Onboarding to Maileon

Welcome to Maileon!  

You’ve joined the community of companies, agencies, and advanced marketers who rely on this easy-to-use yet professional email marketing and automation platform.  

Even before you send your first email with Maileon, there are some relevant settings and options that you can and should adjust according to your own wishes and requirements. This allows you to tailor your Maileon account and user access directly to your own workflow.

To help you get started as smoothly as possible, we’ve put together some key information. The checklist below outlines the essential steps to review and consider a successful start before sending your first mailing.  

Enjoy your journey into the world of Maileon! 

Note: Since this is a summary, detailed explanations of the processes referenced here can be found in the linked articles or in the appropriate sections of the Help Center. We’ve briefly summarised the most important steps here at the start. Depending on the features (Maileon packages) in your account, certain areas and options may not be available. If you are interested or have any questions regarding this, please feel free to contact our customer service team at any time.
This document serves as a guide to quickly review your current steps or to get an overview of the entire onboarding process.

Here you get a checklist with an overview about every single step to do:

 

1.👣 First steps  

1.1  🔐 User Login Setup

Create your login access and further credentials by user login setup. This is necessary when more than one user works with Maileon.
The demo account you received uses user roles to manage permissions. Each role defines a specific set of rights. Ensure that rights are allocated appropriately.

At Maileon, possible default roles are Editor, Customer Service, Account Administrator, and Demo User.
You can also define your own roles in the Roles section of the User management. 

1.2 🗂️ Subdomain usage

The main domain cannot be configured, as this would require reconfiguring the domain’s DNS records, which could disrupt existing configurations. For this reason, a subdomain is needed.  

The subdomain is the part of the sender’s address that appears after the ‘@’ symbol. Maileon provides you with a subdomain if needed; however, we recommend using your own subdomain. Please set up your Subdomain according to this instruction.

A customised and own-configured subdomain (fig.1) offers better reputation. Further key benefit is that your newsletter recipients will immediately recognize your brand, which helps generate interest and build trust. 

 
Fig. 1: Absender Alias of a newsletter in Outlook. 

 

1.3 🧩 Create your templates

Use our continuously growing library of standard templates! Add all relevant media files—such as logos or other corporate identity elements—to the appropriate media folders. 

Looking for a custom design? Create your own personalised designs, or feel free to contact Maileon’s customer service team — we’ll be happy to assist you along the way. Custom templates tailored to your corporate identity can be implemented with ease. 

Upload your own images directly to your personal Media Library by choice.  

Requirements: The delivery of professional design specifications is required. Suitable formats include PSD files and standard style guides that provide complete information on fonts, sizes, colors, and image positioning.  

Furthermore, a detailed functional description is necessary. This should explain how individual article types should be used and operated, as well as the functional features the template must include. 

 

1.4 🔗 Integration

Optional: You may also connect to your own FTPS for more advanced media management and integration. If desired, configure integrations with third-party systems, such as CRM platforms.

Find a list of possible interfaces to the system here and here.

 

 

2. 📋 Lists and Contacts

2.1 🔁 Import your existing database into Maileon

Easily import contacts from your CRM. You can upload standard CSV or TXT files — or integrate directly using our API.
To ensure a smooth setup, plan for any required third-party integrations, such as campaign management systems or CRM platforms. 

Find all relevant information about contact import here.   

Tip: If you are moving from another provider to Maileon, we recommend bringing the bounce addresses with you. Using AddressCheck, we are able to reactivate up to 30% of contacts — in compliance with the GDPR.  

 

2.1.1 🔍  AddressCheck

Ensure the quality of your contact data with AddressCheck  

Do you have an outdated address list or email addresses with potential typos? No worries — AddressCheck, Maileon’s specialised online service validates email data without sending messages. It identifies invalid entries, significantly enhancing your list’s quality, reducing bounce rates, and safeguarding your subdomain’s reputation. 

By using AddressCheck, you can reactivate 5–30% of dormant contacts — fully compliant with GDPR standards. 

Note: If your contact list hasn’t been cleaned in over two years, an AddressCheck is mandatory. 

 

2.2 🎨 Custom Contact Fields 

Create and setup your needed Custom Contact Fields before uploading your contact lists

The following steps are involved and should be carefully considered: 

• Define the audiences and personas you desire to reach to ensure your messages resonate effectively.

• Take into account any specific requirements such as country, region, or other targeted features.

• Choose the appropriate mailing format for each distribution list in Syncron to match the communication goals.

• Plan for any necessary integrations with third-party systems like CRM or campaign management tools.

• Make sure the sender’s address for each list matches your approved mailing domain for consistency and compliance.

• Follow a GDPR-compliant setup using the recommended best practices.

• Import all relevant recipient attributes and create additional attributes as needed for precise targeting and segmentation.

Requirement: Contacts must be uploaded as a CSV or TXT file.

Note: In case of specific questions, our dedicated service team is here to assist you with expert guidance and tailored solutions.

 

3. 📝 Registration process / Subscription mask

Start smart by defining the data you truly need — in most cases, a first name, last name, and email address are all it takes to kick off the initial process (fig.2).

 

Fig. 2: A simple registration form. 

Maileon provides a variety of user-friendly ways to create subscribe forms: 

• Create forms in a few clicks with our easy-to-use landing page editor!
   
• Would you like to connect an existing registration form on your website to Maileon?  

          > No problem — it’s quick and seamless with our API keys. if you need a hand, our friendly service team is ready to support you. In the meantime, find our API documentation here. 

• Looking to build a new form from scratch?
  Our powerful PHP generator takes care of heavy lifting, so you can create a custom registration form in no time. 

The usual registration process consists of  

• A login page  

• A DOI e-mail  

• A forwarding page where the registration is confirmed  

• A welcome mail automation (1-3 steps) 

Find more information of the registration process here.

About DOI confirmation: 

To send newsletters, you generally need recipients’ permission. Under GDPR, this requires confirmation via double opt-in (DOI). If recipients also consent to individual user tracking, it’s called DOI+. 

Maileon recommends using a DOI process to acquire new recipients and secure permission—whether for existing lists without consent or new registrations. After confirmation, sending a welcome email is advised, as it typically achieves the highest engagement and can include useful information, newsletters, or offers.

 

4. ⚙️ Setup subscription process

Contacts can be subscribed to Maileon’s system via a newsletter subscription form directly on the website, which automatically registers the contacts.  

There are several methods to achieve this:  

4.1 🧰 PHP form generator

In your account settings, find the Subscribe Page Generator in the bottom left (enable it via the Partner Portal if needed). 

Use it to define form fields, assign an API key, and optionally trigger a DOI email. If you haven’t created an API key yet, do so under API Keys. 

Once configured, generate and download the PHP code as a ZIP file—ready to send to your web developer for website integration. 

4.2 ✏️  Maileon’s Landing Page Editor

With Maileon’s Pages module, you can create simple, branded sign-up landing pages hosted on your own subdomain. You can customize the layout and link form fields directly to Maileon contact fields. These pages can be shared via social media, email campaigns, or directly linked from your website. 

This is the easiest way to create a subscription form: 

• Go to the Pages module in your Maileon account. 

• Create a new page and select Subscription as the type. 

• Customize the layout and design (colors, fonts, images) to match your branding. 

• Add form fields and link them to Maileon contact fields. 

• Define what should happen after form submission (e.g., DOI email, redirect URL). 

• Publish the page — it will be hosted on your subdomain and ready to be shared via a website or social media. 

Find more information about Landing Page Editor here. 

 

4.3 🔗 Custom form-based REST API 

Alternatively, your web developer can build a fully custom sign-up form and use Maileon’s REST API to add contacts directly.
Documentation for this method is available here.
  

4.4 🌐 WordPress Integration

Maileon has built a comprehensive WordPress plugin that is quick and easy to implement. View and download the plugin here. 

 

5. Deliverability

Since reputation is low before the initial mailing, we recommend the following measures to increase deliverability:

• Switch to Maileon with the same subdomain you previously used.
• From a mailing list size of 500,000:
  • Stretch the mailing rate
  • Spread the mailing times (also to collect data for mailing time optimization)
  • Contact us for an analyzation after the initial mailing. Our Service Team and ITOps are looking forward to help you.
• Pay attention on clean address lists:
  • Reactivate bounce addresses with our bulk checking email address tool
  • Lists older than 1 year should be checked with adresscheck tool in any case due to the risk of spam traps
  • If necessary, make captchas on registration pages mandatory or as a security feature

 

 

6. Mailing

6.1 ✉️ Differences in mailing type (regular / trigger / DOI)

There are three main mailing types of mail in Maileon. The differences between them are briefly as follows (with links):  

6.1.1 🎯 Regular Mailing 

• Purpose: Standard newsletters or campaigns you send manually or scheduled. 

• Use Cases: Weekly newsletters, promotions, announcements. 

• Timing: Sent to the whole target group or segment at a specific date/time.
  

6.1.2⚡ Trigger Mailing 

• Purpose: Automated, event-based emails sent when a specific action happens. 

• Use Cases: 

• Welcome emails after signup 

• Reminder emails after cart abandonment 

• Birthday greetings 

• Timing: Automatically sent immediately or after a defined delay when the trigger event occurs. 

6.1.3 ✅ DOI Mailing (Double-Opt-In) 

• Purpose: Confirm subscription or consent. 

• Use Cases: 

• Verifying email addresses for legal compliance (GDPR etc.) 

• Confirming that the recipient actively opted in 

• Timing: Sent automatically right after the user fills in the subscription form. 

• Special: Includes a unique DOI confirmation link. 

 

6.2 📋 Mailing template – check readiness

After selecting the type of mailing, adjust the default configurations in the Account Settings. This section provides several options that can be modified based on your operational needs or to enable specific functionalities. 

Key settings include: 

• Mailings > Standard Settings
  Enter all standard values here that are filled in or selected when you create a mailing. Examples include the default mailing name, the subject line prefix for test mailings, etc.  

Note:
Ensure the Tracking method is set to Tracking by individual user and lock this setting. This guarantees that opens and clicks are tracked at the contact level, regardless of the contact’s permission level. 

In EU double opt-in (DOI) consent is established as best-practise. 

Double opt-in mailing is usually based on the design of the template (step 2), so we recommend to set this up first.   

 

Additionally, you need four landing pages:   

• ‘DOI OK’  landing page — please find more details about it here.  

• ‘DOI Error’ landing page — please find more details about it here. 

• ‘Registration OK‘ landing page — please find more details about it here. 

• ‘Registration Error’ landing page — please find more details about it here. 

 

For organisations that prefer not to track opens and clicks at the contact level—for instance, those sending informational content only—this setting should be configured differently. 

• Mailings > Analytics & Conversions 

Activate and configure Google Analytics to track all mailings consistently. Limit UTM parameters to your domain to avoid tagging external links like social media. 

Keep ‘utm_medium’ set to ‘no distinction’ to automatically assign ‘email’. To verify UTM tags, click links in a test email or check them in preview mode. 

 

• Lists & Contacts > Contact Management 

Configure the bounce management settings to define how many soft and hard bounces a contact can generate before being automatically blocked. The industry best practice is to allow up to 10 soft bounces and 3 hard bounces.
Tip: You can also choose to block a contact immediately after the first hard bounce, as hard bounces typically indicate a permanent issue. The default configuration provides a buffer in case of temporary delivery errors.

 

Note: Before the first sendout, inform Maileon’s customer service so that they can check the process together! 🚀  

Depending on the features included in your Maileon package, individual areas and options may not be available. If you are interested or have any questions about additional features, feel free to contact our service team at any time—either by e-mail at service@xqueue.com or by phone at +49 69 83008980.