Follow the steps below to get fully set up.

1. Set Up Your Maileroo Account and Connect a Domain

Before connecting with Zapier, ensure your Maileroo account is ready with at least one fully verified domain.

You can view or add your domains here:
https://app.maileroo.com/domains

Each domain you plan to send from must be verified. This is important because Zapier requires a valid sending domain connected to your Maileroo account.

2. Install the Maileroo App in Zapier

Next, log in to your Zapier account and install the Maileroo integration:

https://zapier.com/mcp/maileroo

Click “Try Code Free in Zapier Agents” to begin setting it up. This will add the Maileroo app to your Zapier environment so you can start creating Zaps.

3. Connect Your Maileroo Account to Zapier

When prompted, click “Connect new account.” A window will pop up asking for:

• Sender Key (required)
• Sender Address (required)
• Sender Name (optional)

How to Get Your Sender Key

1. Log in to Maileroo.
2. Go to Domains.
3. Select the domain you want to send emails from by clicking Overview.
4. In the left sidebar, navigate to Sending Keys.
5. Click New Sending Key.
6. Give your key a unique name and click Generate Key.

Copy this key and paste it into the Sender Key field in Zapier.

Sender Address & Name

• Sender Address: any valid email under the connected domain, e.g. hello@yourdomain.com
• Sender Name: your display name (e.g. John Smith, Support Team, Maileroo)

After filling out the fields, click Continue to Maileroo. Your account should authenticate successfully.

Important: If you enter a sending domain that does not match the Sending Key you generated, Zapier will return an error. Make sure both match the same verified domain.

4. Create Your Zap and Configure Maileroo

Once authenticated, click Create and you’ll be taken into Zapier Agents with Maileroo available as an action.

Select the Send Email action to begin configuring your email delivery.

Available Maileroo Fields in Zapier

Maileroo accepts the following parameters:

• Maileroo Address (Required)
• Recipient Address (Required)
• Recipient Display Name
• Subject Line (Required)
• HTML Content
• Plaintext Content
• Tracking: true/false

You can send emails using either HTML, Plaintext, or both. HTML templates can be generated externally and passed directly into Maileroo.

If you want email analytics—such as open and click tracking—enable the Tracking toggle. Otherwise, leave it set to false.

5. Start Automating Your Email Delivery

Your Maileroo integration is now ready to receive data from any Zapier-connected app and deliver emails directly to your recipients’ inboxes.

Set up triggers from CRMs, forms, e-commerce platforms, internal tools, or any workflow in Zapier to start sending automated messages with Maileroo.

Need Help?

If you have questions or want to request additional capabilities, our support team is always happy to assist.

The Applications feature in Maileroo allows you to create separate, self-contained sending environments within your account. Each application can have its own authorized domains and IP allow-list, giving you precise control over who can send and from where.

This is ideal for users managing multiple projects, tenants, or clients under one account, ensuring access, configuration, and usage remain neatly organized and secure. You can also add internal notes to describe each application's purpose, making ongoing management easier.

This feature has been implemented to support production-level systems with unique sending requirements and security needs.

Accessing the Applications Feature

1. Log in to your Maileroo account at
   https://app.maileroo.com/login
2. From the Service Selector menu, select Email API.
3. In the top-right corner of your screen, click your profile icon.
4. In the dropdown menu, select Applications.
   Here you’ll be able to view, create, and manage your Applications.

Creating a New Application

• Click Create Application.

1. A modal will appear prompting you to fill out the following fields:
   • Application Name:
     A descriptive name to help you identify your application later.
   • Authorized Domains:
     Specify which verified domains this application is allowed to send from.
     • If left blank, the application can send from any verified domain in your account.
     • If domains are added, it will only send from those specific domains.
   • IP Allowlist:
     Restrict access by specifying IP addresses or ranges using CIDR notation (one per line).
     • Leave this blank to allow access from any IP.
   • Notes:
     Add internal notes or descriptions to clarify the purpose of the application.
2. Once completed, click Create to finalize your new Application.

Application Credentials

After creation, your new Application will appear in the Applications list.
Each application automatically generates a unique:

• SMTP Credential
• API Key

These credentials are used to authenticate and send emails through your application, keeping each environment separate and secure. You can choose which method of email delivery you wish to use, but are both available based on your needs.

Testing and Monitoring Your Application

Once your Application is set up and sending, you can verify its performance and connection logs:

1. Navigate to Logs in the left sidebar.
2. Click Refine Search.
3. Use the Application filter to select the specific Application you want to review.
4. Click Confirm to view all related logs.

This allows you to track activity and confirm that emails are being sent successfully from the correct Application.

Summary

The Applications feature gives you:

• Better control and segregation of client or project environments
• Customizable security with domain and IP restrictions
• Simplified management through notes and identifiable credentials
• Independent API and SMTP keys for each sending environment

With these controls, Maileroo provides the flexibility and structure needed for modern, scalable email delivery systems.

Before You Begin

Make sure you have completed the following:

• Added your domain to Maileroo
• Verified your domain by adding all required DNS records (SPF, DKIM, CNAMES where applicable)

If your domain is not yet verified, first follow the domain setup instructions inside your dashboard.

Steps to Enable Custom Hostname Tracking

Step 1 — Verify Your Domain

Add your domain to Maileroo and complete domain verification by adding the required DNS records in your DNS provider (e.g., Cloudflare, GoDaddy, Namecheap).

Step 2 — Go to Your Domain Settings

1. Navigate to the Domains section in your Maileroo dashboard
2. Select the domain you want to configure and click Overview

Step 3 — Enable Custom Hostname Tracking

1. On the left sidebar, click DNS Records
2. Select the Settings tab from the tabs at the top
3. Locate the Custom Hostname Tracking setting
4. Toggle it ON

If the required CNAME record is already in place and correct, Maileroo will begin routing all tracking links through your custom hostname.

What Is Custom Hostname Tracking?

By default, Maileroo uses Maileroo-hosted tracking URLs for click and open tracking.

With Custom Hostname Tracking enabled:

• Your tracking links will use your own branded domain
• All clicks and opens will be tracked using your custom hostname
• SSL certificates are automatically provisioned for secure tracking
• Provides a seamless, branded experience for your recipients

If the CNAME record is set up correctly and this setting is enabled, we will track all clicks and opens on your emails using your custom domain. Your own branded domain — fully SSL-provisioned.

If disabled, Maileroo will revert to using its default tracking hostname.

You're all set!

Your emails will now send with branded tracking links and secure SSL tracking via your domain. You can disable this at anytime you wish by visiting that same 'Settings' page and disabling it.

To use Maileroo with your domain, one of the key steps is configuring your DNS records correctly. If your domain is managed through cPanel, you’ll add the required DNS records directly from your hosting provider’s cPanel dashboard.

The video tutorial will guide you step by step. This document focuses on why DNS setup matters and what to expect along the way.

Why Configure DNS for Maileroo?

Adding Maileroo’s DNS records in cPanel is essential to make sure your emails are trusted and delivered successfully. Proper configuration allows you to:

1. Authenticate Your Domain
   • By setting up SPF, DKIM, and DMARC, you’re confirming to recipient servers that Maileroo is a legitimate sender for your domain.
2. Improve Email Deliverability
   • Correct DNS setup reduces the chances of your emails going to spam folders.
3. Protect Your Brand
   • Prevent spammers from impersonating your domain by ensuring only your authorized servers can send mail.
4. Enable Extra Features
   • Additional records allow Maileroo to provide link tracking, bounce handling, and campaign reporting.

What Happens If DNS Isn’t Configured?

• Emails may be blocked, delayed, or flagged as spam.
• Your domain reputation could suffer, making it harder to deliver future messages.
• Recipients may see “via Maileroo” or warnings instead of a clean sender identity.
• Certain Maileroo features won’t work until DNS is properly configured.

DNS Propagation in cPanel

After you add or update DNS records in cPanel, the changes need time to propagate. This usually takes a few minutes to 24–48 hours. During this period, some recipients may see the updates while others won’t. Maileroo will automatically verify your records once propagation is complete.

What You’ll Add in cPanel

When connecting your domain in Maileroo through cPanel, you’ll typically need to add:

• SPF Record – Authorizes Maileroo servers to send emails on behalf of your domain.
• DKIM Record – Provides a secure digital signature for every email, proving authenticity.
• DMARC Record – Tells receiving mail servers how to handle unauthenticated messages.
• Optional Custom Records – Such as CNAMEs for branded link tracking or bounce handling.

When setting up your domain with Maileroo, one of the most important steps is configuring your DNS records correctly. If you’re using Cloudflare to manage your DNS, you’ll need to add the required records to your Cloudflare dashboard.

The video tutorial will show you the exact steps. This document explains the why behind DNS setup and what to expect during the process.

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Why Configure DNS for Maileroo?

Adding Maileroo’s records into Cloudflare is essential for establishing your domain’s trust and ensuring emails are delivered reliably. Proper setup allows you to:

1. Authenticate Your Domain
   • Records like SPF, DKIM, and DMARC prove that Maileroo is authorized to send on behalf of your domain.
2. Boost Deliverability
   • With authentication in place, your emails are less likely to end up in spam or junk folders.
3. Protect Your Brand
   • Prevent spammers from impersonating your domain by ensuring only approved servers can send mail from it.
4. Unlock Advanced Features
   • Certain records enable tracking, bounce handling, and detailed analytics within Maileroo.

What Happens If DNS Isn’t Set Up?

• Emails may be rejected or blocked by providers like Gmail, Outlook, and Yahoo.
• Your domain reputation may suffer, affecting all future mail delivery.
• Recipients could see messages flagged as “via Maileroo” instead of cleanly showing your domain.
• You may miss out on Maileroo’s enhanced features like branded tracking domains and campaign reports.

DNS Propagation in Cloudflare

Once you add the records in Cloudflare, it can take a few minutes up to 24–48 hours for changes to propagate worldwide. During this window, some recipients may see the updated authentication while others may not. Maileroo will automatically detect and verify the DNS records once propagation is complete.

What You’ll Be Adding in Cloudflare

When Maileroo asks you to configure DNS in Cloudflare, you’ll generally be adding:

• SPF Record – Authorizes Maileroo’s mail servers to send for your domain.
• DKIM Record – Provides a secure digital signature to confirm authenticity.
• DMARC Record – Instructs receiving servers how to treat unauthenticated messages.
• Optional Custom Records – Such as CNAMEs for branded tracking domains or bounce handling.

When connecting your domain to Maileroo, a critical step is configuring your DNS records correctly in Porkbun. This ensures your emails are authenticated, secure, and delivered with the highest possible success rate.

The video tutorial will show you exactly how to add the records in Porkbun. This document covers the why and what to expect when configuring DNS for Maileroo.

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Why Configure DNS for Maileroo?

Setting up DNS records tells the world that Maileroo is authorized to send emails from your domain. Without this setup, your messages may not be trusted by receiving mail servers. Proper DNS configuration ensures:

1. Authentication of Your Domain
   • Records such as SPF, DKIM, and DMARC verify that your emails are legitimate and not spoofed by bad actors.
2. Improved Deliverability
   • Correct DNS records help ensure your emails land in the inbox instead of spam.
3. Protection Against Phishing
   • By authenticating your domain, you reduce the risk of malicious parties impersonating your brand.
4. Access to Advanced Features
   • Certain records allow Maileroo to provide better tracking, analytics, and bounce handling for your campaigns.

What Happens If You Skip DNS Setup?

• Your emails may be flagged as spam or rejected outright by providers like Gmail, Outlook, and Yahoo.
• Your domain’s reputation can suffer, impacting future deliverability.
• Recipients may see warnings like “via Maileroo” in the sender details instead of a clean domain-based sender line.
• Features such as branded link tracking or full analytics may not function.

DNS Propagation in Porkbun

After adding records in Porkbun, DNS propagation can take anywhere from a few minutes to 24–48 hours. During this time, changes may not be visible everywhere immediately. Maileroo will automatically re-check and verify your records once propagation is complete.

What You’ll Add in Porkbun

When connecting a domain in Porkbun, Maileroo will ask you to add:

• SPF Record – Authorizes Maileroo to send on behalf of your domain.
• DKIM Record – Adds a secure signature that proves your emails are authentic.
• DMARC Record – Tells receiving servers how to handle suspicious mail claiming to be from your domain.
• Optional Custom Records – For link tracking, branded sending domains, and advanced features.

Important: Make sure you don’t create conflicting SPF records — if you already have one, it must be merged with Maileroo’s instructions.

When setting up Maileroo, one of the most important steps is configuring your DNS records correctly. This ensures that your emails are delivered reliably, are trusted by receiving servers, and avoid landing in spam.

If your domain is registered with Namecheap, you’ll need to add the required DNS records to your domain’s DNS settings. While the video tutorial will walk you through the exact process step by step, this document will cover the why and what to expect when making these changes.

www.namecheap.com

Why Do I Need to Configure DNS for Maileroo?

Proper DNS configuration establishes your domain’s identity and reputation when sending emails. Without it, your emails may be flagged as suspicious or outright rejected by recipient mail servers. Setting up your DNS allows you to:

1. Authenticate Your Domain
   • DNS records like SPF, DKIM, and DMARC verify that Maileroo is authorized to send email on behalf of your domain. This helps protect your domain from spoofing and phishing attacks.
2. Improve Deliverability
   • Correct DNS records reduce the chance of your emails ending up in spam or junk folders. They give receiving servers confidence that your messages are legitimate.
3. Establish Brand Trust
   • When your domain is authenticated, you build credibility with your recipients. Over time, this improves engagement and keeps your domain’s reputation healthy.
4. Enable Tracking & Reporting
   • Some DNS records help Maileroo provide analytics, link tracking, and performance monitoring for your campaigns.

What Happens If DNS Isn’t Configured?

• Emails may be rejected or blocked by major providers like Gmail, Outlook, and Yahoo.
• Your domain reputation could be damaged, making future email delivery harder.
• Recipients may see “via Maileroo” or other warnings instead of a clean “from yourdomain.com.”
• You miss out on advanced features like link tracking, bounce handling, and reporting.

How Long Does It Take for DNS to Update?

Once you add or update records in Namecheap, DNS propagation can take anywhere from a few minutes up to 24–48 hours. During this time, some recipients may see the changes while others may not. Maileroo will automatically detect and verify the DNS changes once propagation is complete.

What You’ll Be Configuring

When setting up Maileroo with Namecheap, you’ll typically add the following DNS records:

• SPF Record – Authorizes Maileroo servers to send on your behalf.
• DKIM Record – Adds a cryptographic signature that proves authenticity of your emails.
• DMARC Record – Provides instructions to receiving servers on how to handle unauthenticated mail.
• Tracking/Custom Records (Optional) – For link tracking, bounce handling, or branded domains.

Tip: Always double-check that you don’t already have conflicting records (e.g., duplicate SPF entries).

What Does It Do?

When you use this feature, your email will include a unique link that directs recipients to a browser-based version of the email. This is especially handy for:

• Viewing the email in a clean, web format
• Sharing the email online
• Ensuring accessibility for recipients with email client issues

How To Use It

1. Go to your Email Template Builder or edit an Existing Template.
2. Add the following tag where you’d like the link to appear:

  {{ view_online_url }}

3. This tag will automatically be replaced with a live, clickable URL when the campaign is sent, allowing recipients to open the email in their browser.

You can place it anywhere in the template, commonly at the top or bottom of the email as “View this email in your browser.”

Important Notes

• Test Sends: If you try to test-send this email to yourself or others, you’ll notice the {{ view_online_url }} is replaced with a placeholder link (e.g., https://example.com).
  This is expected behavior and confirms that the tag is working correctly.
• Live Campaigns Only: The actual browser-view link is only generated when the campaign is sent live to your list of recipients.

Example Use in Your Template

If you're having trouble viewing this email, click here to view it online

If you have any questions or run into issues using this feature, don’t hesitate to contact our support team!

Accessing the Affiliate Program

To get started, log in to your Maileroo account and go to https://app.maileroo.com/affiliate-program. You can also find the Affiliate Program page in the side navigation menu under Affiliate Program.

Once there, you’ll see sections for:

1. Affiliate Links
2. Paytable
3. Withdrawals

1. Affiliate Links

Maileroo provides you with a default affiliate link that’s ready to use immediately. This link is unique to your account and can be shared to start earning right away. If you’d like to create a personalized link, follow these steps:

• Click on the Affiliate tab.
• Select Create Custom Link to open a modal.
• In the modal, enter a custom name for your affiliate link. Choose a name that reflects your brand and is appropriate, as inappropriate names may be removed, and payouts could be withheld.

Having a custom link can make it easier for you to share and track your referrals, especially if you’re marketing Maileroo under a specific brand or campaign.

2. Paytable

The paytable shows the earnings structure across all Maileroo plans. You’ll be able to see the percentage payout for each plan and service tier, allowing you to understand exactly what you’ll earn when someone subscribes via your referral link. Commissions are calculated as a percentage of each plan, ensuring that your earnings grow with the value of the plan your referrals choose.

3. Withdrawals

When you’re ready to request a payout, navigate to the Withdrawals section. Here, you can submit a request, and we’ll process your withdrawal within a short period.

We currently allow for withdrawal to the following payment methods

• Paypal
• Bank-transfer
• Cryptocurrency

When submitting a withdrawal request, please ensure that all details provided for your payout are accurate and up-to-date. If incorrect information is submitted, Maileroo cannot be held liable for funds that do not reach the intended account.

It is your responsibility to carefully review and confirm all payout details before submitting.

Please Note:
Withdrawals are available two months after a referral’s initial purchase and continued use of Maileroo’s services. This waiting period ensures the stability and quality of referrals, enabling you to earn confidently and sustainably.

Steps to Create an Automation

1. Access the Automation Page
   Start by navigating to the automation page within your organization dashboard. Once there, click on Add Automation + to begin setting up a new automation. This will open a modal with various settings to configure your automation.
2. Set Up the Automation Details
   You’ll be prompted to provide essential information about your automation, including:
   • Automation Name: Enter a name to identify this automation. This could be descriptive, like "Welcome New Subscribers" or "User Unsubscribe Follow-up."
   • Description: Provide a brief description to help clarify the purpose of this automation and what it aims to accomplish.
3. Choose a Trigger Event
   Select the action that will trigger your automation. Maileroo offers the following options:
   • User Added: Automation is triggered when a new user is added to your list.
   • User Subscribed: Triggered when a user subscribes.
   • User Unsubscribed: Triggered when a user unsubscribes.
   • User Bounced: Triggered when an email bounces.
   • User Updated: Triggered when user information is updated.
4. Set a Delay for the Automation
   Specify how long after the trigger event the automation should take place. You can set this delay in minutes, hours, or days to best match your timing needs.
5. Create the Automation
   Once you’ve filled in all the necessary details, click Create. Your new automation will now appear in the list, ready for further configuration.
6. Connect Your Email Template
   After creating your automation, click Edit Email Content to design the email that will be sent when this automation is triggered. This will open a modal where you can set up your email details and customize the content.

Please note - you will see a default automation in each of your organizations which is your confirmation email that is sent out to each subscriber. This is a read-only automation that can't be deleted. This is to ensure compliance and allow your users to double-opt into your email marketing. You can edit this automation's email content if you wish to implement your styling and branding.

Email Content Customization Options

• Sender Address: Choose a sender identity from a dropdown menu. This list will include sender addresses you've already set up, or you can select the default sender provided by Maileroo.
• Reply Address (Optional): Optionally, add a reply-to address where responses will be directed.
• Subject Line: Enter the subject of the email. Make it engaging and relevant to encourage recipients to open the email.
• Attachments: You can add up to 5 attachments, with a total size of 5MB.
• Email Body: Click on Open Editor to enter the email template builder. The drag-and-drop editor allows you to easily design and build a responsive email template in minutes, ensuring your email looks polished and professional.

Once you’ve completed the email content setup, save your changes. Your automation is now fully configured and ready to send emails automatically based on the specified triggers and settings.

Congratulations! You've successfully set up your automation. Now, Maileroo will handle the rest, delivering emails to your users as soon as the set conditions are met. If you need further assistance, our support team is here to help. Happy automating!

Customizable Elements on the Opt-in Page

Here are the fields you can tailor to match your brand's voice and style:

1. Page Title (Window/Browser Title)
   This is the title that appears in the browser tab when a user opens the opt-in page. Setting a recognizable title, like "Confirm Your Subscription to [Your Brand]," makes the page easily identifiable.
2. Redirection Link
   After a user confirms their subscription, they can be redirected to a URL of your choice. This could be your homepage, a welcome page, or even a special offer page to encourage engagement.
3. Success Title
   This is the main title that appears after a successful opt-in, such as "Subscription Confirmed!" or "Welcome to Our Community!"
4. Success Description
   The description that appears below the success title, which can thank users for joining and provide a short message about what they can expect next, like “Thanks for subscribing! We’re thrilled to have you with us.”
5. Button (Optional)
   If you’d like, you can add an extra button for users after they successfully opt-in. This can be useful if you want to direct them to a specific action, such as visiting your blog or exploring your products.
6. Button Label
   Customize the button text to encourage a specific action, like "Explore Now," "Visit Blog," or "See Our Latest News."
7. Button Link
   Set the URL the button will link to. This could be a featured page or a new collection you’d like your subscribers to visit.
8. Error Title
   If there’s an issue with the opt-in process, this is the main error message title displayed to the user, such as "Oops, Something Went Wrong."
9. Error Description
   A brief message below the error title, explaining the issue. For example, "We couldn’t process your subscription. Please try again or contact support if the problem persists."

How to Customize Your Opt-in Page

Navigate to the Opt-in Page Settings
Head to your Maileroo Email Marketing dashboard, select your organization and in the drop-down menu find the settings button. Click this and locate the 'Configuration' tab on the settings page.

1. Edit the Fields
   Once you’re in the customization settings, you’ll see all the fields listed above. Simply fill in the fields with your desired content, adjusting each element to align with your brand's voice and appearance.
2. Save Your Changes
   Once you've made your edits, make sure to save them. Your changes will automatically apply to all future opt-in pages for new subscribers.

By customizing your opt-in page, you’ll create a polished and engaging experience for new subscribers that aligns with your brand's unique identity and goals.

If you need further help or have any questions, feel free to reach out to our support team. Happy customizing!

Customizable Elements on the Unsubscribe Page

Here’s a breakdown of the elements you can personalize on your unsubscribe page:

1. Page Title
   The main title is displayed in your browser window.
2. Heading Title
   The heading is displayed prominently on the unsubscribe page. Often used to reiterate the purpose, such as "Manage Your Subscription" or "We're Sorry to See You Go."
3. Unsubscribe Description
   A brief description to explain the unsubscribe process or thank the user for being part of your list.
4. Unsubscribe Button Label
   The text on the unsubscribe button, like "Unsubscribe" or "Stop Receiving Emails."
5. Unsubscribe Success Message
   This is the confirmation message that appears after a user successfully unsubscribes. It reassures them that the process was completed, such as "You have been successfully unsubscribed."
6. Feedback Success Message
   This is the message displayed after feedback is submitted. For example, "Thank you for your feedback!"
7. Feedback Button Label
   Label this button as you like; common options include "Send Feedback" or "Submit Response."
8. Recapture Button Label
   The text on a button intended to retain subscribers, such as "Stay Subscribed" or "Keep Me on the List."
9. Recapture Description
   A message or incentive to encourage contacts to remain subscribed, like "Are you sure you want to leave? We’d love to stay in touch!"
10. Resubscribe Title
    If a user changes their mind, you can display a title like "Missed Us Already?" to make it easy for them to re-subscribe.
11. Resubscribe Button Label
    This label could be "Rejoin" or "Subscribe Again" — whatever best matches your brand tone.
12. Resubscribe Success Message
    A confirmation message, like "Welcome back! You’re successfully resubscribed."
13. Unsubscribe Redirection Link
    After a user unsubscribes, you can choose a custom URL where they’ll be redirected. This could lead back to your homepage, a special offer, or a thank-you page.

How to Customize Your Unsubscribe Page

1. Navigate to Your Organization's Settings
   Go to your Maileroo Email Marketing dashboard and access your organization.
2. Find the Unsubscribe Page Settings
   Within settings, locate the section for Configuration Tab. Here, you’ll see all the customizable fields listed above.
3. Edit the Fields
   Simply fill in the text fields with your desired content for each element. Update labels, titles, messages, and descriptions as needed to match your brand style and messaging.

4. Save Your Changes
   After completing your customization, be sure to save changes. Your updated unsubscribe page will automatically reflect these changes in all future emails.

By personalizing your unsubscribe page, you can maintain a professional brand presence while providing a smooth and respectful experience for those opting out.

If you have any further questions or need assistance, feel free to reach out to our support team!

1. CAN-SPAM Act (United States)

The CAN-SPAM Act, established in the U.S. in 2003, is designed to protect recipients from unsolicited commercial emails. Here are the main requirements to comply with CAN-SPAM:

• No Deceptive Information: Your “From,” “To,” “Reply-To,” and routing information must accurately identify your business or brand.
• Clear Subject Lines: Subject lines should accurately reflect the content of the email.
• Identify the Email as an Advertisement: While not required to include the word “advertisement,” it must be clear that the message is promotional.
• Include Your Physical Address: You must include a valid physical postal address in the email footer.
• Opt-Out Mechanism: Every email must have an unsubscribe link that allows recipients to opt out of future emails. Requests must be honored within 10 business days.

Non-compliance with CAN-SPAM can result in fines of up to $43,792 per email, so it’s important to meet these requirements in every message you send to U.S. recipients.

2. GDPR (General Data Protection Regulation - European Union)

The GDPR is one of the world’s strictest data privacy laws, governing how businesses handle personal data of EU residents. Key components of GDPR for email marketing include:

• Consent: Explicit consent is required before adding EU residents to an email list. Pre-checked boxes or assumed consent are not allowed.
• Data Transparency: You must inform users how their data will be used, and they must be able to access, correct, or delete their information.
• Right to Withdraw Consent: Users have the right to unsubscribe or withdraw consent at any time. You must make it easy for users to manage their preferences and remove themselves from your list if they choose.
• Data Security: You must take steps to secure users' data and report any data breaches to EU authorities within 72 hours.

Violating GDPR can result in significant fines—up to €20 million or 4% of global revenue, whichever is higher.

3. CASL (Canada's Anti-Spam Legislation)

Canada’s CASL aims to reduce spam and protect Canadian recipients. It applies to all commercial emails sent to or from Canada. CASL requirements include:

• Obtaining Consent: You must have explicit or implied consent before sending emails.
• Identify the Sender: Clearly identify your business or brand, along with your contact information.
• Include an Unsubscribe Mechanism: Emails must include a clear way for recipients to unsubscribe, and requests must be honored within 10 days.

Penalties for violating CASL can be substantial, with fines reaching up to $10 million for businesses.

4. Australia’s Spam Act

The Spam Act in Australia requires that businesses follow strict rules when sending emails to Australian residents:

• Consent: Send emails only to recipients who have consented to receive them.
• Identify the Sender: Clearly state your identity and provide a way for recipients to contact you.
• Unsubscribe Options: Every email must include an unsubscribe option that is honored promptly.

Non-compliance with Australia’s Spam Act can lead to fines, including penalties as high as AUD $1.1 million per day for repeated violations.

Best Practices for Global Email Compliance

To ensure compliance with these various regulations, consider implementing the following best practices:

1. Collect Explicit Consent: Ensure users knowingly and willingly sign up to receive your emails. Avoid using pre-checked boxes.
2. Make Unsubscribing Easy: Include a clearly visible unsubscribe link in every email, allowing recipients to manage their subscription preferences.
3. Use Transparent Language: Clearly explain what users are signing up for, and avoid misleading subject lines or deceptive information.
4. Honour Opt-Out Requests Quickly: Make sure all opt-out requests are processed within the timelines required by each regulation.
5. Secure Personal Data: Implement strong data security practices to protect your recipients’ information from unauthorized access or breaches.
6. Regularly Audit Your Practices: Conduct regular audits to ensure your email practices align with current laws and your users’ rights are respected.

Email compliance is essential for any successful email marketing strategy. By following regulations like CAN-SPAM, GDPR, CASL, and the Spam Act, you protect your organization from legal risks and build a trustworthy, respectful relationship with your audience. Our platform includes built-in tools, like the {{ unsubscribe_url }} tag, to help you remain compliant and ensure every recipient can easily manage their preferences.

For further information on these regulations or specific questions, consult a legal professional to guide your compliance efforts. Find information on our policies and GDPR compliance see the links below.

Email Policy

GDPR Compliance

Acceptable Use Policy

1. Accessing Your Organization

1. Go to the Organizations tab. Here, you’ll see a list of organizations you’re a part of or have created.
2. Select the organization you want to add someone to. Once you’ve entered the correct organization, the side navigation menu will display a new dropdown menu with tools and features specific to that organization. Additionally, the name of the selected organization will appear at the top centre of your screen, confirming you’re in the right place.

2. Navigating to Team Management

1. In the left-hand dropdown menu, click on Settings.
2. Inside the Settings page, you’ll find multiple tabs. Select Team Management to access the team settings where you can invite users to the organization.

3. Inviting a New User

1. In the Team Management section, click the Invite User + button located in the top-right corner.
2. This will open a pop-up where you can enter the email address of the person you wish to invite. After submitting their email, an invitation link will be sent to them. Once they click the link, they’ll complete a few steps to join your organization.

Please note - to invite a user they must already have an account with Maileroo - they simply just need to create one so that you can invite that individual into your organization. They can create an account here.

4. Assigning Roles to New Users

Once they join, you can assign them a specific role that determines their permissions within the organization:

• Admin: Has full access to all organizational settings, including user management.
• Editor: Can manage contacts, templates, and widgets, and send emails on behalf of the organization.
• Member: Limited to sending emails on behalf of the organization.

These roles allow you to control each team member’s access level, ensuring that everyone has the appropriate permissions and security.

5. Managing Your Team’s Collaboration

With the right roles in place, you have complete control over user permissions, allowing you to manage large collaborations with peace of mind. Each role provides essential functions, making teamwork and client oversight both secure and efficient.

By following these steps, you can build a collaborative environment tailored to your organization's needs.

6. Canceling a User Invitation

If you added someone by accident and they haven't accepted the invite request yet, you can simply click on the Invite User + button to view pending invitations and select Cancel to withdraw the invitation. This action will prevent that email address from accessing the link and joining your organization.

If the user has already accepted the invite and joined, go to the Team Management tab, where you’ll see a list of current users. Simply click the Bin icon next to the user’s name to remove them from your organization.

7. Editing a User’s Role

Once a user has accepted their invitation, you can change their role within the team as needed. In the Team Management tab, locate the user whose role you’d like to modify, then click the Change Role button. This will open a modal where you can select from the three available roles. Once chosen, the user’s permissions will update to match their new role.

1. Accessing the Template Editor

To get started with a pre-built template, navigate to the Template Editor within your email marketing dashboard:

• Create a new template, or click on an existing one that you’d like to update with our available designs.

2. Using the Template Library

Once you’re in the template editor:

• Look to the bottom-left of the screen, where you’ll find a button labelled ‘Templates’.
• Click on this button to open a modal window that displays a selection of pre-built templates.

In the template modal, you’ll find a range of readily available designs that you can choose from to match your campaign goals, whether it’s a promotional email, newsletter, announcement, or other use cases.

• Clicking on one of these templates will remove and replace your existing content on the screen. If you accidentally did this and didn't intend to do that, please use the 'Undo' button found in the top-left of your email template builder.

3. Growing Template Library

Our template library is a work in progress, with more templates being added as we continue to expand. We’re committed to offering a robust selection to meet various needs and styles, making your email design process as efficient as possible.

4. Community-Contributed Templates

We collaborate with our community members to include templates created by users just like you! This way, we can offer diverse and unique designs that support and showcase the work of our talented community.

Using Maileroo’s templates allows you to start campaigns faster, save time on design, and focus on your content. We’re always working to grow our template library and welcome any suggestions or contributions from our community to make it even better.