Email sequences over many mailboxes, with tracking and one-click unsubscribe
Cold and warm outreach as plain, personal emails. Each sequence sends from a pool of your mailboxes, a little at a time. It keeps follow-ups in the same thread and stops for a person when they reply. Every email carries an unsubscribe link and the one-click unsubscribe header.
PLANSEvery plan
Built and tried on our test systems with test mailboxes; not yet sending for a customer.
The problem it solves
- One mailbox sends everything, hits its limit by noon and the rest of the list waits a week.
- Follow-ups arrive as new emails, so the person never sees the first one in the thread.
- Someone who replied "yes, call me" still gets follow-up number three.
- People who asked to be removed are emailed again from the next campaign.
How it works
- Make the sequence in Marketing > Outreach > Sequences > New. Kind is Outreach Sequence, and Who Enters is usually People in a Lead List.
- Under When It Sends, choose working days, the sending hours (9:00 to 19:00 to start with) and the Time Zone those hours follow.
- On the Email and Replies tab, pick the mailboxes in Send From. Skip People in Another Sequence and Count Link Clicks are on; Count Opens is off.
- On the Steps tab, add Wait and Send Email steps. Each email is made in the email designer, with merge fields such as {{first_name}} and {{company|your team}}.
- Press Start. Every 5 minutes due emails go out from the least used mailbox with room today; a person always hears from the same mailbox.
- A reply ends the sequence for that person and lands in the inbox. An unsubscribe opts them out of email and puts their address on Do Not Contact.
Everything it does
Who enters
- Added by Hand or by Other Features, a Contacts Filter, a tag, a first message on a channel, or People in a Lead List
- Can Enter Again: Once Only (default), Again After Some Days (30) or Every Time
Sending
- Send on Working Days Only: on, and the code counts Monday to Saturday as working days
- Send From (Hour) 9:00 and Send Until (Hour) 19:00, in the sequence's Time Zone (yours to start with)
- Mailbox rotation: the person's own mailbox if it has room today, else the least used one. At the limit the email waits for the next day
- In the Same Thread: on; a follow-up goes as "Re: ..." to the previous email
- The mailbox signature and an unsubscribe line are added
Unsubscribe and do not contact
- Every email has the one-click List-Unsubscribe header that Gmail and Yahoo ask of bulk senders
- The link opens a page with one Unsubscribe button. Pressing it ends that sequence, records the person as unsubscribed from email and puts the address on Do Not Contact
- Addresses and whole domains on Do Not Contact, and people who unsubscribed from email, are never emailed: they leave the sequence as Do not contact
Tracking
- Count Link Clicks: on; links go through a signed address on the mailbox's tracking domain, so only links you sent are followed
- Count Opens: off; it adds an invisible image, which is not exact and can push emails to spam
Writing the emails
- The email designer: layouts Plain letter, Newsletter, Offer or Blank; blocks for heading, text, button, image, two columns, divider, spacer and footer
- Merge fields from the contact and every column of the lead list, with a fallback such as {{company|your team}}
- Growth: Write with AI per email, or for the whole sequence while it is a draft
- Steps can also be Send WhatsApp, so one sequence can mix email and WhatsApp
Running it
- Start, Pause, Resume and End; an error stops only that person, and every step is logged
Who uses it
Marketing UserBuilds sequences, writes the emails, adds lead lists and starts them.
Marketing ManagerReads the results, ends sequences and deletes old ones.
Marketing AdministratorConnects the mailboxes the sequences send from.
Where you use it
- Web: Marketing > Outreach > Sequences
- Email: the unsubscribe page opens in the person's browser, with no sign-in
- The SmartMy Marketing app: sequences with their figures, Pause and Resume; made on the web (in testing, not in the app stores yet)
What you control
Settings
- Send on Working Days Only: on; Send From 9:00, Send Until 19:00; Time Zone: yours
- Stop When They Reply: on for sequences
- Skip People in Another Sequence: on
- Count Link Clicks: on; Count Opens: off
- In the Same Thread: on, per step
- Can Enter Again: Once Only; After (Days): 30
- Growth: Sort Replies with AI (on) and Before Emailing checks
Notifications
- No notification event of its own; replies arrive in the inbox as conversations
Questions
Is this a mass-mailing tool for newsletters?
No. Sequences send plain, personal emails a few at a time from your own mailboxes. For one email to a whole list at once, use a broadcast.What counts as a reply?
A real answer to one of the emails. Out-of-office and other automatic replies are kept in the inbox but do not end the sequence; bounces end it.Can I stop someone getting emails from every sequence?
Yes. Put their address, or their whole domain, on Audience > Contacts and Lists > Do Not Contact. An unsubscribe does the same by itself.Can the AI write the emails?
In Growth, Write with AI writes a draft sequence's emails from a short brief. Check them before you start.Related features
OUTREACHMailboxes with a domain check, ramp-up and bounce pauseConnect your own sending mailboxes over SMTP and IMAP, and check the domain's SPF, DKIM, DMARC and MX records. Let each new mailbox send a little more every day. A mailbox stops by itself when too many of its emails bounce.OUTREACHOutreach results for email and WhatsAppEvery outreach email and WhatsApp message is kept with its sequence, step, version and sender. You see sent, replied, bounced, clicked and read for each one, and where each person stands.OUTREACHWhatsApp sequences: free text in the 24-hour window, over several numbersPut WhatsApp steps in the same sequence as your emails. Each step sends its approved template, or your own free text when the person wrote in the last 24 hours. New chats can be spread over several numbers within Meta's daily limits.OUTREACHReplies sorted by AI, and reply rulesEvery reply to a sequence or journey gets a category such as Interested, Not Now or Wrong Person. It is sorted by AI or by the button pressed. Your reply rules then start another sequence, give a tag, set a task or, with CRM, make a lead.CAMPAIGNSA/B tests on emails, WhatsApp steps and broadcasts, with the winner sentTry up to five versions of an email, a WhatsApp template or a broadcast. Split people evenly or by shares, or test first and send the winner to everyone after. You get a plain verdict on how sure the result is.AUDIENCEDo-not-contact addresses and domainsKeep a list of email addresses and whole domains your outreach must never email: existing customers, competitors, people who asked. People who unsubscribe are added by themselves.
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