How to create a welcome email for the affiliates

Tapfiliate sends a default welcome email upon approval, but for better branding and control, you will want to replace it with a custom message that truly reflects your brand - using triggers.

Why Use Triggers?

Our Triggers feature allows you to step in and replace that basic message with your own, personalized communication flow. In simple terms, a Trigger is the system’s automation engine: it lets you tell the platform, “When this event happens (e.g., Affiliate Approved), send this specific email (your custom Welcome Message).” This ensures your branded message is sent instantly every time, without any manual work.

1. Step 1: Disable the Default Email
2. Step 2: Create a New Trigger
3. Step 3: Define the Trigger Event
4. Step 4: Add the Email Notification
5. Step 5: Save and Activate
6. Next Steps

Why we do this: To ensure your custom, branded email is the one and only message sent, you must first turn OFF the standard Tapfiliate welcome email. If the default email setting is left ON, the system will prevent the custom Trigger email from being sent to avoid duplicate messages:

1. Navigate to Programs > General Settings in the main menu.
2. Scroll down to the Notification settings section.
3. Locate the option: “Send my affiliates an email when they are approved for a program.”
4. Toggle this option Off to disable the default email sent by Tapfiliate.

Now that the default email is disabled, you can build your custom automation:

1. Go to Settings > Trigger emails& webhooks from the main dashboard menu.
2. Click the + New Trigger button at the top right of the screen.

Define the exact moment you want the welcome email to be sent.

• Under the “Trigger when this happens” section, select the event: “Affiliate approved for program.”

Clarification on Events: You may also see the event “Affiliate added to program.”

• “Added” means the affiliate has been placed into the program (e.g., via CSV import or API), but they might still be pending approval.
• “Approved” means the affiliate has been fully vetted and is ready to start promoting and earning commission.

We recommend using “Affiliate approved for program” because it ensures the welcome email is sent exactly when the partner is ready to work, regardless of whether they were manually approved or automatically approved by your program settings. This is where you design and personalize your email content:

1. Click the Email Notification button under the “Do the following” section.
2. Add the Subject of the email, for example:(e.g., Welcome to the [Your Company Name] Affiliate Program!). Note: There are no specific length or character limits for this field.
3. Customize the body of the email with a welcoming message for your new affiliates. Note: There are no specific length or character limits for this field.

Designing the Email Body (Rich Content)
You have full control over the email body content:

• No Restrictions: The email body field has no practical limits on content length or character count.
• Rich Media: You can insert buttons (with custom text and URLs) and images directly into your message to enhance engagement.

Content Templates for Your Affiliate Program You can use the platform’s editor to create and manage various content templates and snippets that affiliates can use immediately. These templates help your partners promote effectively by giving them high-converting, ready-to-use marketing language. Here are a few example templates you can create: 1. [Template] Welcome - Application Received (If not automated affiliate approval) Goal: To confirm the application and build anticipation for a premium partnership
[Subject]: Your [Your Company Name] Partner application is under review Hi [Affiliate Name], We’re honored that you want to partner with us. Thank you for applying to the [Your Company Name] Partner Program. [Image: A high-quality lifestyle photo or product shot representing your brand’s ethos] This email confirms we’ve received your application. Our team personally reviews each applicant to ensure a strong partnership fit and will notify you of our decision within [e.g., 3-5 business days]. While you wait, see what makes our brand different: [Link to Your Brand Story or Pillar Content]. We’re excited to review your application and will be in touch soon.
The [Your Company Name] Team 2. [Template] Affiliate Disapproved Goal: To politely decline while preserving a positive brand image and keeping the door open.
[Subject]: An update on your [Your Company Name] application Hi [Affiliate Name], Thank you for your interest in our Partner Program. This decision is never easy, as we truly appreciate the time and effort every applicant puts in. After a review, we couldn’t approve your application at this time as it doesn’t meet our current program requirements. We encourage you to reapply in the future if your platform evolves. We genuinely wish you the absolute best with your platform and future projects.
The [Your Company Name] Team

Personalizing Your Email with Variables

When setting up the email, click on the {…} icon to view all available variables for both the affiliate and the program. These variables allow you to personalize the welcome email automatically based on the affiliate’s details and program information, such as:
Affiliate:

• ID, Name, Email, Password, Coupon, Referral Code, Referral Link, etc.

Program:

• ID, Title

These variables make the process automated and personalized for your affiliates!

1. Once you’re happy with your settings, click Save to activate your welcome email trigger.

Note: Once a team member who created the trigger is deleted, any triggers they created will be automatically disabled. To keep them working, those triggers will need to be recreated by an active team member or the account holder.

Still need help?

If you have any questions or if something in this guide is unclear, please don’t hesitate to contact us at support@tapfiliate.com-we’re happy to assist! You have successfully customized your affiliate welcome experience!

• Next: Learn How to Customize Affiliate Sign-up Fields? to start building your partner base.

After that; Check How to add Support Materials to the Affiliate Portal to keep your partners informed.