Maestro: Accounts and Instances

Maestro, the world’s first centralized marketing management solution, empowers marketers to manage multiple marketing automation instances from one place. This document serves as a guide for defining, creating, and accessing accounts and instances within Maestro.

Definitions

Accounts

Instances

Definitions

Account: An account is a group of Mautic instances. Customers requiring multiple levels of management and separation between groups would use accounts. The most common use cases include separating brands within a territory (or territories within a brand) for a large enterprise, agencies, or OEM partners managing multiple customers. Users with account-level access in Maestro can see summaries for usage and reporting across all instances within the account.

Instance: An instance is where an everyday user logs in to manage campaigns, messages, contacts, and more. Typically, when a marketer thinks of logging into a marketing automation platform, they’re thinking of logging into an instance. Each Mautic instance must be part of an account.

Accounts

Creating an Account

Once you’re logged into maestro.mautic.com, click on Accounts from the left side panel. If you already have any accounts, you’ll see a list of accounts. If not, click on the Create button. The Create button will always stay in the top right corner as well.

Name: The account name is the title for the group of instances you’ll be creating.

For example, an agency might create Account 1 for Customer 1 and that customer may have multiple instances. The agency would create Account 2 for Customer 2, etc. A corporation might create Account 1 for Brand 1, and that brand may have several instances for different geographic regions. Similarly, Account 2 for Brand 2 and so on.

Tags: Both Accounts and Instances use tags, which help users find certain accounts or instances quickly using the filtered search.

Contacts Limit: The sum of the contacts you’d like to allocate for all instances in the account. You’ll be able to edit this later. Each Maestro contract includes a specific number of accounts, instances, and contacts. If you only have one account, then the total number of contacts you have should go here. If you have multiple accounts, you’ll need to decide how to distribute the contacts.

Enforce Strict is an option to restrict all instances from having any contacts added once the total number of identified contacts in all of the account’s instances reaches the account’s contact limit. If Enforce Strict is left unchecked, users will simply receive a notification when the account has reached its limit but new contacts will be added. Mautic strictly enforces the total number of contacts for each customer (total across all accounts) by default.

For example, you may have a total of 5 accounts, 25 instances, and 5,000,000 contacts on your contract. If you allocate 1,000,000 to each account and don’t select Enforce Strict, one account may go over the 1,000,000 allocation as long as the total number of identified contacts in all instances doesn’t exceed the 5,000,000 total limit.

Monthly Email Limit: As a standard practice, we recommend setting this to 5x the contact limit. If you expect to send more emails than that, work with your Customer Success Manager to determine an appropriate number.

Account Dashboard

Accounts Page

To see summary information of all instances in an account together, click the name of the account you’d like to view from your Accounts list.

Branding: In the top right corner, click Branding to add colors and logos to all instances within the account. For more information on branding in Maestro, visit our branding help center topic.

Summary: Here, you’ll be able to see the growth of the account with the numbers of instances, users, contacts, and unsubscribes created over some time period (today, last week, last 30 days, last 60 days, last 90 days). There’s also a graph for the number of contacts that were identified over that time period.

Users: The users list shows all users who have access to the instances in that account, the user’s role in Maestro, and when they last logged into Maestro.

Status: This small section shows how many contacts have been allocated to the account and how many have been used, as well as other statistics about the instances sizes (average, largest, smallest) by number of identified contacts.

Instances: The final section on the Account page is the list of instances associated with the account. Users can search for any instances and apply filters for account, location, and tags in the dropdown menu that says “All Accounts”. Clicking on the Instance name will bring you to the instance page. Clicking on the Domain will bring you to the actual instance and automatically log you in. If you’re logging in for the first time, you’ll be automatically created as a user. Tags simply show what tags were added to the instance for search purposes. Usage is a basic graph to show the percentage of known contacts vs. total allowed contacts for the instance. Under the Actions, click the pencil icon to edit the instance (see below) or the trash can to delete it. Deleting an instance is permanent.

Instances

Creating an Instance

It’s possible to create instances either from the Account page (where the instances list is in the above screenshot) or by navigating to the Instances page from the left side panel. In either location, click the Create button.

Create Instance

Type: Maestro works with both Mautic Cloud Pro and the open source, community version of Mautic. It’s possible to purchase a subscription to only Maestro, or only use Maestro to migrate an existing community instance to a new cloud instance. Mautic Cloud is the default.

Name: A basic title for the instance, that will appear on your instance lists and on the instance page.

Subdomain & Custom Domain: The subdomain is where you’ll go to access your Mautic instance, and what appears as the root for any landing pages (including preference center pages) built in the instance. To customize your domain, click the “I have my own domain” switch and enter the domain you’d like. You must include both the subdomain you’d like as well as your website’s domain. Example: engage.mautic.com

Mautic will always also save a subdomain with mautic.net, which is necessary for our database.

After determining what subdomain you’d like to use, you’ll need to add a record to your DNS manager. Log into your domain name’s host, and create the following record:

Type: CNAME

Name: [subdomain] (example would be ‘engage’)

Points to: mautic.net (or eu.mautic.net for instances created with Mautic EU location).

Once you’ve added the record, only log into your Mautic instance using the custom domain. It might take a few hours for the record to propagate.

While it is possible to change the subdomain after you’ve started using Mautic, we highly recommend setting it up right away at instance creation.

Account: Select the Maestro Account you’d like to attach the instance to.

Location: Mautic has data centers in the US and EU. A user can create an instance in either location from the same Maestro login, and can have instances in either one or both data centers. Not all customers will see options for both locations. If you don’t see the option you need, please email support@mautic.com.

Template: Maestro enables instance templating, so if you’ve created at least one template you’ll be able to select which template to create the instance with.

Tags: Much like Account tags, tags on an instance help with searching for instances that meet certain criteria.

Contacts Limit: The maximum number of contacts allowed in the instance. Using the Enforce Strict option means that once you’ve hit that limit, no more contacts can be added. With Enforce Strict left unchecked, users will see a notification about the instance exceeding the limit. New contacts may be added until the Account reaches its contact limit – meaning the total number of contacts in all of the Account’s instances.

Monthly Email Limit: As a standard practice, we recommend setting this to 5x the contact limit. If you expect to send more emails than that, work with your Customer Success Manager to determine an appropriate number.

Instance Dashboard

Instance Dashboard

To see summary information about an instance, select the instance name from either the main Instances list or from the Instances section of an Account page.

Contacts: Shows the number of active, identified/known, unidentified/anonymous, and unsubscribed contacts created in the selected time period. Using the dropdown menu to the top right of this section, select if you’d like to see these statistics from today, the last week, last 30 days, last 60 days, or last 90 days.

The graph shows growth over a period of time, either today (by hour), last 7 days (by date), last 14 days (by date), or last month (by date).

Quick Links: Edit instance brings up the modal with all of the instance’s data (same as Create Instance, just editing the selected instance). Brand instance enables a user to change the logos and colors. Login to instance takes a user out of Maestro and directly into the Mautic instance. This will automatically create a new user log any new or existing user into the instance. Delete instance permanently deletes the instance.

Account Information: Shows which Account the Instance is associated with, as well as the admin user for that account. The Usage and Contact Limit data are for the instance.

Instance Resources: Lists all potential resource types available for copying to another instance. To copy anything, click the copy icon next to that resource. Then, select the actual item you’d like to copy and the instance you’d like to copy to. Once you click save, Maestro will copy everything associated with that item to the destination instance.

Resource Statistics: Clicking any of the numbers for contacts added, page hits, form submissions, asset downloads, or the links for campaigns, emails, segments, or stages, directs users to the statistics page for that resource type.

Team Members: Shows all Maestro users who have access to the instance.