Email Accounts

Connect and manage your email accounts for sending campaigns

Email Accounts

Connect your email accounts to send campaigns through Prometheo. We support Gmail and Outlook.

Supported Providers

Gmail

Connect your Google Workspace or personal Gmail account:

  • Full OAuth2 integration
  • Automatic token refresh
  • Label management for organization
  • Reply tracking via webhooks

Outlook

Connect your Microsoft 365 or Outlook account:

  • OAuth2 authentication
  • Automatic token management
  • Folder organization
  • Reply detection

Connecting an Account

Gmail Setup

  1. Go to Settings > Email Accounts
  2. Click Connect Gmail
  3. Sign in with your Google account
  4. Grant the requested permissions:
    • Read and send emails
    • Manage labels
    • Access contacts (optional)
  5. Account appears in your connected list

Outlook Setup

  1. Go to Settings > Email Accounts
  2. Click Connect Outlook
  3. Sign in with your Microsoft account
  4. Accept the permission requests
  5. Account is ready to use

Account Settings

Daily Sending Limits

Set maximum emails per day per account:

  • Protects your sender reputation
  • Prevents hitting provider limits
  • Distributes load across accounts

Recommended Limits:

  • New accounts: 20-30 emails/day
  • Established accounts: 50-100 emails/day
  • Warmed accounts: 100-200 emails/day

Account Status

Monitor account health:

Status Meaning
Active Ready to send
Needs Reauth Token expired, reconnect needed
Limit Reached Daily limit hit, will resume tomorrow
Paused Manually paused by user
Error Problem detected, check details

Sender Information

Configure how recipients see your emails:

  • Display Name - Name shown in From field
  • Reply-To Address - Where replies go (optional)

Managing Multiple Accounts

Why Use Multiple Accounts

  • Higher Volume - More sending capacity
  • Better Deliverability - Distribute sending load
  • Domain Diversity - Different domains for different campaigns
  • A/B Testing - Test sender names/addresses

Account Rotation

When a campaign has multiple accounts:

  1. Emails are distributed across accounts
  2. Each account respects its daily limit
  3. When one account reaches limit, others continue
  4. Campaign pauses when all accounts reach limits

Account Selection

Choose accounts for campaigns:

  • Select specific accounts per campaign
  • Or use "Any available" for automatic selection

Email Warm-Up

New email accounts need warm-up before high-volume sending.

Warm-Up Best Practices

Week 1:

  • Send 10-20 emails per day
  • Mix manual and automated sends
  • Engage in conversations

Week 2:

  • Increase to 30-50 emails per day
  • Monitor bounce rates
  • Check spam folder placement

Week 3:

  • Increase to 50-100 emails per day
  • Continue monitoring deliverability
  • Adjust based on metrics

Week 4+:

  • Gradually reach target volume
  • Maintain consistent sending patterns
  • Keep bounce rates below 2%

Troubleshooting

Token Expired

If an account shows "Needs Reauth":

  1. Click the reconnect button
  2. Sign in again with your credentials
  3. Grant permissions
  4. Account returns to Active status

Emails Not Sending

Check these common issues:

  • Daily limit reached
  • Account not selected for campaign
  • Account status not Active
  • No qualified leads with emails

Deliverability Issues

If emails are bouncing or going to spam:

  • Reduce sending volume
  • Check email content for spam triggers
  • Verify sender reputation
  • Consider domain authentication (SPF, DKIM)

Security

OAuth Authentication

We use OAuth2 for secure authentication:

  • We never see your password
  • Limited, revocable permissions
  • Encrypted token storage
  • Automatic token refresh

Disconnecting Accounts

To remove an account:

  1. Go to Settings > Email Accounts
  2. Find the account to remove
  3. Click Disconnect
  4. Confirm removal

This revokes our access immediately. You can also revoke access from your Google/Microsoft account settings.

Best Practices

Account Health

  • Monitor daily sending metrics
  • Keep bounce rates below 2%
  • Respond to replies promptly
  • Maintain inbox reputation

Multi-Account Strategy

  • Use dedicated domains for outreach
  • Warm up accounts before campaigns
  • Rotate accounts to distribute load
  • Have backup accounts ready

Sender Reputation

  • Authenticate your domains (SPF, DKIM, DMARC)
  • Avoid spam trigger words
  • Include unsubscribe options
  • Honor opt-out requests

Next Steps