The Replies queue

How to do it

1. Open Replies. The left column holds the folders — Inbox, Unread (with a count), Important, Snoozed, Archived, then Untracked, Bounced and Warmup — and two views: Interested and Needs an owner (replies from outside a campaign that nobody has taken). On a narrower screen they become a row of pills above the list.
2. Search by name, email, company or anything written in a message. Click the funnel beside the search box for Filter Options: By category (Unassigned Leads — nothing classified yet; Ignore Lead Category; Specific Lead Category — pick the tags you want), then Email Status (Unread, Read, Awaiting your reply, You replied), Email Campaign, Email Account, Team Member (replies from campaigns an invited teammate launched), Campaign Tag Name, Client Name (agency view only — one client's replies) and Reply Date Range. Click Apply to filter, Cancel to leave things as they were; Clear all resets everything. A dot on the funnel means a filter is on.
3. Click a conversation in the list. Bold text and a dot mean unread; opening it marks the whole conversation read and clears it from the badge.
4. Read the lead on the right: name, title and company, email (with a copy button) and phone, the campaign it came from, the mailbox it arrived on and what happened to their sequence. Below that is the activity timeline — the emails they were sent (with opens and clicks, or Bounced / Blocked for one that never arrived), their replies, your answers, notes and tasks — with tabs for All Activity, Replies, Sent and Notes. The latest reply is open; click Show message on any other email.
5. Act from the bar above the lead — Call Lead, Add Task, Note, Push To Campaign and More, and on the right the star, snooze, archive and Assign To — or click the reply bar at the bottom to answer.
6. Need something that arrived a second ago? Click Fetch New Replies to check every mailbox right now instead of waiting for the automatic check. The header shows when mailboxes were last checked.

Good to know

• Mailboxes are checked automatically about every 30 seconds in the background; a check that is still running is never overlapped, so a large fleet can take a little longer per sweep.
• Fetch New Replies is limited to 6 clicks per minute per workspace (you'll see "You're fetching too often — give it a moment."). The result reads "N new replies · M mailboxes checked" or "No new replies · M mailboxes checked". Repeat clicks are safe — nothing is ever logged twice.
• Both the inbox and the Spam/Junk folder of each mailbox are read, because out-of-office notices and bounce reports often land there. Reading is strictly read-only: nothing in your real inbox is marked read or moved.
• A mailbox is checked while it is Active, Paused or Disconnected (pausing stops sending, not the replies to what it already sent, and a disconnected mailbox's inbox is usually still readable). Unverified mailboxes are skipped, and a mailbox with no IMAP details is never checked.
• The first time a mailbox is checked, the last 14 days are read so a backlog is picked up.
• Only mail from people you are actually contacting is logged: the sender's address must match a lead in your workspace, or the message must be an answer to an email MailFleet sent (so replies from an alias or forwarder still match). Warmup mail is ignored, and mail from anyone who isn't a lead is never logged.
• One thread per person per conversation subject. A follow-up reply in an existing conversation re-opens the thread, marks it unread again and moves it to the top; a reply on a different subject starts a new thread.
• The label on each conversation is its classification: the tag it was given (Interested, Meeting request, Question, Not now, Not interested, Out of office, Wrong person, Referral) or what you marked it as (Meeting booked, Won, Unsubscribed); an untagged reply shows plain Reply. Out-of-office replies carry a "Back Sep 21" chip when a return date was found, a follow-up task shows as "Task · Sep 28", and your own tags appear beside it.
• Folder counts follow the Client filter but not search or Filter Options. The Inbox holds everything not archived or snoozed; a snoozed conversation comes back to the top of the Inbox at its time. Bounces only ever appear under Bounced.
• The queue holds every open conversation (up to 2,000), the latest 400 archived ones and the latest 150 delivery failures; the Bounced folder still shows your total number of bounces.
• When a person has no phone number and Apollo is connected under Settings → Integrations (Apollo.io API key), the Call Lead button reads Find Number. It looks for up to about 45 seconds and tells you whether a number was found; a found number appears next to their email and Call Lead is ready.
• The Warmup folder is not a reply view: it shows Sent today, Opened today, Replied today and All-time exchanges for the warmup emails your mailboxes swap with each other (From, To, Subject, When and Sent/Opened/Rescued/Replied), as proof warmup is running. Warmup mail never enters the real queue.
• Each folder says when it's empty (for example "Inbox zero"); with no replies at all the page reads "Your queue is clear".
• Every conversation has an owner: the person who launched its campaign — the account holder or a teammate — unless someone is assigned with Assign To. Choosing the launcher again in Assign To hands it back. Campaigns launched before owners were recorded, through the API, or set up for you by MailFleet belong to the account holder.
• Team Member lists the people who were invited into a workspace (under Settings → Members) — everyone except the account holder who created it — and shows the replies from campaigns each of them launched. Campaigns launched before 26 September 2026 don't record who launched them, so they don't count toward any team member.