Setting rules for automated emails

  • Updated

Who is this article for?

This article will be useful to you if you are a company on PartnerStack looking to set up rules for automated emails.

Automated email triggers overview

With PartnerStack's email tool, you can send automated emails to partners based on their activity and performance! If Leads and/or Deals are enabled for your program, you can also send emails based on lead or deal status.

Just getting started? For a step-by-step overview of creating a new email, check out our Creating emails in PartnerStack support guide.

  • Activity-based emails can help guide partners through setting up their accounts, can be used to provide new information if the partner is moved to a new group, and can help reactivate partners after a period of inactivity. 
  • Performance-based triggers are great for congratulating and thanking your partners for their great performance. These are great touchpoints to have with your partners to keep them engaged and encouraged.
  • Lead-based triggers are great touch points to inform and congratulate your partners as their leads move through stages, and to reward your partners for lead based performance. 
  • Deal-based triggers are great touch points to inform and congratulate your partners as they move their deals through the stages, and to reward your partners for deal based performance. 

Note: automated emails can have one trigger. Triggers cannot be combined together.

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Activity-based email triggers

After partner joins

This will send an email to a partner immediately after they join a group, this can be used to create welcome emails or provide information to partners if they have been moved between groups. 

[x] days after joining the group

Send emails to partners based on how long they've been in your program. For example, send an automated email to partners after they've been in your program for 7 days. 

After [x] days of inactivity

If in your specified amount of days, a partner has not logged into their PartnerStack dashboard or had any signups, transactions, or leads - they will be considered inactive. Note: logging in counts as any log-in to the partner portal, regardless of what partner program they access. 

Use this trigger to re-energize and engage your partners. Send reminders of available offers, resources and best practices to help your partner succeed.

Performance-based email triggers

After getting [x] free signups  

Free signups refer to customers who have signed up on your website, regardless of purchase status. Use this trigger send emails based on the total number of signups referred by your partners. For example, send an automated email to partners after receiving 3 customer signups.

After getting [x] paying signups  

A paying signup is defined as a unique customer who has signed up and made a purchase at any time. Use this trigger to send emails based on the total number of customers who have made a purchase at any time referred by your partners. For example, send an automated email to partners after receiving 5 paying customers.

After making [x] sale  

A sale refers to the total number of purchases made by any customer created through a partner's referral link. For example, send an automated email to partners after 10 successful sales. 

Paying signups vs Sales:
"Paying signups" counts the unique customers who have purchased. "Sales" counts each individual purchase from multiple customers. For example, if customer #1 purchases a monthly subscription for 3 months in a row, that would count as 1 paying signup and 3 sales.

After reaching $[x] in revenue  

Revenue refers to the total amount of revenue generated by your partner. For example, send an automated email to a partner after they generate $100 in revenue. 

After reaching [x] clicks

Clicks refer to the amount of traffic the partner has generated, each time a unique user clicks the partner's affiliate link it counts as a click. For example, send an automated email to partners after they have received 100 clicks.

Lead-based email triggers

Lead submission is only available on certain plans. If you are unsure if you have access to leads or would like to discuss enabling them, please reach out to your Customer Success Manager or email Support@PartnerStack.com.

If leads are enabled for your program and you have toggled on lead submission for the group you would like to email you will see three additional triggers when creating a new automated email.

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After lead stage changes to [status]

Use this trigger to update, encourage and congratulate your partners as their leads move through the lead statuses.

After [x] leads are [status]

Use this trigger to email partners after they have reached a specific number of leads with a particular status i.e. after a partner has 5 qualified leads.

Following the above example this trigger will fire when 5 leads are qualified by the partner, even if one or more of the leads have moved on to another stage. i.e. If a partner has 4 qualified leads, and one closed won lead (previously "qualified") this will count as 5 qualified leads total.

After [x] leads are submitted

Use this trigger to update, encourage and congratulate your partners as they submit more leads. For example, send an automated email to partners after they have submitted 5 leads.

Deal-based email triggers

Deal submission is only available on certain plans. If you are unsure if you have access to deals or would like to discuss enabling them, please reach out to your Customer Success Manager or email Support@PartnerStack.com.

If deals are enabled for your program and you have toggled deal submission on for the group you would like to email you will see five additional triggers when creating a new automated email.

To create an automated email for a group that uses custom deal stages be sure to only select that one group when building your email. Custom deal stages will not appear if you have selected multiple groups with different deal stages. 

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After [x] deals are submitted

Use this trigger to update, encourage and congratulate your partners as they submit more deals. For example, send an automated email to partners after they have submitted 5 deals.

After reaching $[x] in deals revenue

Revenue here refers to the total amount of closed won deals submitted by your partner. For example, send an automated email to a partner after they have generated a specific amount of revenue through deals.

After deal stage changes to [status]

Use this trigger to update, encourage and congratulate your partners as their deals move through the deal statuses. 

After [x] deals are [status]

Use this trigger to email partners after they have reached a specific number of leads with a particular status i.e. after a partner has 5 qualified leads.

When a deal has not moved in [x] days

Use this trigger to encourage and support your partners that have a slowly moving deal. The deal age trigger will fire when a deal has been left in the "Working" stage for a set period of time. Have additional resources that might help the partner close their deal? These automated emails are a great touchpoint to provide your partner with additional support as they work to close a deal.

Sending automated emails to specific partner team members

When setting your automated email rules, you can specify which partner team member you would like to receive the email. 

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  • Everyone: Email is sent to all partner members and the partner owner when the partner reaches the automation's set target
  • Partner owner: Email is sent only to the partner owner
  • Individual partner member: Email is sent only to the partner member when they reach the automation's set target
  • Partner owner and individual partner member: Email is sent to the individual partner member and the partner owner when the individual member reaches the automation's set target

The "after partner joins", "# days after joining the group" and "after reaching # clicks" automations can only be sent to the partner owner.

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