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Getting Started

Essential guides on how to initialize your account, set timezones, and launch campaigns.

Registering and Verifying an Account

Understand how registration tokens and verification procedures activate your profile.

To access the application, you must first register an account. Upon submitting your email and password, a verification link is generated and sent to your email. You must click this link to verify your profile before you can log in. During registration, the application automatically detects your browser's local timezone to initialize your profile settings, ensuring that campaign creation starts with accurate regional coordinates. This security step ensures domain and recipient safety.

Setting Profile Timezone

How timezones coordinate display fields and dates across the dashboards.

Set your preferred timezone in your Profile settings. The system translates all database audit logs and metric timestamps to your local timezone for viewing. Note that campaigns lock in their campaign timezone upon creation; changing your profile timezone will not recalculate or modify active schedules.

Creating a First Campaign

Step-by-step guidance on setting up campaigns, templates, schedules, and active queues.

To start scheduling, navigate to Campaigns -> New Campaign. Complete the basic details (friendly name, subject line, sender coordinates, and interval timings). Once saved as a draft, proceed to import your recipient lists, design your visual templates, link your SMTP configurations, and trigger activation.

SMTP and Deliverability

Configuring private SMTP servers, testing credentials, and understanding DNS authentications.

Required SMTP Details and SSL/TLS

Understanding ports, server addresses, credentials, and encryption protocols.

You must input correct host servers (e.g. smtp.mailserver.com), ports (587 for STARTTLS, or 465 for SSL/TLS), and valid SMTP usernames and passwords. These are verified by connection handshakes. For local testing environments, you can use port 1025 with no authentication.

Sender Address, Name, and Reply-To

Preventing provider blockages by matching authenticated senders.

Most SMTP providers block email delivery if the campaign Sender Address does not match your authenticated SMTP username or authorized alias. Always configure your campaign sender address to match your SMTP user. The Reply-To header can point to a separate mailbox for responses.

Testing SMTP Configuration

Running diagnostic connection handshakes before active scheduling.

Use the Test Connection button on the SMTP Create/Edit forms to verify configurations. The system runs an actual connection test to your server, outputting verbose SMTP logs. This allows you to check port blockages or credentials mismatches before committing schedules.

SPF, DKIM, DMARC, and User Responsibility

Establishing sending domain authority and reputation.

You are responsible for configuring SPF, DKIM, and DMARC rules on your domain DNS provider records. SPF marks this system as an authorized sender, DKIM signs outbound emails cryptographically, and DMARC enforces policies. Having these in place prevents spam filtering.

Common Authentication and Connection Errors

Resolving timeouts, firewall blocks, and credentials refusals.

Authentication failures (e.g. 535) indicate incorrect passwords or that your mail provider requires App Passwords. Connection timeouts (e.g. 110) usually mean your shared hosting provider blocks outgoing ports (port 25 is commonly blocked). Use secure ports 587 or 465.

Can I use services GMail or Outlook to send mail through trkl.email?

Understanding support for direct Google and Microsoft email service integrations.

No, not at the moment, but this is an option we hope to provide in future. Currently, trkl.email requires you to connect using standard SMTP server settings (host, port, username, password). While you can still route mail through Gmail or Outlook's SMTP servers by generating a secure App Password within your Google or Microsoft account settings, direct API integration or OAuth2-based connection to these services is not yet supported. Using a dedicated third-party SMTP relay service is highly recommended for high-volume campaigns to ensure maximum deliverability.

Where can I get an SMTP email account?

Finding and choosing the right SMTP provider for your email campaigns.

Most hosting providers also provide email accounts and this should be the first place to check. If you have a website hosted on a platform like cPanel, Namecheap, or GoDaddy, you likely already have access to a custom domain email account and SMTP details. Alternatively, if you need to send larger volumes of mail or ensure high deliverability, you can sign up for a dedicated SMTP relay service. Popular options include Mailgun, SendGrid, Amazon SES, Brevo (formerly Sendinblue), or Postmark, many of which offer free tiers for small to medium lists.

Recipients and Imports

Managing recipient lists, parsing spreadsheets, deduplications, and retention boundaries.

Mailing List Management and External Control

Understanding list ownership, offline preparation, and system scope.

Mailing list management is strictly the user's responsibility and should be handled offline using tools like Microsoft Excel, Google Sheets, or other spreadsheet applications. Unlike full-service marketing platforms, trkl.email does not store or manage permanent master contacts or subscription preferences for you. It functions primarily as a smart delivery queue and scheduler, sending messages one by one much like you would manually. For every new campaign, you should upload a freshly prepared recipient list from your offline sheets. Make sure to prune bounces, handle unsubscribes, and update contacts in your offline files before importing them into a new or duplicated campaign.

Supported CSV/XLSX Files

Preparing tabular spreadsheets for clean parser consumption.

We support standard CSV (Comma-Separated Values) and XLSX (Excel) spreadsheets. Ensure the file has a clean header row at the top, contains tabular data, and is smaller than the maximum size limit (default 10MB).

Email, CC, and BCC Columns

Setting up recipient addresses, carbon copies, and blind copies.

The parser requires a column named email (case-insensitive) to capture primary recipient addresses. You can also include optional cc and bcc columns to send carbon copies or blind carbon copies alongside the main email. Multiple CC or BCC addresses in a single cell can be separated by semicolons (;) or commas (,). All other columns (e.g. first_name, company, city) are stored as template metadata variables.

Header Names and Merge Fields

Mapping spreadsheet header rows to dynamic template placeholders.

The headers of your imported spreadsheets dynamically transform into merge fields. For example, if you have a header named phone, you can insert it into template subjects or HTML bodies using double curly braces: {{phone}}. If your spreadsheet contains duplicate column headers (such as two columns named "phone"), the parser automatically disambiguates them (e.g. phone, phone_2) so that no data is lost or silently overwritten.

Duplicate Update/Skip Choices

Handling recipient email collisions during imports.

If importing a recipient that already exists in the campaign, you can select two resolution modes:
  • Skip: Ignores the row and keeps the original data.
  • Update: Overwrites metadata values and resets the status to pending/retrying so they are scheduled for delivery.

Import Limits and Invalid-Row Errors

Validating structure and respecting safe campaign counts.

Campaigns are subject to a maximum recipient limit (default 5,000). The parser checks email syntax, skips rows with malformed addresses, and displays a summary of skipped lines and success counts once processing completes.

Editing Recipients

In-line modifications, additions, and deletions on live queues.

Navigate to the campaign detail screen to review the imported recipient table. You can search by email, manually add individual recipients, edit metadata, delete entries, or reset failed delivery statuses back to pending.

Bulk Deleting Campaign Recipients

Clearing full recipient lists on draft or paused campaigns.

You can bulk delete recipients directly from the campaign detail screen when a campaign is in Draft or Paused status. For Draft campaigns, clicking "Delete All Recipients" permanently erases all recipient records, allowing you to easily upload a completely fresh recipient list (for example, after duplicating a campaign). For Paused campaigns, clicking "Delete Unsent Recipients" permanently removes all unsent, pending, retrying, skipped, failed, and cancelled recipients while preserving historical logs for messages already sent or delivered.

Exporting Recipient Results (CSV)

Downloading campaign execution reports with delivery statuses and metadata.

Once a campaign has concluded (status is Completed or Cancelled), Premium tier users can export the full recipient list and delivery results as a CSV file. The exported CSV contains core email data (email address, delivery status, CC/BCC, scheduled send time, sent timestamp, opened/clicked timestamps, error details) along with all custom metadata merge fields attached to recipients. This enables offline campaign performance analysis and creation of refined recipient lists for future outreach.

Campaign Data Retention and Deletion

Database privacy boundaries and permanent deletions.

Deleting a campaign triggers database cascades that permanently erase all associated recipients, metadata JSON variables, connection logs, and sending history. Deleted campaigns cannot be restored.

Templates and Personalisation

Visual rich editing, formatting placeholders, previewing, and asset uploads.

Plain-Text versus HTML Templates

Designing multi-part emails with text alternatives.

You can edit visual rich-text HTML templates and raw plain-text templates. For HTML designs, we automatically compile a plain-text alternative version. This reduces spam rating and supports reading on minimal email devices.

{{field_name}} Merge Fields & Function Modifiers

Injecting personalized metadata values dynamically with URL encoding and string formatting.

Use double curly braces wrapping metadata column headers (e.g. {{first_name}}) in subject lines or body text. You can also append function modifiers using double-colon (::) or pipe (|) syntax to transform field values on transmission:

  • {{company::urlencode}} or {{company|urlencode}} — Safely URL-encodes metadata values for use in link query strings (e.g. https://example.com/?co={{company::urlencode}}).
  • {{email::lower}} — Converts value to lowercase.
  • {{name::upper}} — Converts value to uppercase.
  • {{city::trim}} — Removes leading and trailing whitespace.
  • {{name::capitalize}} — Capitalizes the first letter of each word.

Multiple modifiers can be chained sequentially, for example: {{company | trim | urlencode}} or {{first_name :: trim :: capitalize}}.

Blank Merge-Field Values

Handling missing variables gracefully in template copy.

If a recipient does not possess metadata for a specified placeholder (e.g. {{company}} is empty), the tag is replaced with an empty string. Structure your template phrases cleanly (e.g. "Hello {{first_name}}," rather than "Dear {{first_name}} {{last_name}}") to look correct if blank.

Previews and Test Emails

Validating layouts, tags, and formatting in the browser.

Use the Preview link to view how your template renders with actual recipient data substituted. You can also trigger a Test Email send. The system delivers a preview email to your profile address, letting you check alignment and formatting in real mail clients.

HTML Safety and Image Uploads

Sanitizing dynamic code and managing asset storage limits.

HTML body templates undergo strict sanitization using HTMLPurifier before saving, preventing malicious script injections. Visual editor image uploads (under 2MB, JPEG/PNG/WEBP) are saved with secure random filenames in a directory protected against script execution.

Private Reusable Templates

Saving and loading custom template layouts across campaigns.

Save a designed visual template as a reusable layout to use it in other campaigns. Standard templates are isolated within your user account, preventing other registered profiles from viewing them.

Attachments

How to handle attachments in bulk emails

Currently, email attachemnts are not supported. Our recommendation is that you upload any attachments to a cloud storage service or your website and include a link in your email to the file. This ensures that your emails are not blocked by spam filters and that your users can access the attachments from any device.

Scheduling and Campaign Controls

Structuring intervals, blackout days, windows shifting, and queues.

Start Date/Time and Campaign Timezone

Setting delivery coordinates in regional times.

Campaigns start at the configured local date and time using the selected Campaign Timezone. The scheduler calculates delivery times based on these coordinates, preventing profile timezone updates from affecting campaign dispatch times.

Sending One Message every N Minutes/Hours

Pacing queue execution to respect SMTP limits.

Instead of sending all emails simultaneously, you can set the app to stagger delivery (e.g. 1 email every 5 minutes). This spaces SMTP connections and prevents rate-limit blockages by your mail provider.

Weekdays, Sending Windows, and Blackout Dates

Enforcing business hours and holiday pauses.

Restrict campaigns to run only on selected days (e.g. weekdays-only) or daily hour windows (e.g. 09:00 to 17:00). You can also define specific dates as blackout dates. The system shifts sending times outside of these windows automatically.

Timezone Behaviour for Existing Campaigns

How campaign scheduling boundaries lock timezone states.

All calculations are preserved inside the campaign timezone setting. Changing your profile time settings changes dashboard timezone displays but does not recalculate or alter active UTC schedules.

Activating, Pausing, Resuming, Cancelling, and Retrying

Controlling campaign queues and individual recipient states.

Activating a campaign parses recipients and generates send schedules. You can Pause campaigns to freeze delivery, Resume them to continue, or Cancel to stop them permanently. You can also exclude individual recipients or retry failed ones. Retrying a failed recipient clears its past scheduled date/time and schedules it to the next available future slot after any currently outstanding scheduled messages. If you retry a failed recipient in a completed or cancelled campaign, the campaign is automatically reactivated to active status. A bulk "Reschedule & Retry Failed Sends" action is also available below the Schedule Info panel if the campaign has failed sends, allowing you to reschedule and retry all failed emails at once.

Regenerating Unsent Messages after Edits

Recalculating scheduled times for pending lists.

If you modify campaign details, templates, or recipient lists after activation, use the Regenerate Unsent Messages action. This deletes pending schedules and recalculates future delivery coordinates from the current time.

Duplicating an Existing Campaign

Quickly copy settings, templates, and recipient lists to a new draft campaign.

If you want to reuse campaign parameters (such as SMTP configurations, recipient lists, sender name/address, email templates, and blackout rules), click the "Duplicate" button from the campaigns list or the campaign details screen. The system generates a cloned version of the campaign named with a "(duplicate)" suffix in draft status, copies all associated recipients, and redirects you to the edit settings page to adjust the title and start schedule. Note that once a campaign is completed or cancelled, you cannot import or manually add new recipients directly to it; you must duplicate the campaign to send to a new batch of recipients.

Statuses and Troubleshooting

Reviewing delivery metrics, tracking, retries, and errors.

Meaning of Statuses

Understanding campaign states and queue listings.

  • Draft: Edit phase.
  • Active: Queue runner processing.
  • Paused: Sending temporarily halted.
  • Completed: All processed.
  • Cancelled: Permanently stopped.
  • Pending/Retrying: Scheduled for delivery.
  • Sending: Leased.
  • Sent: Handed off and accepted by SMTP server.
  • Opened: Recipient loaded HTML tracking pixel or clicked link.
  • Clicked: Recipient clicked a tracked hyperlink.
  • Bounced: Permanent 5xx rejection from recipient SMTP server during delivery.
  • Failed: Error occurred, max retries reached.
  • Skipped: Duplicate recipient row.

Email Tracking (Opens, Clicks & Bounces) and Sender Reputation

Understanding how tracking works, its reporting purpose, and why link tracking should be used cautiously to preserve domain sender reputation.

trkl.email is specifically designed to mimic manual sending by staggering delivery sequentially through your own SMTP server. Tracking capabilities are intended strictly for reporting purposes in your dashboard.

How Tracking Works (Premium Tier)

  • Open Tracking: Embedded automatically on HTML emails for Premium accounts via a hidden 1x1 transparent tracking pixel. Open tracking is omitted from plain text emails. Please note that Apple Mail Privacy Protection (MPP) auto-prefetches images causing automated open signals, while some mail clients suppress external images. Open tracking provides an approximate reporting indicator rather than a guaranteed audit.
  • Link Click Tracking: An optional setting on campaigns for Premium accounts. When enabled, hyperlinks in HTML emails are rewritten to route through trkl.email tracking redirects before forwarding the recipient to the original target URL.
  • Delivery & Bounces: When your SMTP server accepts a message (250 OK), it is marked as Sent. If the recipient SMTP server rejects the email with a permanent 5xx error (e.g. 550 User Unknown) during the live connection, the status updates directly to Bounced. However, SMTP reporting can be inaccurate. You should look also in your inbox for bounces and adjust your recipient lists accordingly.

Sender Reputation Caution & Best Practices

Tracking features—particularly link click tracking—can be frowned upon by corporate security gateways and strict anti-spam filters. When link tracking is enabled, href attributes are rewritten to redirect through trkl.email. If the visible text of your link shows one domain (e.g., https://mycompany.com) but the underlying link points to a tracking URL, spam filters evaluate this domain mismatch and may score the message as suspicious.

To maintain maximum sender deliverability and domain authority, link tracking is optional per campaign. For critical manual outreach or sensitive deliverability needs, we recommend leaving link tracking disabled or relying on direct links within your email copy.

A better option is to set up link tracking on your sending domain directly. Whilst this won't report in your trkl.email dashboard, it will likely provide better compiance.

Retries and Common Errors

Handling network hiccups and host failures.

If an email fails to send (e.g. SMTP timeout), the system increments the retry count and marks it as Retrying. It attempts delivery again on the next cron run up to the configured retry limit before marking it Failed.

"Sent to SMTP" versus Confirmed Inbox Delivery

Distinguishing mail server transfers from receipt.

The Sent status indicates your configured SMTP server accepted the message. It does not guarantee the recipient received it, as external mail servers can still block or filter messages as spam based on domain reputation.

What to Check Before Contacting Support

Basic diagnostic checks to troubleshoot common issues.

  1. Verify your campaign is Active.
  2. Confirm your cron job is configured and running.
  3. Check your campaign SMTP connection test.
  4. Check for error logs on the campaign details screen.

Security and Privacy

Credentials encryption, data boundaries, and administrative access.

Protecting SMTP Credentials

How passwords are encrypted before storage.

SMTP passwords undergo AES-256-GCM symmetric encryption using Libsodium before being saved. The encryption key is stored in your `.env` file, meaning credentials cannot be read even if the database is exposed.

Never Sharing SMTP Passwords

Why password confidentiality is essential.

Never share your SMTP credentials. If your configuration is compromised, malicious users can send spam from your email server, damaging your domain reputation and resulting in host blockages.

Account Privacy Boundaries

Data isolation across standard profiles.

Your campaigns, recipient lists, templates, and logs are isolated to your user account. Other registered profiles cannot see or modify your configurations.

Deleting a Campaign and Its Retained Data

Purging databases of recipient metadata.

Deleting a campaign removes all associated recipient records, personalized snaps, logs, and database indexes. This helps manage database storage limits and respects recipient data privacy.

What Administrators Can and Cannot View

System-wide overrides and credentials boundaries.

Administrators can search profiles, manually verify registrations, toggle activation statuses, and monitor system activity logs. However, administrators cannot view or decrypt your SMTP credentials.

Billing & Account Tiers

Understanding free-tier limits, premium upgrades, pricing, and Stripe payments.

Free-Tier Limitations and Window Quotas

Understanding campaign and recipient limits on the free tier.

Accounts on the Free Tier are subject to rolling usage quotas: a maximum of 5 campaigns and 500 cumulative recipient imports per rolling 30-day window. This usage window starts when you perform your first campaign action or import and automatically resets after 30 days. You can view your current quotas progress directly on the Billing page.

Upgrading to Premium

How to upgrade and what changes on your account.

To remove scheduling limits and promotional messages, you can upgrade your account. Upgrading gives you unlimited campaigns and recipient imports. It also stops the system from appending promotional brand messages to outbound emails. Upgraded access is processed instantly via Stripe.

Pricing and Grandfathering Protection

How pricing changes affect existing active subscriptions.

The administrator sets pricing structures. New price points only apply to subscribers who upgrade after the change. Existing active subscriptions are protected by grandfathering: you keep your original price tier for the life of your subscription. If your subscription lapses due to cancellation or payment failure, you must re-subscribe at the then-current price.

Billing and Deliverability Responsibility Disclaimer

Our policy regarding Stripe accounts and email transport.

The application is not responsible for Stripe account issues, failed card transactions, or refund processing. Furthermore, upgrading to the Premium tier does not affect or guarantee email deliverability. Users are still solely responsible for SMTP credential accuracy, and domain authority DNS records (SPF, DKIM, DMARC) regardless of billing tier.

Canceling a Subscription

How to cancel your recurring renewals and what happens to your access.

You can cancel your recurring monthly subscription renewals at any time by clicking the Cancel Subscription button on the Billing page. Once confirmed, your subscription status will update to Cancellation Pending. Your account will remain on the Premium Upgraded tier and all features will stay fully unlocked until the end of your current billing cycle. After that date, the subscription expires and your account will automatically downgrade back to the Free tier, re-applying standard campaign and recipient quota limits.

Glosario

Campaign
A project mapping a template, recipient list, schedule, and SMTP server configuration together to run automated delivery.
SMTP
Simple Mail Transfer Protocol, the protocol used by email clients and applications to send emails through mail servers.
Merge Field
A variable placeholder (e.g., {{first_name}}) replaced with recipient metadata on transmission.
Sender Address
The email address appearing in the 'From' header of outgoing messages.
Reply-to
The email address designated for handling replies sent by recipients.
Retry
An automated attempt to resend an email that failed during a previous cron runner pass.
Timezone
The geographic region standard offset used to coordinates local time windows and dates.

Avisos importantes

Proveedores SMTP: Eres estrictamente responsable de gestionar tu cuenta de proveedor SMTP, los límites de tu servidor y tu reputación.

Autenticación DNS: Las tasas de entregabilidad de salida dependen de la configuración correcta de los registros SPF, DKIM y DMARC en la zona DNS de tu dominio.

Seguridad de credenciales: La aplicación cifra las credenciales localmente. Los administradores o miembros del soporte nunca te pedirán tu contraseña SMTP ni tus claves de seguridad.

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