Configuring Email Tracking Settings

VanillaSoft allows you to track email interactions, including opens, link clicks, and replies. Enabling email tracking gives you valuable insights while ensuring your emails are delivered effectively. This guide walks you through enabling and customizing email tracking settings.

For a detailed breakdown of how tracking works and best practices to improve email deliverability, see the Email Tracking: Best Practices and Overview article.

Enabling Email Open Tracking: Click to expand for details.

Email open tracking works by inserting a tiny, invisible image (tracking pixel) in each outgoing email. When the recipient opens the email, the image loads, sending back a notification that the email has been opened.

Considerations:

    • Some email clients block tracking pixels, which may result in underreported open rates.
    • Emails with tracking pixels have a slightly higher chance of being caught in spam filters.
    • Open tracking may have a small impact on email deliverability.
  1. Access Project Email Settings: From the Admin homepage, open the desired project, then navigate to the Email, SMS & Docs menu and select Project Email Settings.

  2. Open the Tracking Settings: Click on the General Settings tab to access tracking options.

  3. Enable Open Tracking: Check the Email Open Tracking box.

  4. Save Your Changes: Click Save to apply the new settings.

Enabling Email Link Click Tracking: Click to expand for details.

Link click tracking works by redirecting all links through a tracking URL before sending recipients to their final destination. This allows you to see which recipients clicked on which links.

Considerations:

    • Some security filters may flag tracked links as suspicious.
    • Setting up a custom tracking domain improves deliverability and branding.
    • Click tracking logs each recipient’s interactions individually.
  1. Access Project Email Settings: From the Admin homepage, open the desired project, then navigate to the Email, SMS & Docs menu and select Project Email Settings.

  2. Open the Tracking Settings: Click on the General Settings tab to access tracking options.

  3. Enable Link Tracking: Check the Link Click Tracking box.

  4. Save Your Changes: Click Save to apply the new settings.

  5. Set Up a Custom Tracking Domain (Recommended): To improve deliverability, configure a tracking domain. For full setup instructions, see Create a Custom Tracking Domain.

Enabling Email Reply Tracking: Click to expand for details.

Reply tracking logs responses to emails sent from within VanillaSoft. The system records the first reply and can trigger automated actions based on sentiment analysis.

Considerations:

    • Only the first reply is tracked—subsequent responses are not recorded separately.
    • Replies must be sent to the same email address that originally sent the email.
    • VanillaSoft can categorize replies as positive, negative, or neutral.
  1. Access Project Email Settings: From the Admin homepage, open the desired project, then navigate to the Email, SMS & Docs menu and select Project Email Settings.

  2. Open the Tracking Settings: Click on the General Settings tab to access tracking options.

  3. Enable Reply Tracking: Check the Reply Tracking box.

  4. Save Your Settings: Click Save to apply changes.

By properly configuring these settings, you can enhance email engagement and ensure better tracking of recipient interactions.

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