Connecting a mailbox

To send email you need a connected mailbox: every campaign email and every one-to-one email goes out through a mailbox your workspace connected, from its own address. You connect one under Email Setup, Mailboxes. You can connect Microsoft 365 or Outlook with a Microsoft sign-in, Gmail through a guided app-password setup, or any SMTP mailbox. Each plan allows a certain number of mailboxes for the whole workspace (Free 1, Scout 3, Hunter 10, Apex unlimited), and every connected mailbox counts, whoever connected it. Connecting more than one mailbox lets you spread sending volume and protect deliverability.

Who connects a mailbox. Every member whose role has the Campaigns & Email Setup permission connects their own: in Email Setup, Mailboxes, pick Outlook / Microsoft 365, Gmail / Workspace or Other provider (SMTP). An SMTP or Gmail mailbox is checked by signing in to it before it is saved, and a member's must use its own address as the SMTP username. The Outlook sign-in has to be finished by the person who started it, signed in to HuntSales in the same browser. A member sees in Email Setup only the mailboxes they connected, and only they (or a Super Admin) can edit, test, resume, add a signature to or disconnect one. A member changes their mailbox's display name, reply-to address, send pacing and signature; its daily limit and warm-up are set by the Super Admin, and a member's new mailbox starts at the usual limit for its type. Signatures keep simple formatting (bold, italics, links, https images) and drop anything else, such as scripts. A member cannot disconnect a mailbox that someone else's campaign uses. Their campaigns send only from those mailboxes. A member with View All Campaigns sees every campaign and which mailbox it sends from, but connects, manages and sends from only their own mailboxes, like any other member. A Super Admin sees and manages every mailbox in the workspace, chooses the workspace's default mailbox, and can put any mailbox on any campaign. A member's mailbox never becomes the workspace default by itself. The one-to-one email composer on a contact sends through one mailbox you connected (your default, else the first you connected), with its own reply address; a Super Admin with no connected mailbox of their own sends from the workspace default. It counts toward that mailbox's daily limit and warm-up like campaign email, so once the mailbox has reached its limit for the day it says "Daily limit reached for this mailbox" and sends nothing. With no connected mailbox it says "Connect a mailbox to send email" and sends nothing, and when your mailbox is paused or its sign-in needs fixing it says so and sends nothing until it can: it never switches to another mailbox. When the mailbox's email service refuses the email, or refuses its sign-in, the composer says so, and that counts toward the safety pause or marks the mailbox as needing a new sign-in, as it does for campaign email. If the mailbox does not confirm the email (it did not answer in time, or failed after taking it), the composer says it may have gone: wait a few minutes and check your Sent folder before sending again (a mailbox connected by SMTP may not keep a copy there). For the next few minutes, sending to the same contact from that mailbox asks you to confirm first. A mailbox whose saved settings are incomplete (an SMTP mailbox with no server or port) is reported as such and sends nothing: remove it and connect it again in Email Setup. A campaign email whose mailbox did not answer in time is marked failed and never sent again automatically. An address a colleague already connected cannot be connected again over theirs. When every mailbox the plan allows is connected, a member is asked to have the Super Admin upgrade. A role without Campaigns & Email Setup cannot connect a mailbox.

A campaign that already sends from a mailbox its creator did not connect (a Super Admin put it there) keeps sending from it, and its Settings tab shows that mailbox as read only. A member's campaign that names no mailbox does not send from the workspace default mailbox (unless that member connected it): Launch asks them to pick one of their own mailboxes first, and the Copilot and the API say the same. A Super Admin's campaign with no mailbox picked still sends from the default. A campaign with no connected mailbox to send from (none picked and no default, for example) cannot be launched: Launch, the Copilot and the API say "Connect a mailbox to send this campaign". If a running campaign is left without a mailbox it can send from (no connected one, or none picked that its creator may use), it waits: its emails are held, none are lost, they move onto a mailbox as soon as the campaign has one, and the campaign page says "This campaign is not sending" with what to do. When a mailbox is disconnected while campaigns still use it, a Super Admin's campaigns move to the default mailbox and a member's campaigns are left with no mailbox, waiting until the member picks another of their own. The Deliverability tab's rates cover the same campaigns the member can see. On Scout and above, a newly connected mailbox can be put through a warmup period (off by default, switched on per mailbox) that ramps its daily limit up gradually to build sender reputation; warmup is not available on the Free plan, where each mailbox sends at its set daily limit from day one. If a mailbox's own email service refuses two of its messages in a day, sending from it pauses until the next morning (see "Why a mailbox is paused"); a Super Admin can change that number, also count hard bounces, or turn the pause off.