How are Out of Office replies handled?
When a prospect replies to one of your campaign emails with an Out of Office message, WarmySender handles it automatically so your sequence is not accidentally ended.
Automatic Detection in 5 Languages
We auto-detect Out of Office replies in English, Dutch, German, French, and Spanish. The system scans incoming replies for common Out of Office phrasing and headers in each language and classifies them accordingly.
Out of Office Does NOT Terminate Enrollment
An Out of Office reply is treated as 'the lead is on vacation, not rejecting you'. It does not stop the sequence. The campaign automatically resumes its sequence for that lead once they return and the normal scheduling kicks back in — so you do not lose the lead, and you do not accidentally burn the follow-up by treating a vacation bounce as a real reply.
If We Miss an Out of Office (Rare)
Occasionally a reply uses very unusual phrasing that the detector misses (for example, an internal custom auto-reply in a language we do not yet support). If you spot one in your inbox and it was classified as a normal reply, you can fix it manually:
- Open the Unified Inbox and click the reply in question
- Change the sentiment to 'Out of Office'
- Save
As soon as you mark the reply as Out of Office, the campaign immediately resumes its sequence for that lead.
What Happens Next
Leads marked as Out of Office return to Pending status and pick up their next sequence step on the next scheduler tick. You do not need to re-enroll them or take any further action — the system will continue the sequence automatically on schedule.
Best Practice
If you notice a specific phrasing the detector keeps missing, report it to support so we can improve coverage. Out of Office detection is continually refined based on real-world examples.