Sending mailings to webshop customers

Introduction: What are mailings?

Mailings are emails you can send from Easyflor to your webshop customers. For example, you can show your stock, send offers, or give updates about your webshop. This all happens automatically from the system, without having to manually type emails.

Why use mailings?

You want to use mailings because:

• You can inform customers about your latest products
• You can show what's in stock
• You can promote special offers
• You keep customers informed about your webshop
• It saves time (no manual emailing)
• You can reach multiple customers at once
• You can remind customers of your webshop
• It stimulates sales

Three types of mailings

There are three different types of emails you can send:

1. Assortment mail: Shows your stock with products and prices
2. Text mail: Text only, e.g., an update or announcement
3. Email template: A pre-made email you can reuse

We explain all three.

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Where do you find mailings?

To the mailing menu

1. Go to the "Shop (New)" tile
2. Click on "Mailing"
3. You now see your shop name
4. Click on your shop name
5. You're now in mailing management

What do you see?

• At the top: A button to create a new assortment mail
• "More" menu: Options for text mail and templates
• Overview of existing mailings

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Type 1: Assortment mail

An assortment mail is an email with your products in it. Customers immediately see what you have in stock with photos, prices, and descriptions.

When to use?

• You have new products in stock
• You want to promote your assortment
• Customers should know what's available
• You're running a special offer on certain products

Step 1: Create assortment mail

Start new mail

1. Click the button at the top for a new assortment mail
2. A screen opens to compose the mail

Select products with filters

You can choose which products go in the email:

Use filters:

• Article group: For example only roses or only tulips
• Price: Only products between certain prices
• Stock: Only products in stock
• Supplier: Only products from specific suppliers
• Date: Only products available on certain day
• Other filters: Depending on your system

Example: You only want to show roses under 2 euros that are in stock.

• Filter 1: Article group = Roses
• Filter 2: Price = Maximum 2 euros
• Filter 3: Stock = Only in stock

Design mail

1. Choose a layout for your email
2. Optionally add your own text
3. Preview the email to see how it looks
4. Adjust if needed

Save

1. Give the mailing a name (e.g., "Roses promotion February")
2. Click "Save"

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Step 2: Add recipients

Now you have to choose which customers should receive this email.

Select recipients

1. Select the mailing you just created
2. Click "Recipients"
3. You now see a list of customers

Choose customers

1. Tick the customers who should receive the email
2. You can also select all customers
3. Or filter on specific customer groups
4. Click "Save"

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Step 3: Send email

Send

1. Check if the mailing is correct
2. Verify the right recipients are selected
3. Click "Send"
4. The email is now sent to all selected customers

Done! Your assortment mail has been sent.

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Type 2: Text mail

A text mail is a simple email with text only. No products, no stock images, just your message.

When to use?

• You want to give an update about the webshop
• The webshop is temporarily closed
• You have a general announcement
• You want to thank customers
• You're announcing something (new opening hours, holiday, etc.)

Step 1: Create text mail

Start new text mail

1. Click "More" in the menu
2. Choose "Text mail"
3. A text editor opens

Write text

1. Type your message
2. For example: "Dear customers, our webshop is closed from August 1-15 due to holidays. From August 16 we'll be back for you!"
3. Keep it short and clear
4. Use a friendly tone

Save

1. Give the mailing a name (e.g., "Holiday announcement")
2. Click "Save"

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Step 2: Add recipients

Select recipients

1. Select the text mail
2. Click "Recipients"
3. Select which customers should receive the email
4. Save

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Step 3: Send email

Send

1. Check the text once more
2. Verify the recipients
3. Click "Send"

Done! Your text mail has been sent.

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Type 3: Email template

An email template is a pre-made email you can reuse. If you send the same kind of email every week, make a template of it.

When to use?

• You send a weekly assortment overview
• You send a monthly newsletter
• You have a standard layout you always want to use
• You want to save time by not starting over each time

Advantages:

• Make once, use often
• Automatic sending possible
• Consistent appearance
• Time-saving

Step 1: Create template

To template menu

1. Click "More"
2. Choose "Mailing template"
3. Or go to "Mailing template" in the main menu

New template

1. Click "New"
2. Choose the type: Assortment mail or Text mail

Design template

1. Make the email exactly how you want it
2. For assortment mail: set filters
3. For text mail: write the standard text
4. Give it a recognizable name
5. Save

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Step 2: Set up automatic sending (optional)

You can have a template automatically sent at fixed times.

Set send times

1. Select the template
2. Find "Send times" or "Automatic sending"
3. Click "New"

Choose time

1. Day: Choose the day of the week (e.g., every Monday)
2. Hour: Choose the hour (e.g., 08:00)
3. Minute: Choose the minute (e.g., 00)
4. Save

Example: Every Monday at 08:00 an assortment mail is automatically sent.

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Step 3: Use template

Create mailing from template

1. Go to Mailing
2. Choose "New" or "More"
3. Select "From template"
4. Choose the template you want to use
5. The mailing is created with the template settings

Add recipients

1. Select the mailing
2. Click "Recipients"
3. Add the customers
4. Save

Send

• Manual: Click "Send"
• Automatic: Happens automatically at the set time

Done! Your template now works.

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Practical examples

Example 1: Weekly assortment mail

• Situation: You want to email your stock every Monday
• Action:
  1. Create assortment mail template with filter "In stock"
  2. Set send time: Monday 08:00
  3. Add all webshop customers as recipients
• Result: Every Monday at 8 customers automatically receive your stock

Example 2: Roses promotion

• Situation: You have many roses and want to sell them quickly
• Action:
  1. Make assortment mail with filter "Article group = Roses"
  2. Add text: "Roses promotion! 20% discount this week"
  3. Select all customers
  4. Send immediately
• Result: Customers see your rose offer and can order immediately

Example 3: Holiday announcement

• Situation: You're going on holiday for 2 weeks
• Action:
  1. Make text mail with closure message
  2. Select all customers
  3. Send 1 week before holiday
• Result: Customers know you're closed

Example 4: Monthly newsletter

• Situation: You want to send an update on the first of every month
• Action:
  1. Make text mail template for newsletter
  2. Set send time: First of the month, 09:00
  3. Add all customers
• Result: Automatic monthly newsletter

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Important tips

Tip 1: Test with yourself first

• Add your own email address as recipient
• Send a test email first
• Check if everything looks good
• Adjust if needed
• Only then send to real customers

Tip 2: Don't email too often

• 1-2 times per week is enough
• Too much emailing irritates customers
• They can unsubscribe
• Choose quality over quantity

Tip 3: Relevant content

• Send only what's interesting
• Not just "we have roses" but "special offer on roses"
• Provide value to the customer
• Be specific

Tip 4: Good timing

• Send on weekdays, not weekends
• Early morning works well (7-9 am)
• Not on holidays
• Test different times and see what works

Tip 5: Clear subject line

• Make clear what the email is about
• Example: "New roses in stock" or "Tulips promotion this week"
• No vague subjects like "Update"

Tip 6: Templates for recurring emails

• Anything you do regularly: make a template
• Saves a lot of time long-term
• Consistent appearance

Frequently asked questions

Question: How many customers can I email at once?

• Technically: all customers
• Practically: only relevant customers
• For example: only customers who buy flowers, not customers who only buy plants

Question: Can customers unsubscribe?

• Usually yes, depending on settings
• This is often legally required
• Respect when someone unsubscribes

Question: Can I see who read the email?

• Depends on your system
• Some systems offer statistics
• Check this in mailing settings

Question: Can I add images?

• For assortment mail: automatically (product photos)
• For text mail: depends on your system
• Check the options in your template editor

Question: What if I make a mistake?

• Once sent you can't go back
• That's why always test to yourself first
• Double-check everything before clicking send

Question: How many templates can I make?

• No limit
• Make as many as you need
• For example: template per season, per product group, etc.

What to do with problems?

Problem: Emails don't arrive

• Check if customer email addresses are correct
• Ask customers to check spam folder
• Verify sending was actually successful
• Test with your own email address

Problem: Wrong products in assortment mail

• Check your filters
• Filters may be too broad or too specific
• Adjust filters and test again

Problem: Automatic sending doesn't work

• Check if send time is correctly set
• Check if recipients are added
• Check if template is active
• You may need to manually activate it

Problem: Template not visible

• Check if you saved it
• Search in the right category (assortment or text)
• Refresh the page

Problem: Customers complain about too many emails

• Lower the frequency
• Send only relevant content
• Offer an unsubscribe option

Summary

Sending mailings to webshop customers is done from the Shop tile → Mailing:

Three types of emails:

1. Assortment mail: Shows your products with prices, use filters to select specific products, ideal for stock updates
2. Text mail: Text only, for announcements like holidays or updates about your webshop
3. Email template: Reusable template for recurring mails, can be automatically sent at set times (day, hour, minute)

Basic steps:

• Create the mailing (assortment, text, or from template)
• Select the mailing → click Recipients → add customers
• Send the email (manually or automatically via template)

Important tips:

• Test first with your own email address
• Don't email too often (1-2x per week max)
• Use templates for recurring mails to save time
• Good timing: weekdays in the morning (7-9 am)