1. Why Active Communication is Essential
Communication is the cornerstone of a successful partnership program. Regular and timely contact is necessary for:
Driving Action: Automatically notifying affiliates motivates them by informing them of every commission earned.
Maintaining Engagement: Keeping partners informed about new product launches and campaigns directly contributes to affiliate retention.
Operational Support: Quickly addressing queries about payouts, links, or technical issues directly within the system.
2. Available Communication Tools and Plan Restrictions
Tapfiliate offers three primary communication channels, each designed for specific purposes: in-platform dialogue for urgent two-way communication, bulk announcements for mass updates, and triggers for scalable automation. The table below outlines the function and plan availability for each tool.
Tool | Function | Availability |
1. In-Platform Dialogues | Two-way chat in real-time with one or more affiliates. | Scale and Enterprise |
2. Bulk Notifications | One-way bulk announcements displayed directly in the affiliate dashboard. | Scale and Enterprise |
3. Automated Emails (Triggers) | Automated email notifications launched by specific system events. | Launch (50/month), Scale (500/day), Enterprise (Unlimited) |
4. Email & Workflow Automation | Connecting to external tools (Zapier, Mailchimp, etc.). | Scale and Enterprise |
3. How to Set Up Communication Tools
Option 1: In-Platform Dialogues (Real-Time Chat)
This tool is ideal for personal, real-time support and conversations with individual affiliates.
How to Start a Dialogue:
Navigate to Messenger in the left sidebar.
Click "Create dialogue".
Click "Adding recipients" and select the specific affiliate(s) you wish to message (e.g., Jill Green).
Enter the required Subject (e.g., "Warning") and the Message Content.
Click Send.
Option 2: In-Platform Notifications (Bulk, One-Way Updates)
Notifications are ideal for sending formal, non-conversational announcements (e.g., policy changes or commission updates) to a large segment of your affiliates at once.
How to Send a Notification (Bulk):
Navigate to Notifications (accessible near the Messages/Dialogues section).
Click "Create notification."
Click "Adding recipients" and use the checkbox next to Recipients to select all affiliates, or apply a filter to segment your audience.
Click Confirm to add the recipients.
Enter the required Subject and the Message Content.
Click Send.
Option 3: Automated Emails (Triggers)
Triggers allow you to set up automated email sending based on platform events (e.g., Affiliate Signed Up, Conversion Created).
How to Set Up an Automated Email:
Navigate to the Triggers section.
Click "+ Add trigger."
Select the event that should launch the email (e.g., "Conversion Created").
Select the action: "Send Email Notification."
Customize the email template using variables for personalization (affiliate name, commission amount).
Example: How to create a welcome email for the affiliates
When Better Use Which One (with Examples)
Communication Method | Best Time to Use | Use Case Example |
Option 1: In-Platform Messenger | For one-on-one, high-priority, or real-time support queries. | An affiliate asks, "Why was my commission disapproved?" — you answer instantly in the chat interface. |
Option 2: Automated Emails (Triggers) | For scalable, system-driven notifications based on an event. | Sending an automated email with the subject, "Congratulations! You just earned $25!" the second a conversion is recorded. |
4. Communication Strategy: When to Use Which Tool
Choosing the right communication method is key to affiliate engagement. The following table provides guidance on selecting the best tool for your immediate goal, balancing the need for speed, personalization, and scale.
Goal of Communication | Recommended Tool |
Onboarding a new partner | Triggers: Send an automatic Welcome Email upon the Affiliate Approved event. |
Notifying of payout | Triggers: Automatic email after the Payout Created event. |
Urgent question about a link/payout | Dialogues: Use for quick, personal, two-way resolution. |
Announcing a site-wide holiday sale | Notifications: Bulk announcement, highly visible in the dashboard. |
Tip: To ensure reliable delivery of automated emails (Option 3), verify that your SPF (Sender Policy Framework) record is correctly set up in your domain settings. This prevents important Emails from landing in spam.
Bulk Affiliate Notifications (Direct Updates)
The Bulk Notifications feature is ideal for broadcasting important news to your entire partner base or a specific segment of it.
Key Use Cases:
Launching a New Product or Service: Announce the availability of new promotional materials and assets related to a major company launch.
Running a Limited-Time Campaign: Inform all affiliates simultaneously about a seasonal discount, a holiday promotion, or a temporary commission bonus.
System Maintenance or Policy Updates: Quickly alert partners about planned downtimes, changes to Terms & Conditions, or updates to payout schedules.
Why Use It Over Other Options:
Feature | When to Use Bulk Notifications | When to Use a Different Option |
Messenger | When the message is informational, non-urgent, and applies to many people. | For specific, urgent, or two-way support conversations. |
Triggers (Automated Emails) | When you need to push an immediate, non-event-driven announcement. | For sending personalized, event-triggered messages (e.g., "Commission Approved!"). |
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!
FAQ
❓Why do my emails end up in the spam inbox?
If your trigger email notifications are landing in affiliate spam inboxes, chances are that you may need to set up a Sender Policy Framework (SPF).
This ensures maximum deliverability of emails, and adds a personal touch to your affiliate marketing program.
Your developers can set that up for your following this guide.
❓Using DMARC?
Larger domains typically will be using a DMARC record to add an extra layer of protection. If this is indeed the case, DMARC validation will fail due to misalignment of your 'from' domain and the d= domain.
In this case, a possible solution is to send emails from a subdomain (e.g. @affiliates.your-domain.com), create the appropriate SPF record, and then create a more relaxed DMARC record, specifically for that subdomain.