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Frequently Asked Questions (FAQ)

System Requirements

No, Spotzee Marketing is a web-based application, like Gmail. It is used online, by logging in with a username and password at www.spotzee.com

Any PC with a modern browser installed can access our app. No downloads or plugins are required.

Yes! You have same functionality of our control panel as any of our other PC users. This is because it is hosted online and delivers the same experience no matter which operating system you use.

Security & Privacy

Credit card payment is processed by Stripe. Stripe is one of the most established companies in eCommerce worldwide today. All transactions are encrypted using 256-bit key Secure Socket Layer (SSL) architecture (dependent on browser support), and are signed using digital certificates. we DO NOT store any of your credit card information and we NEVER ask you to enter your credit card information on our website.

No. Your address lists, or your login email address lists will never be disclosed to third parties. Spotzee does not sell lists of targeted email addresses. Read our Privacy Policy for full details.

Spotzee is hosted at multiple secured sites. Our hosting providers have state of the art network operation centres providing full security, firewall, backup, and multi-tier, redundant high-speed network connections. Our Privacy Policy strictly precludes us from providing personal data to any third party. We also do offsite backups every day to keep all your data hosted with us secure.

Subscribe & Unsubscribe

Yes. In the statistics & reporting tool, the number of unsubscribes are available per week, month and year, as well as per campaign sent. You can also choose to be emailed every time there is a new subscription through your website forms.

If your client is subscribed to more than one list, then the subscriber list will show which lists they subscribed to. If they wish to unsubscribe from one of those lists, they must uncheck that list and then click on the ‘Update’ link. If they wish to unsubscribe from all you lists, they must click on the ‘Unsubscribe All’ link.

Merging Email Lists

Each email you send has an unsubscribe link appended to it. If you have only one general subscriber list it will say ‘Unsubscribe from this mailing list’. If you have several categories of subscriptions active on your subscribe form, the link will be ‘Manage my subscription’.

Our email marketing platform’s form builder (available to the top right hand corner) enables you to collect new subscriptions from a subscribe link on your website. The website link enables users to subscribe to specific mailing lists (which you can set up to correspond to your newsletter categories). You can design your subscription form with logos, fonts and colors. After you have set up the subscription form, we generate the HTML code for you (or your webmaster) to insert into your existing website code. You can ever customize on how you would like an error message to be displayed.

No! This is where we can save you time and removes the headache of hundreds of undelivered emails bouncing back and clogging your inbox. We automatically flags invalid email addresses (‘hard bounces’) so that they are excluded from future campaigns. ‘Soft bounces’ (addresses that are temporarily unavailable), go through a series of checks before they become a ‘hard bounce’. Email addresses are being checked for validity on a continual basis, even when you are not logged in.

No, we are permission-based marketing only, so you can only use it to send email to your own customers, and to subscribers who have ‘opted in’ to your list. Click here to read our Terms & Conditions for more information.

We will accept your email addresses in 3 file formats; .txt (text file), .csv (Comma Separated Values) and .xls (MS Excel Spreadsheet). Simply browse to where the file exists on your computer and let the wizard guide you through the import process.

Not a problem. There are several ways you can collect email addresses. We provide a list building tool in the form of a sign-up box to be put on your website. Your site visitors can sign up for your email list and their addresses are automatically imported into account. Other ways to collect would be to set up a guest register and have customers provide you with their email addresses that you will import into your account. Trade shows, conferences, etc – any time you touch your customer, invite them to join your list.

Receiving Newsletters & Email Campaigns

Images are not embedded in the email. Newsletters have code that points to the images, which either reside in your images folder or on another website, according to your preference. When a recipient opens the email, the newsletter calls the image externally, and it is downloaded to the recipient’s computer. If the recipient is not online, they will see a broken link. To avoid this, we have recently added a new feature to ’embed images’ into the email. This will help your recipients to see even when they are offline.

Unfortunately, no email service can guarantee 100% delivery. People change email addresses when they move or leave jobs, auto responders are set up when people are on vacation and spam filters trap messages before they arrive based on key words and phrases in the content. Industry averages for delivery rates are 30-45% for business to business newsletters and 10-15% for consumer newsletters according to eMarketer. Your message content and your relationship with your list (whether or not they white listed you in their email client) also have a lot to do with successful delivery. You are able to see exactly who has opened which email over time and work on improving your open rates. Without a similar tool, you never have any idea who is receiving the email.

When a user opens your email for the first time, it is counted as ‘Unique Open’. If they open your email after their first open, it is counted under ‘Total Opens’. Therefore in the statistics table list, you will see same email address being listed more than once.

Sending Newsletters & Email Campaigns

We provide statistics of sent newsletters and reports the percentage of emails opened per mailshot, how many were sent, how many website click-throughs were generated, and who clicked on what links, what time they opened the email and who actually opened the email. We even enable you to generate or export these addresses as a separate list so that you can target your users based on their click behaviour. Alternatively, you can customise the report to print the sections you desire from the tools we provide.

A hard bounce is an email message that has been returned to you because the recipient’s address is invalid. A hard bounce might occur because the domain name does not exist, the recipient is unknown, or there is a network problem on the recipient’s end. See our [Glossary](/email-marketing/resources/glossary

It is strictly forbidden to use us as a SPAM tool. Spotzee has been designed as an online, value added service for a range of functions, including personalised opt-in marketing to clients and in-house communication with colleagues, as well as private use.

It’s a tool mostly used by corporations, associations, clubs, small businesses and private individuals. The uses are endless, but most people use us to communicate with clients, staff, members, colleagues and relatives or friends. Private use would include invites, announcements, travelogues and family albums. Small businesses might use for press releases, newsletters, product launches, quotes, letters, proposals and more. Corporations, on the other hand, might have an in-house communications department that wants to send out internal newsletters, reports, memos and directives to other offices, as well as a range of opt-in or other marketing functions.

No, when sending, each newsletter is addressed and sent individually. This is much more effective. When people see a single stock pile in the ‘To’ field of the received email, they usually associate it with SPAM.

Yes, we offer a range of personalization functions. You can address the emails to individuals, based on fields you set up in data sets managed in the Manage People Info area. You can also personalise the subject with a data field representing each individual recipient, such as their name.

Yes, scheduled sends are part of our app’s functionality. They can be sent by hours and days, up to one month ahead.

No! The ‘TO’ field contain an email address. If you want to add the recipient’s name, use our Custom Fields tool.

Yes, we allow you to personalise your emails and set up subscribe forms where your users fill in their details to populate sets of data that you can set up, with a choice in the type of information you wish to get from them. Go to Manage People Info and Create Custom Field. Full instructions are available in the help files. A small icon next to the subject line in the SEND area enables you to personalise the subject line.

Yes! However, since our tool sends emails really fast, it would be wise to make sure your email is correct before sending it. You might find it was too quick to cancel.

Yes, a download link to the file from your email will be almost the same thing as an attachment. It is also much more likely to get through corporate firewalls. Upload your attachment send campaign wizard and you are done!

You can do this by selecting ‘Create Autoresponder’ from the top level menu in the control panel. Please follow the steps in Autoresponder Wizard by choosing which email campaign to send or what is the trigger for sending email.

Personalization is one of many useful features that come at NO additional cost.

The ‘To’ field has to contain an email address. If you want to add the recipients name, then you can use our personalization tool.

Yes, we are reverse MIME compliant and will automatically determine whether an email client can read HTML. If it cannot, we will deliver the text version (a setting that can be turned on or off in your account).

Once an email has sent, it cannot be cancelled. To eliminate this possibility (discovering a mistake or sending to the wrong list) send a test email to yourself, and double check that the mailing list, subject line and content are correct. Please remember that the ‘Custom Fields’ will NOT appear in test emails but will be replaced with actual data in the actual send out.

This could mean that either our servers are busy, or you have attached a big file, and downloading could take longer. Just get in touch with us if you haven’t received it even after an hour.

Designing Newsletters & Email Campaigns

We have a Basic Mode and an Enhanced Mode, which offers advanced functionality around the management of your newsletters, mailing lists, subscriber data, subscription methodology and more. The power of our platform lies in the flexibility of the product. You can design your own subscriber forms and select – even customise – the type of data you wish to collect from subscribers to your mailing list. In the editor, power users often prefer to cut and paste their own HTML code into a newsletter, especially when working with embedded Flash files and other objects. The HTML View takes you right into the code and you can even select which type of editor you would like to use in future.

Yes, but you are not limited to these. You can design your own or have a designer create one for you. When you create a newsletter, we give you the option to save it as a template. We provide a growing range of templates for different audiences: press releases, invitations, product launches, newsletters, quotes, memos, letters, travelogues, announcements and a series of e-cards relating to holidays or religious holidays.

Our Account Settings have a range of useful features, including changing your password, your full name, email address, enable/disable info tips, enable/disable WYSIWYG editor, set your own SMTP server. You can also set your date format and the time zone you operate in.

You can upload and insert images from your computer hard drive into your newsletter, or use images that are elsewhere on the Web. We store your images in a folder for convenient access at any time. We enable you to either upload images straight into your folder to be inserted into a newsletter later, or you can upload and insert an image at the same time while working in the editor.

Yes, the editor includes an image button on the toolbar similar to the picture icon in Microsoft Word. A popup window appears with the attributes and current settings of your picture. It contains a list of pictures in your pictures folder, with a preview of the image you selected. It tells you the Image Source (the URL path to the image in your account’s folder), the alternative text (text that appears when a reader mouses over an image in your newsletter), as well as Height, Width, Alignment (the abs in absBottom stands for absolute), Image Border (thickness of the rule used as a border) and Vertical Spacing. You can change any of these attributes to change the way the image is presented. The image popup window includes other features, such as the functionality to upload images from your hard drive and insert them into your newsletter, or to insert pictures straight from your account’s folder.

Yes, you can import HTML Web pages from your computer into your account. When you upload the HTML file’s images to your account, your newsletter will automatically insert the correct path in the code to the images you have uploaded. You can also import an HTML Web page from another URL.

Yes, you can save your newsletters as templates for use later, along with the variety of pre-designed templates. We provide a growing range of industry-specific templates for different audiences: press releases, invitations, product launches, newsletters, quotes, memos, letters, travelogues, announcements and a series of e-cards relating to holidays or religious holidays. You can also create newsletters based on other newsletters, which is useful when you want your newsletter to comprise other pages with the same look and feel. It’s easy to cross-link to these pages. For customers who need help in designing templates, a designer can create one for you.

Yes, because you can use a newsletter as a template, you can repeat the look and feel to create ‘pages’ of a newsletter, and cross link to them from your main page.

Yes, a download link to the file from your email will be almost the same thing as an attachment. It is also much more likely to get through corporate firewalls. Below the editor, Upload your attachment – now select it in the list by clicking the ‘Select’. Enter your link text (e.g. Download it here) and click OK.

Yes, the newsletter editor enables you to place a range of visual objects, such as flash files and animated GIFs, as well as the usual range of images.

Other Questions

Our online resources section has answers to many other questions. Or feel free to contact us for more information.