Introduction

In this article, you will learn how to configure your account to collect newsletter subscriptions and manage email communications effectively.

Building a solid mailing list and presenting a professional image to your users begins with creating an effective subscription form. Artshell allows you to create this form directly within the software and link it to your website (or even include it in your email signature or social media bio) via a simple URL, eliminating the need for a dedicated section. Subscribers to your newsletter through this form will automatically be added to your Contacts section in Artshell.

Additionally, effective communication management involves understanding how your contacts are responding to your newsletters, which is where contact status comes into play.

Newsletter subscription form

The newsletter subscription form can be configured in two ways: using Artshell’s internal option or by connecting a form on your website to the Contacts section via API.

Before customising your newsletter subscription form, please make sure that:

• The sender email address has been verified.
• The link to your privacy policy has been added in the Privacy & Policy field within the Settings panel ().
• A sender disclaimer message has been set.

Configuring the internal Artshell form

Step 1: Enable the form

Access the Settings panel by clicking the  icon and select Newsletter subscription form. Activate the toggle to expand the section and begin the configuration.

Step 2: Customize style and layout

In the Style & Layout section, you can define the visual appearance of the form: upload your logo, adjust colours and fonts, customise the button text and set an optional redirect link. You can also write the thank-you message that will be shown to users once their registration is complete.

Step 3: Set the subscription tag

In the Structure & Data section, you can define the tag that will be automatically assigned to new subscribers, for example #newsletter_subscription.

This tag will be visible within the contact section and will allow you to easily identify users who subscribed through the form.

Step 4: Add the Privacy Policy link

If you've already added the privacy policy link in the Settings panel, the field will be populated automatically. Otherwise, you will need to paste the link manually.

Step 5: Use the form link

Once configuration is complete, you can copy the form link from the Subscription form link section.

Integrating the form via API

If you require a subscription form that is fully integrated into your website, with a customised design consistent with your brand, you can choose an API REST integration. This creates a direct connection between your website form and the Artshell Contacts section.

Below you can see an example of a customised integration, such as the one used on the Artshell website.

Available integration options

Depending on your internal technical expertise and requirements, integration can be implemented in two ways:

• Independent integration via API REST

You may assign the development to your own developer, who can connect your website form to Artshell using our API REST and dedicated technical documentation. In this case, simply contact the Support team at support@artshell.eu to request the API documentation for the newsletter subscription form integration.

• Custom integration developed by Artshell

If you prefer to delegate the development to our team, you can request a tailored quotation by writing to: sales@artshell.eu The cost of development depends on several factors, including: The technology your website is built on (e.g. WordPress, Shopify, custom PHP, Next.js, etc.); The number and type of fields to be connected; The number of forms present on your website. Please also specify whether the forms are identical or structurally different. Providing these details will allow us to prepare an accurate estimate.

Contact status: Active, Bounced, Inactive, and Unsubscribed

In Artshell, contact profiles are closely integrated with the Email and Newsletter section. Each contact has a status, indicated by a graphic symbol, indicating whether they are eligible to receive communications.

Below is an example showing where the status appears in a contact's profile (in this case, Active):  

When you add a new email address in the Contacts section, the system automatically sets the status to Active, considering it ready to receive emails and newsletters. However, the status may change based on the contact's interaction with your communications .  

Why is status important?

When sending communications to a large number of contacts (via All contacts, Tags, or Lists), the email status acts as a filter, determining who will actually receive the emails. 

The possible email statuses are:

Active (   )

The default status when a new contact is added with an email address. The system sends emails and newsletters to active addresses.  

Bounced (   )

These are email addresses that are formally correct but rejected by the recipient's server. The system automatically excludes them from subsequent sends. 

Bounced email addresses typically have one or more of the following conditions: 

• the email account has been closed: the address is no longer active. 
• the inbox is full: the address has reached its storage limit. 
• temporary errors not related to syntax: the address has an error that isn't due to syntax. 

Inactive   (  )

A valid address that no longer receives communications. 

This can happen because:

1. It has automatically become inactive.
   
   An email address becomes inactive when it does not interact with your communications. Artshell automatically changes a contact's status from active to inactive if they do not open 20 consecutive emails. This can also happen if the user's inbox hasn't been opened for a long time: Artshell "deactivates" the contact to avoid sending emails to unused mailboxes.
2. It has been manually inactivated.
   
   If you click the  symbol, it changes to an empty circle (). This action is useful if a single contact has multiple email addresses and you don't want them to receive the same communication at each address.

To enable or disable the inactive status, click the  symbol to change it back to a checkmark (, Active status). If a contact is inactive, the system will NOT send them newsletters, even if they're included among the recipients of a communication. However, you can send emails to inactive addresses if it's a single email (the address is the only recipient).

Unsubscribed   (  )

These are addresses of users who have chosen to unsubscribe from your mailing list by clicking the "unsubscribe" link at the bottom of all emails sent via Artshell.

An unsubscribed contact:

• Is not deleted from your Artshell account but remains in your address book with the unsubscribed status.
• Can receive individual emails if they're the only recipient.

Click the boxes to expand them and see the answers to the questions:

Searching contacts by Status

Thanks to the search system in the Contacts section, you can filter contacts by their email status using the search syntax: click the  icon at the top, choose the is: operator, and then select one of the conditions: active, bounced, inactive or unsubscribe. 

Conclusions

You are now ready to configure your subscription form and manage your contact statuses effectively, ensuring better deliverability and compliance with email regulations. Remember, a well-crafted form is the first step toward effective communication.

Regularly check your contacts' status to ensure your emails reach those genuinely interested in your content. This not only enhances your reputation as a sender, but also helps you comply with anti-spam regulations. Below you can read our tips on how to prevent your communications from going to Spam:

• Advanced email configuration and tips (DNS and spam)
• Analytics