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Admin Guide

Affiliate Email Automation Setup

Step-by-step instructions to automatically send welcome emails to new affiliates

Choose Your Email Platform

Select the option that best fits your needs and technical comfort level

Zapier

Easiest, no-code solution

No coding required
15-30 minutes setup
Free for 100 tasks/month
View Guide

Mailchimp

Best for email marketing

Built-in automation
30-45 minutes setup
Free up to 500 contacts
View Guide

SendGrid

Most reliable delivery

Enterprise-grade
45-60 minutes setup
Free 100 emails/day
View Guide

Recommendation

For beginners, we recommend Zapier as it's the easiest to set up with no coding required. If you plan to send regular newsletters to your affiliates, choose Mailchimp.

Option 1: Zapier Setup (Recommended)

Connect your affiliate form to Gmail in 15 minutes

1

Create a Zapier Account

  • Go to zapier.com/sign-up
  • Sign up with your Google/email account (free plan is sufficient)
2

Create a New Zap

  • Click "Create Zap" button
  • Name it: "54 Healthcare Affiliate Welcome Email"
3

Set Up the Trigger

  • Search for "Email by Zapier" or "Gmail"
  • Select trigger: "New Inbound Email"
  • Connect your Gmail account where you receive affiliate form submissions
  • Set filter to only trigger for emails with subject containing "Affiliate" or "54 Healthcare"
4

Add Email Parser (Extract Name & Email)

  • Add action: "Formatter by Zapier"
  • Choose "Text" → "Extract Email" to get the affiliate's email
  • Add another Formatter to extract the first name from the email body
5

Set Up the Action (Send Email)

  • Add action: "Gmail" → "Send Email"
  • To: Use the extracted email address field
  • Subject: Welcome to 54 Healthcare Affiliate Network!
  • Body: Copy the email template below
6

Test & Activate

  • Click "Test" to send a test email
  • If successful, click "Publish" to activate your Zap
  • Done! New affiliates will now receive automatic welcome emails

Pro Tip

Zapier's free plan allows 100 automated tasks per month, which is perfect for getting started. If you need more, upgrade to their paid plan at $19.99/month.

Option 2: Mailchimp Setup

Best for ongoing email marketing to affiliates

1

Create Mailchimp Account

2

Create an Audience

  • Go to "Audience" → "Create Audience"
  • Name it: "54 Healthcare Affiliates"
  • Fill in your company details
3

Create a Signup Form

  • Click "Create" → "Signup form"
  • Choose "Embedded form" or "Landing page"
  • Add fields: First Name, Surname, Email, Phone, Address, Province, Age, Target Customers
  • Customize the design to match your website colors
4

Set Up Welcome Automation

  • Go to "Automations" → "Create" → "Welcome new subscribers"
  • Select your "54 Healthcare Affiliates" audience
  • Set trigger: "When someone joins the audience"
  • Set delay: "Immediately" (0 hours)
5

Design the Welcome Email

  • Click "Design Email"
  • Subject: Welcome to 54 Healthcare Affiliate Network, *|FNAME|*!
  • Preview text: Your journey starts now 🎉
  • Use the email template below and personalize with *|FNAME|* for first name
6

Replace Your Website Form

  • Copy the Mailchimp form embed code
  • Contact [email protected] to help embed it on your affiliate page
  • Or use Mailchimp's landing page URL instead
7

Activate Automation

  • Review your automation workflow
  • Send a test email to yourself
  • Click "Start Sending" to activate

Bonus Features

With Mailchimp, you can also:

  • • Send newsletters to all affiliates
  • • Track email open and click rates
  • • Segment affiliates by performance
  • • Create automated follow-up sequences

Option 3: SendGrid Setup

Enterprise-grade email delivery (Technical setup required)

Technical Knowledge Required

This method requires some technical knowledge including webhooks and API integration. Consider hiring a developer if you're not comfortable with technical setup.

1

Create SendGrid Account

  • Visit signup.sendgrid.com
  • Choose Free plan (100 emails/day forever)
  • Verify your email and complete sender authentication
2

Create API Key

  • Go to Settings → API Keys
  • Click "Create API Key"
  • Give it full access and save the key securely
3

Set Up Webhook (with Zapier or Make)

  • Use Zapier or Make.com to connect your website form to SendGrid
  • Trigger: When form submitted on 54healthcare.com
  • Action: SendGrid → Send Email
4

Create Email Template in SendGrid

  • Go to Email API → Dynamic Templates
  • Create new template: "Affiliate Welcome Email"
  • Use the email content below and add personalization tags
5

Test & Deploy

  • Send test emails from SendGrid dashboard
  • Submit a test form on your website
  • Verify the automated email is received correctly

Need Developer Help?

If you need assistance with SendGrid setup, consider hiring a developer from:

Your Email Template

Copy this template and paste it into your chosen email platform

Subject Line:

Welcome to 54 Healthcare Affiliate Network, [FirstName]! 🎉

Email Body:

Dear [FirstName],

Congratulations and welcome to the 54 Healthcare Affiliate Network! 🎉

We're excited to have you join our growing community committed to redefining healthcare access and innovation across Africa. As an Affiliate, you play a key role in driving sustainable impact and expanding quality healthcare to every corner of the continent.

👉 Next Step - Join Our WhatsApp Group:

Click here to join: https://wa.me/27679931064

Stay connected, receive updates, and collaborate with fellow Affiliates.

Thank you for partnering with 54 Healthcare — where innovation meets purpose.

Warm regards,
The 54 Healthcare Team
54healthcare.com

Personalization Tags

Replace [FirstName] with:

  • • Zapier: Use the "First Name" field from your form data
  • • Mailchimp: Use *|FNAME|*
  • • SendGrid: Use {{firstName}}

Quick Comparison

Choose the right solution for your needs

Feature Zapier Mailchimp SendGrid
Setup Difficulty
Easy
Moderate
Technical
Setup Time 15-30 min 30-45 min 45-60 min
Free Tier 100 tasks/month 500 contacts 100 emails/day
Email Marketing
Analytics Basic Advanced Advanced
Best For Quick setup, beginners Email campaigns High volume, developers

Getting Started

Follow these steps to get your automation running:

  1. 1. Choose your preferred platform above
  2. 2. Follow the step-by-step guide for that platform
  3. 3. Copy the email template provided
  4. 4. Test with a sample submission
  5. 5. Go live and monitor your first automated emails!

Need Help?

We're here to support you: