Documentation & Help Center

Complete documentation for WarmySender. Setup guides, troubleshooting, and help resources for email warmup, cold email campaigns, LinkedIn automation, and more.

Getting Started

• Getting Started with WarmySender — Connect your first mailbox, enable warmup, set up DNS records, and create your first campaign.
• Connecting Your Mailbox — IMAP/SMTP setup guide with App Password instructions for Gmail, Outlook, and other providers.
• Quick Start: First Campaign in 15 Minutes — Condensed guide to get your first email campaign running fast.
• Account Settings & Profile Management — Manage your account, security, workspace settings, and notifications.
• Available Resources & Getting Help — Documentation, product tours, AI help, FAQ pages, blog, API docs, and support contacts.

Email Warmup

• How Email Warmup Works — Peer-to-peer warmup system with automatic spam rescue, intelligent peer selection, and health scoring (0-100).
• Warmup Settings & Ramp Modes — Conservative, normal, and aggressive ramp speeds. A.H.D.E. strategy system with auto-evolving modes.
• How We Protect Your Warmup Emails — Multi-layered protection: domain blocklist, MX health checking, IMAP bounce detection.
• Understanding Warmup Health Scores — Score calculation from inbox rate, spam rate, and bounce rate. Ranges: Excellent (80+), Good (60-79), Fair (40-59), Critical (<40).
• Spam Rescue & Inbox Placement — Automatic detection and rescue of warmup emails from spam folders across all providers.
• Warmup Best Practices — Dos and don'ts for building sender reputation. Timelines and when to adjust settings.
• Warmup & Campaigns Together — Shared daily quota management, when to start campaigns, balancing volume.
• Health Score Recovery — Step-by-step guide when your health score drops: check connection, DNS, bounce rate, and recovery mode.
• Multi-Domain Warmup Strategy — Best practices for warming multiple secondary domains simultaneously.
• Warmup FAQ — Common questions: timing, weekends, daily volume, visibility, disabling warmup.

Campaigns

• Setting Up Your First Campaign — Prerequisites, prospect import, sequence writing, sending configuration, and launch.
• Campaign Types — Email campaigns, LinkedIn campaigns, and multichannel sequences combining both.
• Multichannel Campaigns — Cross-channel email + LinkedIn sequences with unified reply detection.
• Sequences & Follow-ups — Multi-step campaigns with automated delays, jitter, and stop conditions.
• Merge Tags & Personalization — Built-in tags (firstName, company, role), LinkedIn tags, sender tags, custom fields, and fallback values.
• A/B Testing — Split testing with auto-optimization using chi-squared statistical analysis.
• Sending Windows & Schedules — Timezone-aware scheduling with active day configuration.
• Daily Sending Limits — Campaign, mailbox, plan, provider, and domain-level rate limits with backoff system.
• Campaign Safety & Cooldown — Bounce protection, spam complaint thresholds, automatic cooldown and recovery.
• Mailbox Rotation — Round-robin, random, and weighted rotation across multiple sending mailboxes.
• Email Tracking — Open tracking (pixel), click tracking (link wrapping), reply detection (IMAP), and bounce classification.
• Email Attachments — Why attachments are not supported and recommended alternatives.
• Email Signatures — Per-mailbox signatures using sender merge tags in template body.
• Email Copywriting — Subject lines, opening lines, PAS framework, CTAs, and follow-up sequences.
• Audience Segmentation — Role, industry, company size, and intent signal segmentation strategies.
• Re-engagement Campaigns — Timing, strategy, and templates for reviving cold prospects.

LinkedIn

• LinkedIn Outreach Overview — Seats, account connection, audiences, campaigns, and safety limits.
• Account Connection & Setup — Connection methods, 2FA, account type detection, and proxy configuration.
• Find LinkedIn Prospects — Search filters, Sales Navigator advanced filters, boolean search.
• Conversations & Messages — Conversation management, direct replies, campaign integration.
• Safety Limits & Protection — Rate limits by account type, 4-week ramp-up, restriction handling.
• Audiences & Enrichment — Audience creation, profile enrichment pipeline, caching.
• LinkedIn Campaigns — Campaign creation, step types, monitoring, and management.
• Posts & Engagement — Post tracking and engagement strategy.
• Templates — Template types (invite, message, InMail), copy-on-write protection.
• Multi-Account Setup — Multiple seats, Sales Navigator sharing, sender rotation.
• Proxy & IP Security — Dedicated proxies, Auto/Country/Custom modes, 40+ countries.
• Connection Request Notes — Personalized notes, 300 char limit, blank invite option.
• InMail Best Practices — When to use InMail, writing tips, credit management.

Prospects & Data

• Managing Prospects — Global statuses, adding methods, prospect lists, bulk operations.
• Contacts & CRM — Contact management, interaction history, relationship tracking.
• Prospect Lists — List creation, organization, and campaign creation from lists.
• CSV Import — Column mapping, auto-mapping, validation, deduplication, custom fields, 10K row limit.
• Leads Database — 20M+ B2B contacts, search filters, credits system, saving and exporting.
• Email Finder & Verifier — Email lookup, verification statuses (Valid, Invalid, Risky, Unknown), bulk verification.
• Data Hygiene — Pre-import cleaning, ongoing maintenance, Bounce Shield integration.
• Custom Fields — Creating custom fields via CSV, merge tag usage, segmentation strategies.

Platform

• Security & Compliance — TLS encryption, password hashing, role-based access control, CAN-SPAM, and GDPR compliance.
• Templates — Email and LinkedIn templates, 12 categories, Template Library with 10 frameworks.
• Unified Inbox — Email and LinkedIn replies in one view, sentiment tagging, bulk operations.
• Analytics & Reporting — 7 analytics tabs, KPI dashboard, CSV export, key benchmarks.
• Teams & Workspaces — Roles (owner, admin, user, readonly), member limits by plan, workspace switching.
• Billing & Plans — Pro $14.99/mo, Business $29.99/mo, Enterprise $69.99/mo, LinkedIn seats $7/seat/mo.
• Suppression Lists — Blocklist management, auto-suppression, CAN-SPAM and GDPR compliance.
• Email Deliverability — SPF, DKIM, DMARC setup guides with verification instructions.
• Custom Tracking Domains — CNAME setup for branded tracking links.
• Bounce Shield — Configurable bounce protection with auto-pause and auto-blocklist.
• API Keys & Webhooks — API key management, granular scopes, webhook event subscriptions.
• Onboarding Tours — Product tours, page-specific tours, nurture email sequence.
• Webhook Integration — Setup guide, CRM sync, Slack notifications, Zapier/Make/n8n integration.
• API Quickstart — Create API key, first request, response handling, common use cases.
• Domain Reputation — Monitoring tools, reputation factors, improvement steps, recovery guide.

Email Provider Setup Guides

• Gmail / Google Workspace — SMTP: smtp.gmail.com:587 (STARTTLS), IMAP: imap.gmail.com:993 (SSL). App Password required.
• Outlook / Microsoft 365 — SMTP: smtp.office365.com:587 (STARTTLS), IMAP: outlook.office365.com:993 (SSL). App Password required.
• Hostinger — SMTP: smtp.hostinger.com:465 (SSL), IMAP: imap.hostinger.com:993 (SSL). Regular password.
• Zoho Mail — SMTP: smtp.zoho.com:465 (SSL), IMAP: imap.zoho.com:993 (SSL).
• Yahoo / AOL — SMTP: smtp.mail.yahoo.com:465 (SSL), IMAP: imap.mail.yahoo.com:993 (SSL). App Password required.
• iCloud — SMTP: smtp.mail.me.com:587 (STARTTLS), IMAP: imap.mail.me.com:993 (SSL). App-specific password.
• Fastmail — SMTP: smtp.fastmail.com:465 (SSL), IMAP: imap.fastmail.com:993 (SSL). App Password.
• ProtonMail — Requires ProtonMail Bridge app. Paid plans only.
• Custom IMAP/SMTP — Any provider with standard IMAP/SMTP support.

Troubleshooting

• "534-5.7.14 Invalid login" error — Use App Password instead of regular Google password.
• "Connection refused" error — Check SMTP/IMAP host and port settings.
• "Authentication failed" error — Regenerate App Password, verify email address.
• SSL/TLS certificate errors — Port/security mismatch, self-signed certificates, hostname validation.
• "Mailbox not found" error — Use full email address as username.
• Warmup emails going to spam — Normal for first days, spam rescue handles it, check DNS.
• Warmup not sending — Check connection, toggle, ramp phase, subscription, daily limit.
• Campaign not sending — Check mailbox status, health score, daily limit, sending window.
• Rate limiting — Per-mailbox daily limits, reduce volume, spread across mailboxes.
• Mailbox disconnected — Regenerate App Password, check 2FA, re-enter credentials.
• Daily limit reached — Wait for reset, upgrade plan, add more mailboxes.
• LinkedIn account restricted — Temporary restriction, wait 24-72 hours, auto-resume with reduced limits.
• LinkedIn invites not accepted — Personalize notes, target relevant prospects, optimize profile.
• Campaign in cooldown — Bounce rate exceeded threshold, check list quality, verify DNS.
• CSV import failed — UTF-8 encoding, column mapping, 10K row limit, dedup handling.
• Tracking domain verification — CNAME DNS record pointing to track.warmysender.com.
• Emails in Promotions folder — Check DNS, reduce HTML, avoid spam triggers, use custom tracking domain.
• Unsubscribe handling — Automatic compliance with CAN-SPAM and GDPR.
• OAuth token expired — Re-authenticate Google or Microsoft connection.
• LinkedIn analytics discrepancy — Tracking window, manual acceptances, sync timing.
• Excel import not working — Convert to CSV format first.
• Campaign paused unexpectedly — Check subscription, mailbox status, bounce rate, sending window.
• LinkedIn blank connection note — Blank notes allowed, check character limit.
• DNS setup not working — Propagation delay, single SPF record, DKIM subdomain, DMARC underscore.
• Slow warmup progress — Normal ramp behavior, check speed setting, recovery mode, shared quota.
• Spam complaints — Most damaging signal, pause campaign, review targeting and content.
• Login/session issues — Session expiry, password reset, browser cache, rate limiting.
• Webhook not firing — Check status, verify endpoint URL, test, check delivery history.

Need More Help?

Contact us at hello@warmysender.com — we respond within 24 hours on business days.

Visit our Email Warmup FAQ, Deliverability FAQ, or LinkedIn Safety FAQ for more answers.

For API integration, see our API Documentation.