Sender profile

This guide walks you through setting up your sender profile step by step. It is important that you set up a sender profile, as it is mandatory in Heyloyalty in order for you to send emails. The sender profile is used as sender information when you send emails or SMS messages.

At the end of the guide, we will explain how to validate your sender profile so you can send to more than 10 recipients.

Sender profile: Why should it be used?

A sender profile is a mandatory part of setting up your account in Heyloyalty.
A sender profile contains the sender information that your recipients’ email clients use to verify that the email is real and does not contain phishing or spam.

In addition to a sender name and an email address, SPF and DKIM must be set up, and rules must be set for DMARC. It may sound daunting, but it is relatively simple to set up. To put it simply, SPF (Sender Policy Framework) is a setup that tells email clients that your email system (in this case, Heyloyalty) is allowed to send emails on behalf of you (and your domain). DKIM (Domain Keys Identified Mail) can be explained as a digital signature that is included in all the emails you send via Heyloyalty.

DMARC (Domain-based Message Authentication, Reporting and Conformance) is an email authentication protocol. In short, it is necessary to set up, as major email providers like Google and Yahoo have made DMARC mandatory. Without it, your emails are automatically discarded and treated as spam.

The more technical explanation of DMARC is that it is designed to give email domain owners the ability to protect their domain from unauthorized use, commonly known as email spoofing. The purpose and primary outcome of implementing DMARC is to protect a domain from being used in business email compromise attacks, phishing emails and email scams.

In Heyloyalty, we do not have access to the systems where SPF, DKIM and DMARC must be set up. If you don’t know how to verify the sender profile yourself, your hosting provider can help you.

Set up your sender profile

Create your sender profile by clicking Settings → Sender profiles

This takes you to the sender profile overview. Here, click Create new sender.

Fill in the information.

• Sender profile: The name shown as the sender of the email in the recipient’s inbox. We recommend that you give the sender name a personal touch.

Tip: Look through your own inbox to see how other companies name their senders.

• Type: Here, you choose whether the sender profile should be for email or SMS. If you want to send both emails and SMS messages, please note that you must create two separate sender profiles—one for email and one for SMS.
  The SMS sender name must be between 3 and 11 characters. The sender name cannot exceed 11 characters because the full name will not be displayed on the recipient’s phone.

Tip: You can create multiple sender profiles for both SMS and email.

• Email is the email address that your recipients will see as the sender of the email. Here too, it can be a good idea to create a personal email address. To avoid flooding one of your employees’ inboxes with inquiries, autoresponders, etc., consider creating a new inbox that can receive all of this.

Tip: You might consider inventing a persona who can act as the sender in Sender profile, and then create an inbox and email address to match. For example, create the email address john@companyname.com if your sender profile is John from Your Company. The person or persons responsible for your newsletter can then access the inbox john@companyname.com to ensure that your recipients receive answers to any inquiries that may arise from your newsletter.

• Reply to is the email address that receives the reply by default when a recipient clicks ‘Reply’ on one of your newsletters. In principle, this email address can be different from the sender address, although we recommend using the same email address.

Finish by clicking Save sender.

Validate sender

After you click Save sender, you will receive a confirmation email where you need to approve the sender profile. Once you have approved the sender profile, you will be able to see it under your sender profiles.

Note: You have 24 hours to confirm your sender profile.

If you didn’t approve your sender profile in time, you can resend the confirmation email. To do this, go to the sender profile and click Click here to resend new validation.

DNS setup

In order to send valid emails, your sender profile must be verified. You can do this by setting up DKIM and SPF, which are used to confirm that the sender profile is valid and belongs to your company. This setup also ensures that Heyloyalty’s server providers can send emails on your behalf without any issues. It also reduces the risk of your newsletters ending up in recipients’ spam folders.

Note: If you find that you cannot send to more than 10 recipients, it is because DKIM and SPF are not set up correctly. See below for instructions on how to set them up.

You can now access both SPF and DKIM information on the sender overview. If you have an IT administrator at your company, you can send an automatically generated email to that person by clicking ⁝ → Send DNS.

Fill in the name and email address of the IT administrator. They will receive the email below with exactly the information they need to verify your sender profile.

Send the auto-generated email by clicking Send email.

Once SPF and DKIM have been set up, you can check whether the setup has gone through and been done correctly by clicking ⁝ → Check DNS.

A red or green bar now appears at the top, telling you whether the setup has been done correctly:

If it says DKIM and SPF are set up correctly, you are now ready to use the sender profile and can send both campaigns and automations in Heyloyalty.

Overview of your sender profile

Here is an overview of the sender profiles you have created:

• Creation Date: When the profile was created
• Type: SMS or email sender
• Sender Email: Which email address is used for the various profiles

Note: If you want to send both text messages and emails, you must create two separate sender profiles—one for each.

Your sender profile has now been created

By following this guide, you have now successfully created and secured your sender profiles. By setting up both email and SMS profiles, you ensure that your messages are delivered correctly and without any issues. Continue exploring Heyloyalty’s features to further improve your campaigns.

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