SendSmart Pro User Guide

This User Guide aims to provide you with some additional information on setting up the SendSmartPro software for submitting to your safelists. The program is designed to be user-friendly and intuitive but if you need further clarification on any areas of the program, please visit the relevant section of this guide.

Contents

Getting Started

Login Details

Admin Settings

Setting up Safelists

Adding a New List

Sample URL's to Use

Searching and Displaying Lists

Using the Safelist Links

Editing Existing Lists

Getting the Member Count

Looking for More Lists?

Working with Safelist Groups

Adding a New Group

Editing / Deleting Groups

Viewing Lists in a Group

Setting Up Ads

Creating a New Ad

Using HTML in Ads

Using Variables in Ads

Editing and Deleting an Ad

Submitting Your Ads

Select an Ad to Submit

Select List Options

Viewing Reports

View Most Recent Reports

Filtering by Date

Showing Only Errors

Getting Started

When you first log in to the program, the Admin home page gives you quick access to the three most used areas - adding safelists, creating ads and submitting your ads to your lists. To get to other areas of the program, click the relevant menu link on the left hand side.

The rest of this Guide steps you through each of the menu settings.

Login Details

Click Change Login to change your program login information.

1. To change the User Name and/or Password you use to login to the SendSmartPro software, change the first two fields as required.
2. The Email Address is used to resend you your password if you forget, so please use a valid email in this location.
3. Click the Commit Changes button to save your new settings when finished.

[ Contents ]

Admin Settings

Click My Settings to make changes to the program settings.

1. The first part of the Settings page requires your SendSmartPro license number. You should have received your license number when you purchased the product. If you are having any difficulties with your license not working, please contact Ezy Hosts.

   

2. Enter your contact email address here. Whenever a safelist submission is completed, you will receive notification at this address. Some safelists also require that you provide a "From" email address when you send contact mail to its members. In this case, the address you enter here will be used as the From address for those lists.

   

3. In the Solo Emails section, you can define the footer that is automatically included at the bottom of all your outgoing emails. In the first field, enter your SendSmartPro affiliate link and you can use it within your footer text, thus enabling you to earn additional commissions. If you don't require a footer at the bottom of your emails at all, simply clear the check box in the second field and no footer will be added.

   

4. When you have finished making changes to your settings, click the Commit Changes button.

[ Contents ]

Setting Up Safelists

The main part of getting SendSmartPro working for you is getting your safelists entered correctly. You need to add at least one list before you can use SendSmartPro to submit your ads. You can include as many lists as you like, however, remember these must be lists that you have the Admin Login for (not just lists you are a member of).

Adding a New List

From the menu, click My Safelists. At the top of the list of safelists (which will be empty if you are just getting started), click the link to "Add New List".

1. Enter the name of the safelist you are adding in the Safelist Name field. This name doesn't have to match exactly the name of your list, as it is merely a means of identifying your safelist in your control panel, so abbreviations are fine.
2. The Home Page URL refers to the page where safelist members normally login to your list. If you have more than one login page (for different levels of members) any login page will do. In most cases, this URL will refer to a .html, .php or .cgi page, but it may also be entered as simply the domain name or subfolder. Refer to the next section for some example URL's to use.
   
3. When entering the Admin Login URL, it MUST refer to either a .cgi page or a .php page. If you are unsure of the page name used for your admin login, some examples are available in the next section, or consult your safelist host who can give you the complete URL to your admin login page.
4. For some safelists, only the admin password is required - other lists require both the Admin Username and the Admin Password. Simply enter the same details here that you normally use to login to the admin section of your safelist. If you don't require the username, leave it blank.
5. SendSmartPro allows you to categorize your lists into various groups that you define. You can choose from those available by selecting an option in the Category / Group drop-down list box. Complete information on using groups can found in the Working With Safelist Groups section.
6. In order for your submissions to work, it is imperative that you choose the correct Safelist Type for the list you are adding. If you are unsure of the list type you need, there are a few options to try:
   • In the next section, Sample URL's are provided for each of the safelist types. Different safelist types use different pages for their login and admin pages and you may be able to work out which list type it is by comparing your pages with those provided.
   • You can ask your safelist host which type of script they use for their safelists.
   • If it is your own safelist script, check the name of the script with the person you purchased it from.
   • If you are still unable to determine the correct list type, please contact Ezy Hosts with the URL to both your member login and your admin login pages, and we can let you know what type of list it is and whether or not it is supported by SendSmartPro.
7. If you keep an up-to-date Member Count for each of your safelists, SendSmartPro will be able to tell you at a glance how many members you have available across all of the safelists you have entered. To automatically grab the count of members from your safelists, please see this section.
8. Once you have entered all of the data for your safelist, click the Add Safelist button to save it. That's all there is to it!

[ Contents ]

Sample URL's to Use

[ Contents ]

Searching and Displaying Lists

The My Safelists page lets you access and manage your safelists easily. You can see the type of safelist, the date of the last submission to that list and the member count among other things.

The lists are initially displayed in alphabetical order.You may also choose to display them in order of their assigned groups, by clicking the Group link at the top of the list. The total number of lists you have entered is displayed on the top right of the list.

1. To locate a safelist, you can use the Search box at the top of the list. Simply type any part of the list that you know, such as the admin login, the safelist name or even the password. Click Search and any matching safelists will be displayed for you.
2. To view the next page of safelists, click the page links shown at the bottom of the list.

Using the Safelist Links

1. To go to the member login page of any safelist, click the Safelist Name link in the list.
2. To login to the admin area of any single list, click the Login link in the list.
3. To go directly to the Email Members section of any safelist, click the Send Ad link in the list. Note that some lists will require that you first login before being able to go to this page.

Editing Existing Lists

1. To make changes to the settings for any existing lists, click the Edit link in the list. The changes you can make here are the same as for Adding a New List.
2. To delete a list from SendSmartPro, click the Delete link in the list. You will be asked to confirm the deletion.

Getting an Automatic Member Count

At the top of the list of safelists, SendSmartPro keeps track of how many members you have across all of your safelists. This count is based upon the figures you enter for the Member Count when adding or editing a safelist. To make it easy to update or check your safelist counts, you can obtain an automatic count where the list type allows it.

1. To get an automatic member count for all safelists, click the Member Count link at the top of the list of safelists. This may take some time to complete depending upon the number of safelists you have entered. The (new) live count is displayed in red. Any counts that are unavailable remain black or show the status "N/A". From here you can see whether or not you need to update the safelist counts for individual lists.
2. You can also get an automatic member count for an individual safelist by clicking the Edit link for the list. Click on the Click to Get Live Count Now link to grab the current member count if available. If a number is returned, it will be displayed in place of the link. You can then easily update your member count for that safelist to match the current count.

[ Contents ]

Looking to Run More Lists?

The following safelist hosts all offer fantastic deals for hosting your safelists with them and we highly recommend you check them out if you are looking to admin more lists. Most companies also allow you to adopt pre-membered lists ready to go!

• Ultimate Safelist Host
• Best List Host
• Safelist Junky
• Timeless Lists
• WooDoggie Safelist Hosting
• Pearls of Wealth
• Marketers Voice
• Safelist Nanny

[ Contents ]

Working with Safelist Groups

Safelist Groups let you organize your lists into meaningful categories. When you submit your ads, you can choose which group or groups to submit to for when you want to send certain ads to particular lists only. As an example, you may want to create a category for sending HTML emails to only those lists that accept HTML. If you are a safelist host, you can set up a category just to send to lists that are adopted.

There is no requirement to use groups and if you don't have many lists, you will find just using the single Default Group will suit you well. If you do want to use groups for organizing your lists, read the following sections.

Click My Groups to start working with safelist groups.

Adding a New Group

At the top of the list of groups, click Add New Safelist Group to add a new group.

1. Type in a short descriptive name for your group. This will displayed when assigning your lists and submitting your ads.
2. If required, type in a description about the purpose of this group.
3. Click Add Group when finished.

Editing / Deleting Groups

1. To make changes to an existing group, click the Edit link in the Groups list. You can modify the group name and description.
2. To delete an existing group that is no longer required, click the Delete link in the Groups list. Note that you can not delete the Default group, however it can be renamed. If you delete a group that currently has safelists assigned, they will be re-assigned to the Default group.

Viewing Lists in a Group

1. To view all the lists currently assigned to a particular group, click the Lists link in the list of groups. The My Safelists page will be displayed showing only those lists that belong to the selected group.

[ Contents ]

Setting up Ads

Creating your Solo Ads or Contact Messages is essentially the same as what you would do in the safelist admin area when sending your contact mail. For saving your ads, you will assign a title for your reference, and then type the Subject and Message you want. You can also choose to create HTML ads if you require.

To begin working with Ads, click My Ads in the menu.

Creating a New Ad

At the top of the list of ads, click Add New Solo Ad to begin.

1. In the first field, type a short Title to identify this ad.
2. In the Subject field, enter your ad subject. Do not use any HTML code in this field.
3. Next, select whether your ad message will be in HTML or not.
4. Enter the text of your Message in the Ad Message box.
5. Once you have finished entering your ad details, click Add Ad to save it.

Using HTML in Ads

If you choose to create an HTML ad, you must enter all the text with the appropriate HTML code and tags. If you are not sure how to do this, simply create text messages by ensuring HTML is set to NO.

1. To create an HTML ad, select Yes in the HTML field when creating or editing an ad.
2. You can preview how your HTML ad will look by clicking the Preview HTML Ad button whilst adding or editing an ad.

Using Variables in Ads

Many safelists allow you to refer to members by their first name, last name or full name by using Variables. By including these variables in your message, you can also refer to your member's personally. Some lists only provide the option of Full Name, where others provide both. If you are unsure of what your list allows, you can login to the admin area of your list and see any instructions posted there regarding the use of variables.

Alternatively, if you want to ensure compatibility across all lists regardless of which type, it is recommended that you only use the [[firstname]] variable in your messages. Wherever this variable appears, it will be replaced by the members first name or full name, depending upon what is allowed by the list you are submitting to.

Editing and Deleting an Ad

1. To change any details for an existing ad, click the Edit link in the My Ads list. Make changes as per the instructions for Creating a New Ad.
2. To delete an ad that you no longer require, click the Delete link in the My Ads list. You will be asked for confirmation prior to removal.

[ Contents ]

Submitting Your Ads

Once you have at least one safelist added and one solo ad created, you can submit your ad to your list(s). Ad submission is done from the My Ads page.

Select an Ad to Submit

1. Click the Submit link next to the ad you wish to submit to your safelists.
2. On the following screen, select which members should receive your ads, and which lists to send to.

Select List Options

1. In the Member Types section, choose whether to send your ad to All, Free or Paid members. When you select Paid Members Only, an additional field allows you to exclude sending ads to the top level of paid members for the list. Note that different lists allow you to send to different levels of members and what counts as "paid" or "top level" may be different depending on the list.
2. In the Send Ad To section, you can select which lists you will be submitting to.
• Select All My Lists to send this ad to all safelists you have entered.
• Select List Groups to only send to the particular groups that you select. In the list that is displayed, click on a group to select it, or hold down the CTRL key and click groups to select more than one.
• Choose Selected Lists Only to specify exactly which lists to send your ad to. In the list of safelists, click on a list name to select it, or hold down the CTRL key and click each safelist to select more than one. You can also hold down the SHIFT key to select a range of safelists in the list box.
3. Once you have made your choices, click Continue to move to the confirmation screen.
4. You will then be shown confirmation of your submission, including the Ad you are sending, which members it is being sent to, and which lists it will be sent to.
5. If you are sending an HTML ad, you will be warned that it will not be submitted to lists that don't support HTML messages. Any lists you have selected that don't support HTML will be identified for you.
6. If everything appears to be correct, click Send Now to begin sending your ads.

You should now see a page informing you that your ads are being submitted. You can continue working in SendSmartPro while the submission takes place in the background, or even exit the program and come back later to view the reports. Some lists will provide you with a status report immediately - other safelists that don't queue their mail for delivery may take a lot longer to return the information for the report.

[ Contents ]

Viewing Reports

Once you have submitted an ad to your lists, a status report will be made available to you. To view your reports, click My Reports in the menu.

As pointed out on the Reports page, the statistics and reports are only held in the database for a maximum period of 3 months in order to not overcrowd your server without outdated logs.

View Most Recent Reports

1. To view all of the most recent reports for all safelists, simply click the Show button without making any changes to the selections. If you wish to view reports for a particular list, select its name from the drop-down box at the top of the page.
2. Your report will show you the date and time of submission, the ad that was sent and the safelist it was sent to, and the status of the submission. In most cases, you should see "Successfully Sent Your Ad!".
3. If there were any errors in the submission, information about the most likely cause of the error will be displayed in the Send Status column.

Filtering by Date

1. To only show reports for a certain date range, you can enter the From Date and/or To Date. If you leave the From Date empty, it will give you all results from the beginning. Similarly, if you leave the To Date empty you will receive all results up until the last report.
2. You can enter dates using some non-standard formatting. For example, to show all reports for the 25th of this month, enter 25 in both boxes. To show all reports for June this year, enter 1/6 in the From Date and 30/6 in the To Date.
3. Click Show to view matching reports.

Showing Only Errors

1. To view only those reports where an error was recorded, firstly clear the form by clicking Clear Form.
2. Check the Errors Only box and enter any dates you require.
3. Click Show.

[ Contents ]

For additional support, please go to Ezy Hosts Support pages.