There are many different ways to add employees to Mailtastic. Which is the best option depends on several factors - e.g. your technical environment, the level of automation you want, the availability of employee data, etc.

In the following article we will give you an overview of the following methods:

Introduction - Why are employees "added" to Mailtastic?

Add employees automatically (e.g. M365, Google Workspace)

Add employees manually

Other methods

-

Introduction - Why are employees "added" to Mailtastic?

Unlike many competitors, the Mailtastic web interface is built in such a way that the admin can actually see and manage all employees to whom one or more signatures are to be made available.

For each Mailtastic user any number of data profiles can be created. Data profiles contain the data needed for the signature and can either be filled automatically from an employee directory - e.g. an AD - or just customized.

Advantages

• The information displayed in employee signatures is not limited to the fields of your AD, for example. For example, you can provide your employees with different signatures in different languages, brands or locations.

• An incomplete employee directory is not a problem: individual employee data can be added by the admin or the employee at any time.

• Employees are actually visible in the app: Assigning signatures or campaign banners is simple and straightforward at any time, even without complicated rules

• If desired, other departments such as Marketing or HR can take on signature-specific adjustments themselves, without changes having to be made by IT every time.

-

Add employees automatically (e.g. M365, Google Workspace)

Basically, you can import employees to Mailtastic from just about any source. This can be e.g. clound solutions like Microsoft 365 or Google Workspace, which can be connected via native integration. But also from individual software solutions employees can be imported via Mailtastic API.

When does this method make sense?

• Your employees should be provided with signatures as automatically as possible

• You manage your employees in one central place like Microsoft 365 or Google Workspace

• The employee data to be displayed in the signature is sufficiently maintained in the corresponding directory (Tip: Don't worry if you don't have all the information for an employee. Signature info fields that you do not block in the signature template can be filled in by the employee himself later in his end-user cockpit).

• You have many employees

Advantages

• Employees can be automatically created as Mailtastic users including their data and thus automatically receive your signatures.

• Changes in the employee directory are automatically updated in Mailtastic and thus in the signatures of the employees

• Employee data only needs to be maintained in one place

• Signatures can be assigned in detail based on employee data or combinations of employee information

Here's how it works:

Employees import from Microsoft 365

• Establish a connection between Mailtastic and M365

• Define which employees should be added when and how to Mailtastic

• You can find more info here: Microsoft 365 - Import employees

Employees Import from Google Workspace

• Establish a connection between Mailtastic and Google Workspace

• Define which employees should be added when and how to Mailtastic

• You can find more info here: Google Workspace

Employee import via API

• You can find all info here: Mailtastic API

-

Add employees manually

You manually create an employee as a Mailtastic user in our app or create multiple employees at once via Excel or CSV.

When does this method make sense?

• You want to test Mailtastic with some first users

• You have a manageable number of employees

• You do not want to automate the import of employees

• You do not manage your employee data in a central directory such as Microsoft 365 or Google Workspace

Advantages

• Mitarbeiter können schnell angelegt werden

• Keine Anbindung zu Mitarbeiterverzeichnis notwendig

Here's how it works:

Add individual employee manually:

• Open the menu item "Company" > "Employees

• Click on "Add employee" > "Create new".

• Enter the employee's data that should be visible later in his or her signature.

Tip: Don't worry if you don't have all the information about an employee. Signature info fields that you do not block in the signature template can be filled in later by the employee himself in his end-user cockpit.

Add multiple employees manually:

• Open the menu item "Company" > "Employees

• Click on "Add employee" > "Import via file"

• Follow the instructions to import the employees

-

Other methods

Besides manual and automatic integration, we also offer a "semi-automatic" hybrid method. This is the automatic import of employees based on a manually created CSV file via SFTP server.

When does this method make sense?

• You can provide your employee data as CSV. (e.g. by exporting from an HR tool or other software).

• You want the CSV employee data to be automatically synchronized with Mailtastic

• You can deploy the CSV to an SFTP server

Advantages

• Mailtastic users can be added and updated automatically based on a CSV.

Here's how it works:

• Create or export a CSV with your employee data

• Make them available on an SFTP server

• Use our SFTP integration to create new employees automatically in Mailtastic based on the CSV

• You can find detailed info here: SFTP Integration - Full Article

-

Do you still have questions?

No problem - we will be happy to help you personally!Just use our free live chat (bottom right).

Peer Wierzbitzki, Product Management