Sender profile

In this guide you will get a step-by-step guide on how to set up your sender profile. It is important that you set up a sender profile, as it is mandatory in Heyloyalty in order for you to send emails. The sender profile is used as sender information when you send emails or SMS.

At the end of the guide, we will explain how to validate your sender profile so you can send to more than 10 recipients.

Sender profile: Why should it be used? 

Sender profile is a mandatory part of setting up your account in Heyloyalty.  
A sender profile is your sender information that your recipients’ email clients use to verify that the email is real and does not contain phishing or spam.  

In addition to a name and an email address as the sender SPF and DKIM must be set up and rules must be set for DMARC.  It may almost sound dangerous, but it is relatively simple to set up. To put it simply,  SPF (Sender Policy Framework) is a setup that tells email clients that your email system (in this case, Heyloyalty) is allowed to send emails on behalf of you (and your domain). DKIM (Domain Keys Identified Mail) can be explained as being a digital signature that is included in all the emails you send via Heyloyalty.  

DMARC (Domain-based Message Authentication, Reporting and Conformance) is an email authentication protocol. In short, it’s a necessity to set up, as major email clients like Google and Yahoo have chosen to make DMARC mandatory if your emails aren’t to be automatically discarded and perceived as spam.   

The more technical explanation of DMARC is, that it is designed to give email domain owners the ability to protect their domain from unauthorized use, commonly known as email spoofing. The purpose and primary outcome of implementing DMARC is to protect a domain from being used in business email compromise attacks, phishing email and email scams.   

In Heyloyalty, we do not have access to the systems where SPF, DKIM and DMARC must be set up. Your hosting provider will be the one who can help you, if you don’t know how to verify the sender profile yourself.  

Setup of Sender profile

Create your sender profile by clicking Settings –> Sender profiles

–< 0 > Create new sender.

Fill in the information.

• We recommend that you make the sender name a little personal.

Tip: Review your own inbox and see how other companies have named their sender.  

• Type: Here , you choose whether the sender profile should be for email or SMS. If you want to send both emails and SMS messages, please note that you must create two separate sender profiles—one for emails and one for SMS.
  The SMS sender name must be between 3 and 11 characters. The sender name cannot exceed 11 characters because the full name will not be displayed in the recipient’s email client.

Tip: You can create multiple sender profiles for both SMS and email.  

• Email is the email address that your recipients will recognize as the email address that sent the email. Here too, it can be a good idea to create a personalized email address. To avoid one of your employees’ inboxes being flooded with inquiries, autoresponders, etc., consider creating a new inbox that can receive all of this.

Tip: You might consider inventing a new person who can act as the sender in Sender name and then create an inbox and email address that matches it. For example, create the email address  john@companyname.com if your sender profile is John from Your Company. The person or persons responsible for your newsletter can then access the inbox john@companyname.com to ensure that your recipients receive answers to any inquiries that may arise from your newsletter. 

• Reply to is the email address that by default receives the reply if a recipient presses ‘Reply’ on one of your newsletters. In principle, this email address can be different from the sender, although we recommend that it is the same email address.

Finish by clicking Save sender.

Validate sender

After you click save sender, you will receive a confirmation email where you need to approve the sender profile. Once you have approved the sender profile, you will be able to see it under your sender profiles.

Note: You have 24 hours to confirm your sender profile

If you didn’t have time to approve your sender profile, you will be able to resend the confirmation email. To do this, go to the sender profile and click Click here to resend validation.

DNS setup

In order to send valid emails, your sender profile must be verified. You can do this by setting up DKIM and SPF, which are used to confirm that the sender profile is valid and belongs to your company. This setup also ensures that Heyloyalty’s server providers can send emails on your behalf without any issues. It also reduces the risk of your newsletters ending up in recipients’ spam folders.

Note: If you find that you cannot send to more than 10 recipients, it is because DKIM and SPF are not set up correctly. See below for instructions on how to set them up.

You can now access both SPF and DKIM information on the sender overview. If you have an IT administrator at your company, you can send an automatically generated email to that person by clicking ⁝ — > Send DNS.

Fill in the name and email address of the IT manager, who will receive the email below with exactly the information the person needs to be able to verify your sender profile.

Send the auto-generated email by clicking Send email.

Once SPF and DKIM have been set up, you can check if the setup has gone through and/or done correctly by clicking on ⁝ –> Check DNS.

There will now be either a red or green bar at the top, telling you if the setup has been done correctly:

If it says DKIM and SPF is set up correctly, you are now ready to use the sender profile and can send both campaigns and automations in Heyloyalty.

Overview of Your Sender Profile

Here is an overview of the sender profiles you have created:

• Creation Date: When the profile was created
• Type: SMS or email sender
• Sender Email: Which email address is used for the various profiles

Note: If you want to send both text messages and emails, you must create two separate sender profiles—one for each.

Your sender profile has now been created

By following this guide, you have now successfully created and secured your sender profiles. By setting up both email and SMS profiles, you ensure that your messages are delivered correctly and without any issues. Continue exploring Heyloyalty’s features to further improve your campaigns.

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