You can configure the system to send automated despatch emails on behalf of your clients. The emails can be sent with your client's domain and branding so it has no relation to the system branding or fulfilment house. Support for this feature is only guaranteed when using a Mailgun (https://www.mailgun.com/) account.
Prerequisites
Important: Before setting up despatch emails, ensure you have:
A Mailgun account (sign up at mailgun.com).
Access to your domain's DNS hosting panel.
Administrative rights in Mintsoft to configure client settings.
Your Mailgun API key and domain details.
DNS Setup
You'll need to add DNS records to your domain hosting panel to verify your domain with Mailgun. These records include:
TXT records for domain verification.
MX records for receiving emails (if applicable).
CNAME records for tracking.
Find your DNS records
Log into your Mailgun account.
Navigate to Sending, then click Domains.
Select your domain.
Copy the DNS records shown and add them to your domain hosting provider.
Note: DNS changes can take up to 48 hours to propagate but typically complete within a few hours.
Add Email Login
To set up email login credentials:
In Mintsoft, click Settings in the left navigation menu.
Under the Client Account Settings section, click Email Templates.
At the top of the page, click Add New Email Login.
In the MailGunAPIKey field, type your Mailgun API key.
In the MailGunDomain field, type your Mailgun domain.
Note: Make sure the MailGunDomain is just the end part, for example "mg.mintsoft.co.uk" so would be "mg.{yourdomain.co.uk}".
US/ EU Endpoints
MailGun accounts can be configured on either the US or EU endpoint:
US Endpoint: api.mailgun.net (used by older accounts and US-based accounts).
EU Endpoint: api.eu.mailgun.net (available for newer accounts, required for GDPR compliance).
Check which endpoint your account uses
Log into your Mailgun account.
Navigate to Account Settings, then click Sending.
Check your API Base URL.
This indicates your endpoint. If your account uses the EU endpoint, contact Mintsoft support to configure this setting.
Add Email Template
Once you've created a login, you can add a template:
On the Email Templates page, at the top, click Add New Email Template.
Type the specifics for the email, such as:
Channel: Select which sales channel this template applies to (e.g., Amazon, eBay, Shopify, Website).
You can create different templates for different channels to customize messaging.
Select All to use this template for all channels.
From: Who the email is coming from.
DisplayName: The display name.
BCC Address (Optional): Enter an email address if you want to receive a blind copy of all despatch emails sent through this template.
This is useful for:
Keeping an archive of customer communications.
Monitoring email delivery.
Quality assurance purposes.
Note: The recipient will not see the BCC address.
Type the actual message that gets sent to the customer and include # terms as displayed to include information about the order and tracking information.
Available Template Tags
The full list of tags you can use is:
#ORDERNO#: Inserts the order number from your system.
#FIRSTNAME#: Inserts the customer's first name.
#LASTNAME#: Inserts the customer's last name.
#TRACKINGNO#: Inserts the courier tracking number.
#COURIERNAME#: Inserts the name of the courier service.
#TRACKINGLINK#: Inserts a clickable tracking link (if available from courier).
#DELIVERYNOTES#: Inserts any delivery notes associated with the order.
Important: When adding images to your email template body, ensure images are no larger than 2000px width and 930px height for optimal display across email clients.
Adding SKUs to Templates
To include product information (SKUs) in your despatch emails:
First, create and save your email template using the steps above.
Return to the Email Templates page.
Find your template in the list and click Edit.
Look for the Include Products or Add SKUs section.
Select which product fields you want to display (e.g. SKU, Product Name, Quantity, Price). Products will appear as a table in your email showing the items in each despatch.
Click Save to update your template.
The product information will be automatically populated from each order when the despatch email is sent.
Raw HTML
For advanced users or if you're working with a web design agency, you can create fully customised email templates using raw HTML:
Design your email template using HTML and inline CSS.
Use the hashtags listed above (e.g. #ORDERNO#, #FIRSTNAME#) to dynamically insert order data.
Paste your complete HTML code into the Raw HTML field.
Click Preview to test how your email will appear.
Important: When creating HTML email templates:
Use inline CSS styles as many email clients don't support external stylesheets.
Test your HTML across different email clients (Gmail, Outlook, etc.).
Keep images hosted on reliable servers and use absolute URLs.
Ensure your HTML is responsive for mobile devices.
Avoid JavaScript as it's blocked by most email clients.
Example HTML snippet
<div style="font-family: Arial, sans-serif; max-width: 600px;">
<h2>Hi #FIRSTNAME#,</h2>
<p>Your order #ORDERNO# has been dispatched!</p>
<p>Track your order: <a href="#TRACKINGLINK#">#TRACKINGNO#</a></p>
</div>
Testing Your Email Template
After creating your template, it's important to test it before it goes live:
Navigate to Orders, then click Overview.
Select a test order that's ready for despatch.
Process the despatch as normal.
Check that the email is sent to the customer.
Review the email for:
Correct formatting and layout.
All hashtags replaced with actual data.
Images displaying correctly.
Links working properly.
Mobile device display.
Tip: Use a test email address you control for initial testing before sending to real customers.
Attach PDF Option
If you want to attach a PDF of the OMS despatch note, type TRUE in this field, otherwise type FALSE if you do not want the attachment to be sent. Click Save to save the template.
FAQ
Template account cannot be setup against a login that is not owned by them
The reason for this error message is because the correct EmailLoginDetail hasn't been selected from the dropdown field. When creating a new email template, it's required to select an Email Login name within the EmailLoginDetail dropdown. You can find out the correct Email Login name by clicking on the Email Logins button at the top right-hand corner of your Mintsoft screen.
My emails aren't being sent. What should I check?
Verify your Mailgun API key is correct in the Email Login settings.
Confirm your domain is verified in Mailgun (check DNS records).
Check that the correct Email Login is selected in your template.
Ensure your Mailgun account is active and not suspended.
Check Mailgun logs for any error messages.
Can I send test emails before going live?
Yes, we recommend creating a test order and processing it through despatch to verify your template works correctly. Use a personal email address to receive the test email.
How can I view logs of sent emails?
Email logs are available in your Mailgun dashboard under Logs, then Sending. This shows all emails sent, delivery status, and any errors.
Can I use different templates for different customers?
Yes, you can create multiple templates and assign them to different channels. This allows you to customise emails based on where the order came from.
What happens if an email fails to send?
Failed emails are logged in Mailgun. You can resend them manually or contact support if there's a persistent issue. Check the Mailgun logs for specific error messages.
Can I include product images in the email?
Yes, when using the Raw HTML option, you can include product images using image tags with absolute URLs to where the images are hosted online.