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Mailbox Rotation

Distribute your email campaigns across multiple sending accounts to improve deliverability and increase your daily sending capacity.

Watch the quick setup video:

What is Mailbox Rotation?​

Mailbox rotation automatically distributes your outbound emails across multiple email accounts. Instead of sending all emails from one account, Salestools rotates between your connected accounts.

Benefits​

BenefitDescription
Higher VolumeSend more emails per day by combining account limits
Better DeliverabilityLower volume per account reduces spam risk
Reputation ProtectionIf one account has issues, others continue working
Natural Sending PatternMimics a real sales team sending emails
Load BalancingAutomatically distributes workload evenly

Setting Up Mailbox Rotation​

Step 1: Connect Multiple Email Accounts​

First, add all the email accounts you want to use for rotation:

  1. Go to Settings → Email Accounts
  2. Click Add Email Account
  3. Connect your first email account (Gmail, Outlook, or SMTP)
  4. Repeat for each additional account
  5. Verify all accounts show as "Connected"

Recommended: Add 3-5 email accounts for optimal rotation.

Step 2: Create a Sender Group​

Organize your accounts into rotation groups:

  1. Go to Settings → Sender Groups
  2. Click Create Sender Group
  3. Name your group (e.g., "Sales Team", "Outbound SDRs")
  4. Select the email accounts to include
  5. Click Save Group

Step 3: Enable Rotation in Campaign​

  1. Create or edit a campaign
  2. In Campaign Settings, find Email Sender
  3. Select Use Sender Group
  4. Choose your sender group
  5. Configure rotation settings (see below)
  6. Save your campaign

Rotation Strategies​

Choose how emails are distributed across accounts:

Round Robin (Default)​

Emails are distributed evenly in sequence across all accounts.

Example with 3 accounts:

  • Email 1 → Account A
  • Email 2 → Account B
  • Email 3 → Account C
  • Email 4 → Account A
  • ...and so on

Best for: Equal distribution, general outreach

Weighted Rotation​

Assign different weights to accounts based on capacity or preference.

Example:

  • Account A: 50% of emails
  • Account B: 30% of emails
  • Account C: 20% of emails

Best for: Accounts with different sending limits, testing new accounts

Random Rotation​

Emails are randomly assigned to accounts for a natural pattern.

Best for: Avoiding predictable patterns, appearing more human

Smart Rotation​

Salestools automatically adjusts based on:

  • Account deliverability scores
  • Bounce rates
  • Sending limits remaining
  • Time since last send

Best for: Maximizing deliverability, hands-off management

Configuration Options​

Daily Limits Per Account​

Set individual sending limits for each account:

  1. Go to Settings → Email Accounts
  2. Select an account
  3. Set Daily Sending Limit (e.g., 100 emails/day)
  4. Optionally set Hourly Limit (e.g., 20 emails/hour)
  5. Save changes

Warmup Integration​

Keep warmup running while rotating:

  1. Enable Continue Warmup During Campaigns
  2. Warmup emails don't count toward campaign limits
  3. Warmup continues in background automatically

Time Zone Awareness​

Send at optimal times for each account:

  1. Set Send Window for each account
  2. Accounts only send during their configured hours
  3. Useful for accounts in different time zones

Reply Handling​

Configure how replies are handled across accounts:

  • Unified Inbox: All replies appear in one view
  • Account-Specific: Replies stay with sending account
  • Auto-Assignment: Replies assigned to account owner

Advanced Features​

Signature Rotation​

Use different signatures for each account:

  1. Go to Settings → Email Accounts
  2. Select an account
  3. Configure the account's Email Signature
  4. Repeat for each account
  5. Signatures automatically apply during rotation

From Name Variation​

Vary the sender name for A/B testing:

  1. In Sender Group Settings, enable Name Variation
  2. Configure names for each account:
    • Account A: "John Smith"
    • Account B: "John S."
    • Account C: "John from Salestools"

Domain Rotation​

Use accounts from multiple domains:

Tip: Use different domains to test which performs best.

Automatic Failover​

If an account has issues, rotation continues:

  1. Enable Automatic Failover in sender group settings
  2. If an account fails, emails route to healthy accounts
  3. Failed accounts are automatically re-checked
  4. You're notified of any issues

Monitoring & Analytics​

Rotation Dashboard​

View rotation performance:

  1. Go to Analytics → Email Accounts
  2. See emails sent per account
  3. View deliverability by account
  4. Compare open/reply rates by sender

Account Health​

Monitor each account's health:

MetricHealthyWarningCritical
Bounce Rate< 2%2-5%> 5%
Spam Rate< 0.1%0.1-0.3%> 0.3%
Deliverability> 95%90-95%< 90%

Alerts​

Set up alerts for rotation issues:

  1. Go to Settings → Notifications
  2. Enable Sender Account Alerts
  3. Configure thresholds
  4. Receive alerts via email or in-app

Best Practices​

Account Setup​

  1. Use Similar Domains: Accounts from the same domain look more natural
  2. Warm Up First: Warm up all accounts before adding to rotation
  3. Stagger Adds: Don't add all new accounts at once
  4. Verify Settings: Ensure SPF/DKIM/DMARC is set up for all domains

Rotation Configuration​

  1. Start Conservative: Begin with 50-100 emails/account/day
  2. Increase Gradually: Raise limits by 20% every few days
  3. Monitor Closely: Watch bounce rates during first week
  4. Balance Load: Distribute evenly unless testing

Maintaining Deliverability​

  1. Regular Monitoring: Check account health weekly
  2. Clean Lists: Remove bounces before they accumulate
  3. Pause Problem Accounts: Temporarily remove underperformers
  4. Rotate Fresh Accounts: Add new warmed accounts periodically

Troubleshooting​

Uneven Distribution​

Problem: One account sending more than others

Solutions:

  • Check daily limits are set correctly
  • Verify all accounts are connected
  • Review rotation strategy settings
  • Check for account-level issues

Account Skipped​

Problem: An account isn't receiving any emails

Solutions:

  • Verify the account is included in the sender group
  • Check the account is connected and healthy
  • Review any account-specific limits
  • Ensure warmup isn't consuming all capacity

Replies Going to Wrong Account​

Problem: Replies not matching the sending account

Solutions:

  • Verify IMAP is connected for all accounts
  • Check reply handling settings
  • Review email threading configuration

Support​

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Last Updated: January 2025 Version: 2.0