Notifications

Every email of the partner program is a flow.

The partner program sends its emails through Shopware's Flow Builder: 18 events from the application to the confirmed payout, each with a ready-made flow and template in German and English. You decide with one switch each which of them really go out; texts, recipients and conditions you change like for any Shopware email.

Marketing → Affiliate program → side menu System → Flows or Email templates

How the emails work

Where are the emails of the affiliate program?

On installation the affiliate program creates 15 templates and 18 active flows, one per event. The page Flows in the side menu shows only these 18 flows, with recipient, sending permission and template. A click on the name opens the flow in Shopware's Flow Builder. Updates only add missing templates and flows and leave your changes in place.

  • The page is in the side menu under System → Flows, next to Email templates.

  • Flow: every flow is named after its event, such as “Partnerprogramm - Bewerbung eingegangen” (application submitted). Shopware does not translate flow names, so they read German in every admin language. The name opens the flow.

  • Trigger: the event that starts the flow. In the Flow Builder all 18 are listed under “Affiliate program”.

  • Recipient: “Shop owner” with the email address of the basic information of the sales channel, or “Partner (linked customer account)”. If sales channels have different addresses, it reads “varies by sales channel”. If you set other recipients in the flow, you see “All Shopware administrators” or “Custom recipients configured in the flow” here.

  • Flow active: a green tick or a red cross. A deactivated flow sends nothing, even if its switch is on.

  • Sending enabled: whether the switch of this email is on in the configuration, summed up over all sales channels: “Enabled”, “Disabled” or “Partially enabled”. On hover it tells you in how many sales channels it is enabled.

  • Email template: the template the flow sends. The name opens it in Shopware's template editor.

  • Refresh on the right reads flows and configuration again, for example after you changed a switch.

When is an email really sent?

An active flow alone sends nothing yet. Only when the switch of the email is on in the configuration as well does it go out; by default all 18 switches are off. For two emails to partners the partner decides as well. The setup assistant asks for the switches in step 09.

  1. 1The flow is active (green tick in Flow active) and not deleted.

  2. 2The switch of the email is on in the configuration, in the sales channel of the order or the partner. The column Sending enabled then reads “Enabled”, or “Partially enabled” if it is on in some sales channels only. The two emails of the automatic payout read switch and shop address from “All sales channels” only.

  3. 3With Referred order placed and Commission available the partner must want the email as well. You see and change this at the partner on the tab Base data, card Emails to the partner. New partners get the email about orders by default; the one about redeemable commission they switch on themselves.

  4. 4In the partner area the partner sets both on the tab Settings under Email notifications: New order and Commission ready. The rows only appear when the switch in the configuration is on.

All 18 emails

Which emails does the shop owner receive?

Ten emails tell the shop what partners do. They go to the email address of the basic information of the sales channel; you add further recipients in the flow. The switches are in the settings in the card System · Emails to the shop.

TriggerWhenSwitchTemplate
Partner registeredA customer signs up and is a partner at once.Activate email when registering a new partnerAffiliate program - Partner registered - Shop owner
Application submittedAn application waits for your decision.Activate email on new partner applicationAffiliate program - Application received - Shop owner
Partner code changedA partner changed their partner code themselves.Activate email when changing the partner codeAffiliate program - Partner or voucher code changed - Shop owner
Partner code requestedA partner asks for a new partner code to be reviewed.Activate email upon request to change the partner codeAffiliate program - Partner or voucher code requested - Shop owner
Voucher code changedA partner changed the code of their partner voucher themselves.Activate email when changing the voucher codeAffiliate program - Partner or voucher code changed - Shop owner
Voucher code requestedA partner asks for a new voucher code to be reviewed.Activate email upon request to change the voucher codeAffiliate program - Partner or voucher code requested - Shop owner
Payout requestedA partner requests a payout.Activate email when a partner wants a payoutAffiliate program - Commission redeemed - Shop owner
Commission redeemed as voucherA partner turns commission into a voucher.Activate email when a partner generates a promotionAffiliate program - Commission redeemed - Shop owner
Partner promotedA partner moves up into a higher partner group automatically.Activate email when a partner moves up to a new partner groupAffiliate program - Partner promoted - Shop owner
Automatic payouts createdAfter every payout day, with the summary of all payouts created.Activate email with the summary of automatic payoutsAffiliate program - Automatic payouts created - Shop owner

Three templates serve two events each: one for changed partner and voucher codes, one for requested ones and one for every redemption, as a payout or as a voucher. That is why there are 18 flows but 15 templates.

Which emails do partners receive?

Eight emails keep partners up to date, from the application to the payout. The switches are in the card System · Emails to partners.

TriggerWhenSwitchTemplate
Application approvedYou approve an application.Activate email when an application is approvedAffiliate program - Application approved - Partner
Application rejectedYou reject an application.Activate email when an application is rejectedAffiliate program - Application rejected - Partner
Referred order placedA referred customer orders, before the commission is fixed. Only to active partners who have switched on “New order”.Activate email when an assigned customer creates an orderAffiliate program - Referred order received - Partner
Commission availableA further amount of the commission can be redeemed. Only to partners who have switched on “Commission ready”.Activate email when commission is available for paymentAffiliate program - Commission redeemable - Partner
Payout confirmedA payout counts as paid. The payout document is attached as a PDF.Activate email when a payout is confirmedAffiliate program - Payout confirmed - Partner
Payout rejectedYou reject a payout in the review list.Activate email when a payout is rejectedAffiliate program - Payout rejected - Partner
Promotion to a higher partner groupThe partner moves up into a higher partner group automatically.Activate email when the partner moves up to a new partner groupAffiliate program - Promotion to a higher partner group - Partner
Automatic payout createdOn the payout day an automatic payout is created for the partner.Activate email when a payout was created automaticallyAffiliate program - Automatic payout created - Partner

Adapt templates and flows

Where do I change the subject and text of an email?

The page Email templates shows the 15 templates of the affiliate program. Each holds subject and text in German and English, as HTML and as plain text, and carries the prefix “Affiliate program”. A click opens it in Shopware's template editor; customised templates stay unchanged with updates.

  • Email template: the name follows the pattern “Affiliate program - Event - Recipient”, such as “Affiliate program - Payout confirmed - Partner”.

  • Subject: what shows in the inbox, such as “Your payout was confirmed”. Subjects may contain variables such as the amount of an automatic payout.

  • Description and Technical name: an update finds its template again by the technical name, such as dvsn_affiliate.payout_confirmed.affiliate.

Change recipients and conditions in the Flow Builder

Every flow is a normal Shopware flow. There you set other or additional recipients, put a condition from the Rule Builder in front or add further actions, such as a tag on the customer. Updates do not overwrite these changes.

  1. 1Under System → Flows, open the flow, such as “Partnerprogramm - Bewerbung eingegangen” (application submitted).

  2. 2Switch to the tab Flow. On the left is the trigger, on the right the action Send email with its template.

  3. 3Open the action and choose under Recipient: Default (shop owner or partner), Admin or Custom with addresses of your own.

  4. 4Click Save action and then Save in the flow. The list Flows then shows the new recipient.

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Common questions

Why does no email arrive although the flow is active?

Besides the flow, the switch of the email must be on in the configuration, and by default all 18 are off. The column Sending enabled on the page Flows shows whether it is on. For two emails to partners the partner must have switched them on as well.

Which address do the emails to the shop go to?

To the email address of the basic information of the sales channel. You set further or other recipients in the flow, such as all administrators or addresses of your own.

Can partners unsubscribe from emails?

Yes, from two: New order and Commission ready, in the partner area under Settings. New partners get the email about new orders by default; the one about redeemable commission they switch on themselves. At the partner in the administration you can see and change both.

Can I change the texts of the emails?

Yes, under System, Email templates a click opens the template in Shopware's editor, with subject and text in German and English. Customised templates stay unchanged with updates, missing ones an update creates again.

Do partners get a document with their payout?

Yes. The email Payout confirmed attaches the payout document as a PDF as soon as the payout counts as paid.

How many emails does the affiliate program bring?

18 emails, one per event: ten to the shop owner and eight to partners. There are 18 flows and 15 templates for them, because three templates serve two events each.

In detail in the manual

More chapters

Export and API Four CSV exports, an admin API for balances and payouts, scheduled tasks, console commands and the one permission for all of it. Read on → Multi-level marketing Partners earn from the orders of the partners they recruited: levels, rates, the network at the partner, statistics and the tree in the partner area. Read on → All settings All cards of the configuration with every field, its default and its effect, for the affiliate program and multi-level marketing. Read on →