An index of MailFleet: what each part does, and the shortest path to using it well. Read it start to finish on your first day, or jump to the entry you need.
Step 01
Connect a mailbox
Add a sender with IMAP/SMTP for any provider — Google, Outlook or a custom domain. Import many at once from CSV.
2 minutes
Step 02
Let it warm up
Turn warmup on and leave it. Volume climbs with the health score; campaigns wait until the sender is trusted.
Runs 30 days
Step 03
Import leads, write steps
Upload a CSV, map the columns, then write two or three short emails with variables and a preview.
20 minutes
Step 04
Deploy and answer
Review the final check, deploy, then work the reply queue each morning. Sequences stop on their own.
Daily, 10 minutes
01
Senders & mailboxes
Every email leaves from a real mailbox you own. Connect as many as you like — seats and senders are never metered — and MailFleet rotates campaigns across the healthy ones.
Connect one at a time: Senders → Connect a sender → enter the IMAP/SMTP host, port and credentials for the mailbox (an app password for Google or Microsoft).
Or import in bulk: Import CSV with email, IMAP and SMTP columns. Each row verifies live — green when it connects, red with the reason when it fails — and only verified rows import.
Open a sender to see its connection details, set messages per day and the minimum gap between emails, and save a text or HTML signature that goes out with every send.
Select several with the row checkboxes and use Bulk edit to push the same sending limits, warmup settings or signature across all of them.
Rule of thumbFour mailboxes at 40 emails a day beat one at 160. Spread the volume; providers read pace, not totals.
Senders — health, limits and warmup at a glance02
Warmup
A new mailbox has no reputation. Warmup exchanges real emails with real inboxes in the MailFleet network so yours arrives trusted — and it never counts against your email credits.
Turn it on in a sender's settings. Set warmup emails per day, the gap between them, and the reply rate you want the network to hit.
Watch the health score. Under 75 a sender rests and campaigns route around it; as the score climbs, daily volume rises with it.
Ramp gradually — 5 extra emails a day is plenty. Warmup runs 30 days for a fresh domain, less for an aged one.
Leave it running after launch. Continuous warmup protects reputation between campaigns.
Don'tDon't send a campaign from a mailbox on day one, and don't buy a domain on Monday to send on Tuesday. Age plus warmup is what earns the inbox.
03
Leads & lists
Leads live in lists you can reuse across campaigns. Duplicates, invalid addresses and anyone who unsubscribed are filtered out before they ever cost you a credit.
Import a CSV in Leads, or inside a campaign's Leads step. Map your columns to first name, last name, email, company, role and city.
Add custom fields for anything else in the file — they become variables you can write into any step.
Check the summary after import: verified, duplicates skipped, invalid skipped. Skipped rows never consume lead credits.
Suppression is automatic — bounces and unsubscribes move to the Suppressed list and can't be contacted again from any campaign.
PersonalizationTwo real fields per lead (company and a role or city) beat ten generic ones. Fill any variable you use for every lead, or give it a fallback.
04
Sequences
A sequence is a handful of short emails with waits between them. The whole thing stops for a lead the moment they reply — no exceptions, no cleanup.
Write step one with a subject and a body under 120 words. Insert variables from the toolbar: First Name, Company, Role, Custom Variable.
Add follow-ups. Leave a follow-up's subject empty to keep it in the same thread. Set the wait in business days.
Preview Email renders the message with a real lead's data — flip through leads and fix any variable that comes up empty before sending.
Send A Test to yourself, and use Add A/B Variant to test two versions of a step against each other.
What earns repliesStep two typically out-replies step one. Three steps is usually the whole game; a fourth mostly annoys.
05
Schedule & timezones
Sending windows decide when your mail lands. Set them once per campaign and MailFleet paces the queue inside them, sender by sender.
Pick the window in Campaign Settings → Schedule with the clock picker — start and end, e.g. 09:00 to 16:30.
Choose a timezone. Search by city or offset, or keep Each lead's local time so 9:00 means 9:00 wherever they are.
Set sending days — weekdays, every day, or a custom set — and a gap between emails; jitter is added automatically.
Read the capacity line. It shows how many emails a day your selected mailboxes can carry, so nothing is over-committed.
06
Campaign setup & deploy
Four steps, in order, with a final check before anything sends: Leads → Sequences → Settings → Final Review.
Leads — import or pick a list. This step only ever shows the leads in this campaign, never your whole CRM.
Sequences — write the steps and waits, preview, test.
Settings — schedule, behavior, tracking, unsubscribe, and mailbox selection: choose which senders this campaign uses, with per-campaign cap and gap overrides.
Final Review — every check in one list (leads verified, DNS passing, senders warm, window set). Clear them, then Deploy Campaign.
Pause anytimePausing stops future sends immediately; anything already queued for the current minute still goes. Resuming picks up where the sequence left off.
07
The reply queue
One queue for every mailbox. You never check accounts one by one, and a reply pauses that lead's sequence before you've read it.
Filter by intent — Interested, Meeting, Question, Not now — and work the top of the list first.
Read the thread with the original step beside it, so you know exactly what they're answering.
Reply from the same address they wrote to. Sending marks the thread handled and keeps the sequence stopped.
Or triage: Snooze to resurface later, Not a fit to suppress, Mark won to close it out.
Replies — every sender in one queue08
Reports
The numbers that decide what to change next: a funnel from sent to interested, per-campaign rates, and the volume each sender is carrying.
Read the funnel — sent, delivered, opened, clicked, replied, interested — as counts and rates together.
Compare campaigns in the table; both the number and the percentage are shown so small lists aren't flattered by a high rate.
Build a custom report: Reports → Custom Report → pick metrics, a chart type (bars, lines, table), group by campaign or week, and a date range.
Save it as a live card that rebuilds from fresh data, or export any view to CSV on demand.
09
Deliverability
Boring on purpose. Matched providers, human pacing, two emails per company per day, and an automatic pause if bounces cross 5%.
Fix DNS first. SPF, DKIM and DMARC must pass on every sending domain — the Senders table flags anything missing.
Add a tracking domain in Settings → Tracking if you use open or click tracking, and verify it.
Keep click tracking off unless you need it; rewritten links cost you inbox placement.
Watch bounce rate per domain. Above 2% is a list problem — clean the list rather than pushing volume.
If replies dipCut volume by half for a week, check warmup is still on, and re-read step one aloud. Deliverability problems usually start as copy problems.
10
Workspace & team
Unlimited teammates on every plan. Everyone in a workspace shares its senders, leads and replies — and never sees any other workspace.
Invite by email in Settings → Members. Owners manage the workspace, billing and team; members run campaigns, leads and replies.
Set workspace defaults — timezone, daily cap per sender, sending window — and new campaigns inherit them.
Run clients separately. Agencies use one workspace per client so leads, senders and reports never mix.
Use the API and webhooks (Pro and Scale) to push leads in from your CRM and get reply events back out — or connect MailFleet to Claude from Settings.
