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Emails
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Campaigns
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Leads
—
Won
—
Open Rate
Leads by stage View all →
Campaigns
All Active Paused Done Draft
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Notification Triggers
Toggle which events notify users. In-app reminders show in the app; emails also go out when SMTP is enabled.
User Management
Account Approved
Notify user when an admin approves their account
Group Membership in-app
In-app reminder when a user is added to or removed from a group
Manager Changed in-app
In-app reminder when a user’s reporting manager is updated
Campaigns
Campaign Started in-app + email
Tell the owner when a scheduled campaign launches (scheduled vs actual time, with a link to pause)
Campaign Starting Soon
Notify the owner 10 minutes before a scheduled launch (in-app + email)
Campaign Step Sent
Notify the owner when a follow-up step is dispatched (in-app + email)
Campaign Completed
Notify the owner when all recipients have finished (in-app + email)
Stats
Monthly Stats
Email each user their activity summary on the 1st of each month
Subordinate Stats to Reporting Manager
Send each RM a summary of their direct reports' email activity monthly
CC Reporting Manager on Monthly Stats
When stats emails go out, also CC the user's reporting manager
Changes save instantly. Users need a valid email in their profile to receive notifications.
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🚀
Launch Campaign?
Schedule Launch
Launch Date
Launch Time
09
:
00
HH
MM
Email Preview
Personalised preview with actual recipient data
Recipient
Email Step
Subject
Body
User Trends
Emails by User
Total sent per user this period
New Campaign
Give your campaign a name to get started
A campaign with this name already exists — please choose a different name.
Campaign Sending Guide
Protect deliverability & sender reputation — read before large cold sends
Sending too much, too fast from a new or cold domain is the #1 cause of landing in spam or getting your domain blacklisted. Ramp up slowly — reputation is earned over weeks, not hours.
🌱 New domain — Week 1–2 (warm-up)
  • 5–10 emails/day max — real, 1:1-style messages if you can.
  • Tracking OFF for cold outreach (the open pixel hurts deliverability, especially on strict corporate domains). Turn it on only if you truly need open/click stats.
  • Delay 3–5+ minutes between sends initially — use the sender's pacing controls, not a rapid blast.
  • Max 1–2 people per company per day — don't hammer a single domain.
  • Don't mix easy + strict domains in one batch (e.g. gmail.com alongside strict corporate MX). Segment them into separate sends.
  • Never run 50+ cold contacts on day 1 from a fresh domain.
📈 Week 3+ — ramp up gradually
  • Increase volume slowly (roughly double per week) only while bounces stay low and replies look healthy.
  • Prefer the Auto warm-up pace (slow opener, then ramps up) for large sends; widen the delay further for strict/cold domains.
  • Back off immediately if you see rising bounces, spam complaints, or a drop in replies.
✅ Before every send — checklist
  • Authenticate your domain: SPF, DKIM and DMARC must be set up and passing — without them cold mail rarely reaches the inbox.
  • Clean your list: remove invalid addresses, past bounces and unsubscribes; verify addresses before a large blast.
  • Personalize with {{placeholders}} — generic identical mass mail is a strong spam signal.
  • Include a clear unsubscribe and a real sender identity / physical address (CAN-SPAM / GDPR compliance).
  • Avoid spam triggers: ALL-CAPS or “$$$/FREE!!!” subjects, link shorteners, huge images, many links, or a single big image with no text.
  • Warm subjects, honest content: A/B test 2–3 subject variants, but never use misleading subject lines.
  • Send in business hours in the recipient's timezone, and monitor replies/bounces after launch — real conversations build reputation fastest.
Hard don'ts
No purchased/scraped lists · no 50+ cold contacts on a day-1 domain · no rapid-fire blasts with tracking on · no mixing strict + easy domains in one batch.
Audience Risk Screen
Checking…
Screening recipients…
Sign in to Microsoft 365
Click the link below, enter this code, then sign in. MFA works normally.
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Email Templates
Save and reuse email templates
Saved Templates
No templates yet
Template Editor
Import from Shared Templates
Select a template to apply
All Mine Shared
Preview Personalised Emails
Showing email 1 of N
1 / N
Valid Recipients (0)
#NameEmailPreview
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MailFlow

From a contact list to a closed deal — on autopilot.

Watch how MailFlow moves every prospect through your entire outreach pipeline.

Import contacts
Upload Excel / CSV — auto-mapped
Segment & filter
Target by any column · Designation, City…
Compose & personalize
Templates with name, company…
Send & auto follow-up
Scheduled steps · stops on reply
Track → CRM → Analytics & Reports
Opens & clicks become leads & deals
Open rate
Daily activity
Sending live
Cross-org partnerships — share leads securely Shared templates across organization
Welcome back
Sign in with your Microsoft 365 account
Sign in with your work Microsoft account — we create your organization automatically.
You become the admin; your data stays isolated to your org.
Invite your team & start sending in minutes — no setup required.
1Organization
2Google app
3Verify
Tell us who you are. You'll become the admin and your work-email domain identifies your organization.
Create your Google app ↗ · Setup guide ↗
Add this Authorized redirect URI to your OAuth client in Google Cloud:
—
Confirm your Google app's OAuth consent screen grants these permissions. We verify your details first, then take you to Google to sign in.
Tick each permission once you've added it to your app's consent screen in Google Cloud:
Redirect URI: —
Tell us who you are — you'll become the admin and sign in with your work Microsoft account.
Sign in with Email
MailFlow
Enter your work email — we’ll take you to your organization’s mail server.
One-time setup for your organization. Pick your provider and we’ll fill in the servers — everyone else will only need their email and password.
IMAP powers the inbox, conversation threads and automatic reply detection. Leave these as filled unless your provider differs.
Enter the password for your mailbox.
Continue with Google
MailFlow
Enter your work email.
·
Click the link below and enter this code:
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Waiting for sign-in…
Awaiting Admin Approval
Your account has been registered. An admin needs to activate it before you can sign in.
MailFlow
v2.4
Main
Admin
Dashboard
To-Do
Reminders
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—
—
Add Prospect
Import Excel
EmailNameCompanyRegionGroupSourceStatus
×
EmailNameCompanyProductStageRegionAssigneeGroupSourceEngagementUpdated
EmailNameCompanyTitleMobileLandlineLinkedInAddressSourceOwnerLead?
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Addresses here are never sent bulk campaigns — they're dropped automatically at launch and flagged as risky in recipient screening. People land here when they unsubscribe, hard-bounce, or are opted out by hand. Individual/manual emails are not affected.
EmailReasonSourceAdded byDate
Total Won Deals —
CompanyContactsLeadsDeal ValueWon
Deal Value —
Open Pipeline —
Won —
AMC —
OpportunityCompanyContactStageDeal ValueClose DateProb.Salesperson
All Needs attention Expiring soon Expired Overdue invoices Active Renewed
CustomerProductAMC ValueStartEndExpires InStatusInvoices
Welcome back 👋
—
—Inbox · — unread
0Sent today
0Users
0Partners
Period
Today 7 days 30 days All time
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Widgets
Colour theme
Pick your colour
Recolours all cards, charts & the map at once
Grab a card by its ⠿ handle bar to move it · drag a corner to resize · click to change just that one
Sending in progress
0/0 emails sent
Scheduled send
Starts at —
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Leads Overview
Pipeline by stage
0Leads
Converted0
Open0
Unqualified0
Converted %0%
Outreach Stats
Volume · delivery · capacity
0
Total sent
Success rate—
Daily limit usedOff
Won Value
Closed revenue vs pipeline
0
Won
0
Lost
0
0% of 0 pipeline
Deal value0
Won value0
Meetings
Upcoming from your calendar
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To-Do
What to do today
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Campaign Status
Distribution
Leads
Groups
Member distribution
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Leads by Region
Resolved from phone country code / email domain
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Leaderboard
Top performers by leads this month
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Team Members
Your team
Loading team…
Send Drafts
Configure delay and send your draft queue
1 min 2 min 3 min 5 min
+5m +30m +1h +4h Clear
Sending… 0/0
Draft Queue
0 drafts ready
Connect M365 to see drafts
Outlook Drafts
0 ready
SubjectToCCModified
🤖 AI Bulk Send
Upload Excel → Filter → Preview → Send personalised emails
Disabled
Enable the toggle above to use personalised bulk sending.
Step 1 — Upload Excel / CSV
Click or drag Excel (.xlsx/.xls) or CSV file here
Parsed server-side with pandas — handles all formats, encodings, 1000s of rows
Data Preview
Step 2 — Filter Recipients (optional)
Select values to include
Step 3 — Email Template
Use {{Column Name}} as placeholders — e.g. {{Name}}, {{Designation}}
Step 4 — Review & Send
Sending pace:
Delay between emails: 1 min 30 sec
Gradual warm-up — starts slow to protect deliverability, then speeds up
• First ~10–15 emails — ~30 sec apart • Next ~20–25 emails — ~40 sec apart • Next ~40–50 emails — ~80 sec apart • Remaining emails — ~2 min apart
Open tracking adds a hidden pixel. This can hurt deliverability on cold outreach — especially to strict corporate domains. Leave off unless you need open/click stats.
Schedule Send (optional)
+5m +30m +1h +4h +1d Now
Scheduled for
Bulk sending…0/0
Folders
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Inbox
From To
Filtered — showing only mails to/from your prospects & leads.
Connect M365 to view your inbox
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Select a message to read
or compose a new email
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Attachments
Period
Today7d30dAll
Status
AllSentRepliedBouncedFailedOpened
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Replies Received
Emails where recipients replied back
0 replied
Open Receipts
Emails where recipients opened the message
0 opened
Send History
Showing 0 of 0 emails
SubjectRecipientStatusOpensSent AtReplied At
All Draft Scheduled Active Paused Completed
No campaigns yet — click New Campaign to start
New Campaign
Draft
This campaign is completed and is read-only. You can view its results but can no longer edit or relaunch it.
① Name
② Audience
③ Templates
④ Launch
⑤ Results
Campaign Details
Name and timing settings
A campaign with this name already exists — please choose a different name.
1m 30s
Time between each email in the same step
Gradual warm-up — starts slow to protect deliverability, then speeds up
The gap between emails ramps automatically across the send, so you don't set a fixed delay.
Audience Source
Mix recipients from any of these — filter, tick people, then add them
Upload Recipients
Excel or CSV file with email addresses
Drop Excel / CSV here or click to browse
Columns needed: email, name (and any merge fields)
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Filter & pick
Narrow by column value, tick people, then add them to your audience
Matching all of:
Text Match (includes recipients where column contains any of these values)
0 matched
Your Audience 0
People added from any source. Colour shows where each came from.
Use {{name}}, {{company}} etc. to personalise. If a recipient replies, all subsequent follow-ups are automatically skipped. Bounced addresses are excluded from follow-ups.
Review Campaign
Check everything before launching
Follow-up Timing
Set the delay before each step — projected send date/time updates live
Step Breakdown
Emails sent per template step
Recipients
0 people
All Active Replied Bounced
EmailNameStatusStepOpensClicksLast Open
When off, follow-ups are also sent to people who replied. Bounced addresses are always excluded. You can change this any time — even after launch.
Scheduled Launch
—
0 / 0
Campaign analytics · auto-scans inbox for bounces & replies when loaded
Step Breakdown
Emails sent per template step
Opened
Recipients who opened at least one email
0
EmailNameOpensStepLast OpenTag
Clicked
Recipients who clicked a link — a click also counts as an open
0
EmailNameClicksStepLast ClickTag
Replied
Recipients who replied — excluded from further follow-ups
0
EmailNameSentiment ⓘStep ReachedLast RepliedTag
Bounced & Excluded
Failed delivery — auto-skipped from all follow-ups
0
EmailNameStepTag
Unsubscribed
Recipients who opted out — auto-skipped from all sends
0
EmailNameStep ReachedUnsubscribed
Filter & Tag Recipients
Filter the lists below, tick recipients, then tag them as Contacted / Lead
0 selected
All Recipients
Complete recipient list with status
EmailNameStatusOpensClicksStepRepliedBouncedLast OpenTag
Best Time to Engage
Analysing interaction patterns…
Based on opens & replies
Compare Campaigns
Select Campaigns to Compare
Choose 2–4 campaigns
Comparison results
Sends per Campaign
Engagement Rates
All Mine Shared with me
No shared templates yet
New Template
Template Content
Use {{name}}, {{company}}, {{role}} etc. for personalisation
Access Control
Public to all users
Everyone in the organisation can use
Specific Users
Live Preview
Access Groups
Groups you and your colleagues belong to. Read-only — managed by admins.
By User By Group
Period
Today 7 days 30 days All time
→
Leaderboard
Click a row to toggle on trend chart
User Trends
All users · daily
Emails by User
Total sent per user this period
Daily Volume
Combined activity across all users
Select a group above to view its analytics
—
Campaigns
Campaign performance linked to this group
Campaign Owner Status Score Recipients Sent Opened Replied Bounced
Admin Credentials
Local Admin Account
Username & password for the built-in admin login — stored securely in MongoDB
Saved
Timezone
Your timezone
Meeting times, scheduled campaigns and reminders are shown and scheduled in this zone. Stored internally in UTC.
Integration Settings
Web-to-Lead Forms
Create a hosted form link to embed on your website. Submissions become leads in a group you choose.
Organization Mail Server
SMTP & IMAP servers
One mail server for the whole organization. Every user signs in with their own mailbox email & password and sends through these servers — passwords are never shared. Only the organization owner can change them.
Saved
Only the organization owner can change these settings.
Service Contracts
Who can see Service Contracts
Show the Service Contracts workspace to everyone, or restrict it to the Accounts team & admins. Only the organization owner can change this.
Everyone
On = visible to everyone · Off = Accounts team & admins only.
Lead Conversations
Scan org mailboxes for lead conversations
Off (default): a lead's Conversation thread is scanned only from the viewer's own mailbox. On: for leads owned by someone else the thread is read from the owner's mailbox but shows participant names only — never message bodies. Only the organization owner can change this.
Off
On = show cross-mailbox threads (names only) · Off = each user scans only their own mailbox.
CRM Activities
Allow deleting logged activities
Off (default): once an activity is logged on any CRM record — a note, call, email, meeting or task — it is permanent and cannot be deleted. On: the delete control is restored across all activity timelines. Only the organization owner can change this.
Off
On = logged activities can be deleted · Off = every logged activity is permanent.
Leaderboard — Tier Management
Dashboard leaderboard
Rank the team on the dashboard by the number of leads each person wins this month, split into tiers (Gold / Silver / Bronze by default). On the 1st of each month the previous month's top-tier members get a one-time in-app congratulations. Set the tiers, how many people fit in each, and an optional reward. Only the organization owner can change this.
On
Tier name
Target leads
Max people
Reward / bonus (optional)
Order tiers highest first. Target leads = how many leads a person must win that month to be promoted into the tier (0 = no target, ranked by position). Max people = seats in the tier (0 = unlimited); if a tier is full the next person drops to the tier below.
Campaign Sending
Auto warm-up pacing
Let bulk campaigns ramp their send pace automatically — a slow opening pace to protect deliverability, then progressively shorter gaps. When on, senders can pick “Auto warm-up” in the bulk sender. Only the organization owner can change this.
Off
On = “Auto warm-up” pace available to senders · Off = manual delay only. Default off.
Mail Limit Settings
Daily Send Limit
Restrict how many emails each user can send per day
Off
emails / day
Limit resets at midnight. Users exceeding the limit will get an error when sending.
Lead Assignment
Auto Assign Leads
Automatically assign new campaign leads to Sales users
Off
Assignment method
Least count Round robin
Leads are assigned only to users with the Sales role. “Least count” picks the sales rep with the fewest leads; “Round robin” rotates through them. The assignee is emailed.
Allow deleting prospects
Shows a delete option on the Prospects page
Leads visible to everyone
On: every user sees all leads. Off: a lead is visible only to its owner, assignee, their manager and admins.
Off
Prevent duplicate leads
On: adding a lead whose email already exists is blocked with a popup (manual add & Convert to Lead). Web-form captures aren't rejected — they're saved and tagged “Already assigned” for admins. Off: duplicates are allowed.
Off
Custom lead fields
Lets admins add extra fields on the Leads page (via “Manage fields”) that show for all users.
Off
Unsubscribe link in campaign emails
Adds an unsubscribe footer to every campaign email. Recipients who unsubscribe are skipped and shown under the campaign's results.
On
Show only prospect & lead mails
On: the Mails view shows only messages to/from a known prospect or lead — every other email is hidden. Off: your full Outlook mailbox is shown.
Off
Partnership
Partner Organizations
Let other MailFlow organizations partner with you and share leads
Off
Your Organization ID
—
Share this ID with a partner so they can invite you. When enabled, a “Partners” item appears in the sidebar.
Notifications
Email Notifications
Choose which events send an automatic email to your team
Users Groups Hierarchy Mail Signatures Team Directory
User Licenses
0
Pending Approval
NameUsernameEmailRequestedActions
Partner Requests
OrganizationOrg IDRequestedActions
All Users
Name Username Role Manager Designation Status
Groups
Organise active users into groups for group-based analytics
Group Members Created By Created On Actions
Create Group
You'll be added automatically as the group creator.
Reporting Hierarchy
Assign managers in the Users tab. Each user reports to one manager, forming this tree.
Shared Mail Signatures
Publish reusable signatures for everyone. Users pick these from the Signature button in compose.
Name Preview Category Added By Date & Time Actions
Add Signature
Tip: paste a full Outlook signature here — banner images are kept. Or use Image to add a banner.
Team Directory
Everyone who joined the organization, with tenure & performance. Members appear here automatically once approved.
Member Role Status Join Date Exit Date Tenure Sales
Team Structure Team Campaigns
You don't have any subordinates yet.
An admin assigns managers in User Management → Hierarchy.
Team Structure
Your reporting tree
Team Campaigns
Campaigns run by your subordinates & their sub-teams
Campaign Owner Status Score Recipients Sent Opened Replied Bounced
Partner Organizations
Invite another MailFlow organization to partner. Once they accept, they can share individual leads with you.
OrganizationOrg IDDirectionStatus
Timestamp Admin Action Target Details Reason View