{commission_amount}}
- Customer: {{customer_email}}
- Purchase Amount: {{purchase_amount}}
- Date: {{conversion_date}}

Thank you for being part of our affiliate program!

Best regards,
{{project_name}} Team

Scheduled Emails

You can configure a delay (in minutes) for email notifications. This is useful when you want to:

• Send emails after a grace period (e.g., wait 24 hours after conversion to ensure no refunds)
• Batch notifications together
• Send reminders at specific times

To set a delay, go to the "Events" tab and enter the number of minutes in the delay field for the event you want to delay. Emails will be sent automatically after the specified delay period.

Email History & Logs

The "History" tab provides a complete log of all email notifications sent through the system. You can view:

• Sent emails: Successfully delivered emails
• Failed emails: Emails that failed to send (with error details)
• Pending emails: Emails scheduled for future delivery
• Scheduled emails: Emails waiting for their scheduled time

Each log entry includes the recipient email, event type, template used, send status, and timestamp. Failed emails include error messages to help you troubleshoot issues.

How It Works

Email notifications are sent automatically when events occur in your affiliate program. Once you've configured your templates and enabled events, the system handles everything for you.

When Emails Are Sent

Emails are automatically sent when:

• Conversion: A referred user makes a purchase and your affiliate earns a commission
• Payout: You process a payout for an affiliate
• Referral Signup: A new user signs up through an affiliate's referral link

Best Practices

• Test before going live: Always use the "Test" feature to preview emails before enabling notifications for real events.
• Use clear subject lines: Make sure your subject lines clearly indicate what the email is about and include important information like commission amounts.
• Personalize content: Use variables to make emails feel personal and relevant to each affiliate.
• Monitor delivery: Regularly check the History tab to ensure emails are being delivered successfully and troubleshoot any failures.
• Set appropriate delays: Consider adding delays for conversion notifications to account for potential refunds or cancellations.
• Keep templates updated: Review and update your email templates periodically to ensure they remain relevant and accurate.

Troubleshooting

Emails Not Sending

• Check that the event is enabled in the "Events" tab (toggle switch should be ON)
• Ensure a template is selected for the event in the dropdown menu
• Verify the affiliate has a valid email address in their profile
• Check the "History" tab for error messages - failed emails will show what went wrong
• Make sure you've saved your event settings after making changes

Variables Not Replacing

• Make sure variable names are spelled correctly (case-sensitive)
• Use double curly braces: {{variable_name}}
• Verify that the variable is available for the event type you're using (see the Variables table above)
• Check that there are no extra spaces inside the braces: {{variable}} not {{ variable }}

Scheduled Emails Not Sending

• Verify the delay time has passed (check the scheduled time in the History tab)
• Make sure the event is enabled and a template is selected
• Check the History tab - scheduled emails will show as "scheduled" until they're sent

Test Emails Not Arriving

• Check your spam/junk folder
• Verify the email address you entered is correct
• Wait a few minutes - emails may take a moment to arrive
• Check the History tab to see if the test email was sent successfully