Adding a mailbox
Your own address, so replies come back to you.
Open Autopilot in the sidebar, go to the Senders tab and connect a mailbox with its app password, or with its IMAP and SMTP details for any other mail host. Signing in with Google or Microsoft is not available yet.
Use an address on a domain you own, ideally a separate domain just for outreach, so your main domain's reputation is never at stake. A free personal address such as gmail.com or outlook.com gets a warning: cold email from it lands in spam fast.
Company name and postal address
Every cold email ends with it.
Every cold email carries a footer line with your company name and postal address, because cold email rules in most countries require it. A mailbox without one does not send and can't be added to a campaign. When a mailbox is missing it, the Senders card and the campaign launch step ask you for it right there. Fill it in once per mailbox.
Mailbox setup check
SPF, DKIM, DMARC and MX, checked for you.
Each mailbox card has a Mailbox setup section. It checks the domain of the address when you add the mailbox, once a day after that, and whenever you click Check DNS again. It detects your provider (Google Workspace, Microsoft 365, Zoho Mail or another host) and marks each line as Looks good, Worth a look or Needs fixing:
- SPF: the record exists and includes your provider's servers. Two SPF records, or one that lets any server send, are flagged.
- DKIM: a signing key is published under your provider's usual name (google for Google Workspace, selector1 and selector2 for Microsoft 365). When your host uses its own name we say we could not find it, which is not always a problem.
- DMARC: the record exists, and its policy (none, quarantine or reject).
- Receiving mail (MX): replies to the address can arrive.
- Mailbox type: a free personal address gets a warning.
Click How to fix on any line for the steps for your provider, the record to add (click the host or value to copy it) and a link to your provider's own guide. For a missing DMARC record you get a starter record that only monitors (p=none) and sends reports to the mailbox itself.
Only one result stops a mailbox from sending: SPF and DKIM both missing, because most of its emails would land in spam. The card then says the mailbox is on hold. Fix one of the two and click Check DNS again, or click Send anyway to send regardless (Hold again undoes that). Every other finding is a warning and the mailbox keeps sending.
Warm up and daily limits
Slow and steady, so mail providers trust the mailbox.
- At most 20 emails a day per mailbox. You can set a lower number under Emails a day, never a higher one. First emails and follow ups count, AI answers to replies do not.
- A new mailbox sends 5 emails on its first day and one more every day after, so it reaches 20 on day 16. The card shows the warm up day and today's limit.
- Emails from one mailbox go out 4 to 11 minutes apart, at random.
- Weekdays from 09:00 to 17:00 by default, changed under Sending days and Sending hours. The window follows the lead's own time zone when we know it (from a time zone on the lead, their country or their phone number). For countries with several time zones the mailbox's own time zone is used.
- At most two leads at the same company domain get a first email on the same day.
- A day the mailbox could not send is never made up the next day.
Why a mailbox is not sending
The card always says which one it is.
- No company name and postal address yet: fill it in on the card.
- On hold for its setup: SPF and DKIM are both missing. Fix one and click Check DNS again, or click Send anyway.
- Paused: too many bounces. It pauses when 3 emails in a row bounce, or when more than 3% of its last 50 emails bounced once it has sent at least 40. Clean up the lead list, then resume it.
- Its login stopped working: click Reconnect on the card and sign in to the mailbox again.
- Today's limit is reached, or it is outside the sending hours: it carries on by itself on the next sending day.
- Paused by you: resume it on the card.
Each card also shows sent today against today's limit, and how many of its last emails bounced, for example Bounces: 1 of the last 4 emails (25%). Hover it for the last 7 days. Mailboxes that need something are listed first.
Questions People Actually Ask.
Why is my LeadFindr autopilot mailbox not sending?
The Senders card says why: no company name and postal address yet, SPF and DKIM both missing, paused for too many bounces, a login that stopped working, or today's warm up limit reached.
Do I need SPF, DKIM and DMARC for the autopilot?
Set up all three. Only SPF and DKIM both missing puts a mailbox on hold, and you can still click Send anyway. Every other finding is a warning.
Can I connect Gmail or Outlook?
Yes, with an app password or the IMAP and SMTP details. Signing in with Google or Microsoft is not available yet. A free gmail.com or outlook.com address gets a warning, so use an address on your own domain.
Why does every email show my postal address?
Cold email rules in most countries require the sender's company name and postal address, so the autopilot adds them as a footer line on every email. A mailbox without them does not send.