Frequently Asked Questions

🔹DNS Setup & Domain Verification

Q: What are SPF, DKIM, and DMARC, and how do I set them up?
SPF, DKIM, and DMARC are like your domain’s passport controls. They prove you're a real sender and help prevent your emails from ending up in spam folders. Mission Inbox gives you the records you need—usually a mix of TXT, MX, and CNAME entries. All you have to do is copy them into your domain registrar, such as GoDaddy or Cloudflare usually done automatically with Mission Inbox. We’re here if you need help finding where to paste them. Or use our API integration with Cloudflare & Godaddy.

Q: Why is my domain not verifying in Mission Inbox?
This usually comes down to a tiny mistake in the DNS record entries. Double-check the spelling, record type (TXT, CNAME, etc.), and make sure your Cloudflare CNAMEs are set to "DNS Only" (not proxied—the little orange cloud should be off). Then give it a few minutes before trying to verify again.

Q: What happens if I change my domain’s name servers?
When you switch name servers, you’re basically replacing your entire DNS dashboard. That means all your records (SPF, DKIM, MX, etc.) could vanish unless you back them up and reapply them. So always copy your DNS settings before making changes.

Q: What does “unproxied CNAME” mean in Cloudflare?
Cloudflare gives you the option to hide your DNS records behind their proxy (that’s the orange cloud). But for email authentication, Mission Inbox needs to see those records directly—so you'll want to click the cloud and turn it gray. That makes it "unproxied" and readable by our system.

Q: Can I set up DNS records automatically with my domain provider?
Yes! If you give us your API key for Cloudflare or GoDaddy, we can push DNS records automatically for you. No manual copy-pasting needed—it’s fast, easy, and cuts down on errors. 

🔹 Domain Purchase & Add-ons

Q: Do we need any add-ons when purchasing domains via Namecheap (like PremiumDNS or Domain Privacy)?
No, you don’t need any of the optional add-ons. Just purchase the domains. We’ll handle setup from there.

Q: Should I purchase the domains through Cloudflare instead of Namecheap?
If you’re comfortable doing so, yes—purchasing directly through Cloudflare is ideal. It simplifies the DNS setup since we can push records automatically through our integration.
 
 🔹 Domain Access & Setup

Q: What access does the team need after domains are purchased?
We’ll need access to your Namecheap account (or wherever domains are registered). Make sure 2FA is enabled, and credentials are shared securely with the team handling setup.

Q: Should we move the nameservers to Cloudflare?
Yes, that’s the recommended approach. It allows us to automate the DNS configuration (SPF, DKIM, DMARC, etc.) and speeds up mailbox deployment.

Q: Who handles DNS setup and inbox creation?
Our team will take care of DNS setup and inbox warm-up once we have access to your registrar and nameservers are pointed to Cloudflare.
   

🔹Troubleshooting & Errors

Q: My domain shows as “unverified” — what should I do?
First, make sure the DNS records were copied exactly as provided—no extra spaces, right record types (TXT, MX, CNAME), and that you’ve saved them in your registrar. In Cloudflare, make sure CNAME records are set to DNS Only. After saving, wait 5–10 minutes and click “Verify” again in Mission Inbox.

Q: I’ve added DNS records but verification still fails — help?
It’s often something small: a missing dot at the end of a hostname, a record pasted into the wrong field, or an extra quote somewhere. If you’ve checked everything and it still doesn’t work, reach out to support—we’ll double-check it for you and walk you through it live if needed.

Q: Why are my emails getting blocked or bounced?
A bounce means your message wasn’t accepted by the recipient’s mail server. Hard bounces happen when the address doesn’t exist. Soft bounces could mean the inbox is full or the server is temporarily down. If you’re getting lots of bounces, stop the campaign and clean your list. Also check your warm-up status and domain health in the dashboard.

Q: How do I test if my mailbox is set up correctly?
The simplest way: send a test email to your personal Gmail or Outlook address. If it shows up in the inbox (not spam), you’re golden. If not, check your DNS verification and warm-up settings. You can also use placement testing tools from Mission Inbox to simulate delivery across different providers.

Q: My mailbox export CSV won’t upload to SmartLead — what’s wrong?
Make sure you’re using the exact format they require. Our exports are tailored per platform, so if you manually edited the file, that could cause issues. Download a fresh export and try again—or let us know which tool you’re using and we’ll troubleshoot it for you.

 
 🔹Platform Use & Features

Q: What is a project in Mission Inbox?
A project in Mission Inbox is like a folder where you organize everything related to a specific client, brand, or campaign. Each project can contain multiple domains and mailboxes, helping you keep everything neatly separated and easy to manage. Whether you're working with one client or twenty, projects help you stay organized and focused.

Q: What is a relay server or IP pool?
When you send an email, it has to come from somewhere—this "somewhere" is the relay server or IP pool. It's basically the sending engine behind your emails. You can use the ones provided by Mission Inbox, or connect your own provider like SendGrid. Each IP or pool you use affects your deliverability, so it’s important to manage them wisely.

Q: Can I bring my own IP or SMTP provider?
Yes! If you already have an account with a provider like Mailgun or SendGrid and want to keep using it, Mission Inbox gives you the flexibility to connect it using an API key. This is useful if you already have warmed-up IPs or want more control over your sending infrastructure.

Q: Does Mission Inbox support automatic DNS setup?
Yes! If you're using a supported provider like GoDaddy or Cloudflare, we can automate the entire DNS setup process. All we need is your API credentials, and we’ll push the required SPF, DKIM, and DMARC records to your domain automatically—saving you a ton of time.

Q: How does the credit system work with mailbox warm-up?
Each mailbox warm-up session consumes credits, and you receive 20 testing credits with your plan by default. You will need to toggle on the “warm up” next to the mailboxes—It will consume 9 credits per mailbox.
We recommend turning off the warm-up in your sending platform if you are warming up with Mission Inbox, as it could send a larger volume and risk getting flagged because of it.

Q: What is a relay server or IP pool?
When you send an email, it has to come from somewhere—this "somewhere" is the relay server or IP pool.

Q: Is Mission Inbox designed for inbound or outbound email? Or both?
Mission Inbox is primarily built for outbound email (cold outreach, campaigns, lead gen). That said, it also supports inbound replies—you’ll be able to receive and view responses from your outreach. For full-scale inbound support or customer service email handling, you'd want a platform built for that, like Gmail or a helpdesk system.

Q: How do I get my email accounts uploaded to Email Guard?
You’ll need to talk to their support as they don’t handle bulk imports at the moment, only adding them via API.

Q: How do I get all my Mission Inbox inboxes into Instantly?
From your Mission Inbox dashboard, go to the mailbox list, click Export, and select Instantly. We’ll generate a compatible CSV with all the required fields (email, password, SMTP info) that you can upload directly into Instantly. We also support export formats to SmartLead, Emailbison, Woodpecker and Replyio.

Q: How is Warmy able to have a warm-up pool of 100% Microsoft accounts if Mission Inbox uses all SMTP private servers?
Warmy uses a network of third-party and user-contributed inboxes to simulate engagement. Mission Inbox takes a different approach—we use our own SMTP infrastructure and verified sending servers. While we can warm to Microsoft addresses, we currently don’t maintain a 100% Microsoft pool the way Warmy might simulate. We prioritize stability and sender reputation using trusted domains and rotating IPs.

Q: When you say "inboxes stay alive for X days"—how do you measure that?
We track inbox health using a mix of indicators: bounce rate, reply rates, blacklist status, and placement test performance. Once a mailbox starts failing these checks (e.g., emails bounce or go to spam), we consider it “expired.” A typical healthy lifespan is around 45–60 days with proper warm-up and sending behavior, it can extend to +90 with Mission Inbox’s premium warm-up.

Q: I had a launch with a 45% bounce rate after 2 weeks of warming. These were premium inboxes. What went wrong?
Even with proper warm-up, a 45% bounce rate usually means something went wrong at the list level. Here are common causes:

1. The email list contained outdated or invalid addresses
2. The domains may have been flagged before full verification
3. DNS propagation delays (especially on new domains)
4. Warming didn't fully finish or ran alongside aggressive outreach. Double-check the health of each domain and inbox via placement tests. And make sure you’re targeting validated emails only.

Q: I tried uploading mailboxes using the CSV but got an error. Is it because I didn’t add the domains first?
Yes—before uploading mailbox data, make sure the domains tied to those mailboxes are already added and verified in Mission Inbox. If the system can’t find a matching domain, the upload will fail. Add the domains first, wait for verification, and then retry your bulk upload.

 

 🔹Best Practices & Strategy

Q: Should I use my main domain for cold email?
Definitely not. Using your main business domain for cold outreach is risky because any spam complaints or deliverability issues could damage your brand's reputation. Always set up a separate domain or subdomain for outreach—it’s safer and smarter.

Q: What’s the benefit of using subdomains?
Subdomains help you scale outreach while keeping risks compartmentalized. For example, instead of sending from company.com, you might send from get.company.com. That way, if your sending subdomain gets flagged, your main domain stays clean. Plus, you can use different subdomains for different teams or campaigns.

Q: How do I keep my domain reputation healthy?
There are a few simple rules:

1. Warm up your inboxes before sending
2. Avoid spammy content and subject lines
3. Clean your lists and avoid sending to invalid emails
4. Don’t send too many emails too fast
5. Monitor bounce and complaint rates
   If you stick to these, you’ll stay in good standing with email providers. 
    
   
   

🔹Email Warming & Deliverability

Q: When should I start warming my inboxes?
The moment your DNS records are live and verified, start warming. The sooner you begin, the more trustworthy your inbox will look by the time you're ready to send real outreach.

Q: What’s the ideal warm-up timeline for a new domain?
Here’s a good rule of thumb:

Week	Action
0	Setup domain + DNS
0–3	Begin warm-up only—no outreach yet
3–4	Slowly start sending (5–20 emails/day)
4–6	Send Gmail-only messages, build to 30/day
6–12	Add Gmail + Others, keep volume the same
13+	Send to All (including Outlook)

Slow and steady wins the race.

Q: How many emails should I send per day during warm-up?
Start with 5 emails per day and gradually increase by 5–10 every other day. Don’t jump to 30 too soon or inbox providers will start to doubt you. Let the trust build naturally.

Q: What is the typical lifespan of a cold email mailbox?
It depends on how you treat it. On average, you can expect 45–60 days of healthy sending. If you keep bounces low, send to clean lists, and avoid spam triggers, some mailboxes last up to 120 days or more.

Q: Can I customize warm-up strategies based on provider (e.g., Gmail vs Outlook)?
Yes! Gsuite and Office365 have different rules and filters. Mission Inbox can tailor your warm-up behavior to balance between them or prioritize one over the other. This helps maintain better performance across your target audience.

Q: What does a 50/50 warm-up split between Google and Outlook mean?
It means your warm-up emails are evenly distributed—half to Gmail inboxes, half to Outlook inboxes. This helps build reputation with both platforms and prevents one from being neglected.

Q: Should I worry about inboxes expiring quickly?
Yes, especially if you're sending high volume or not monitoring engagement. Keep an eye on reply rates and bounce rates. If things start slipping, rotate in fresh mailboxes before performance dips.

Q: How can I ensure deliverability across inconsistent inboxes?
Use trusted domains, warm up properly, avoid spammy content, and don’t reuse inboxes that were flagged. Also use placement testing tools regularly to catch issues early.
 

🔹Mission Inbox Platform & Infrastructure

Q: Does Mission Inbox include IPs in its pricing?
Yes, Mission Inbox includes IPs with every plan, so you don’t need to bring your own. You also get testing credits to check inbox placement and sender health.

Q: What is “Glockapps” and how does email placement testing work?
Glockapps is our built-in deliverability testing tool. It tells you where your emails land—inbox, spam, or promotions—across different providers like Gsuite, Office365, SpamAssassin & Barracuda. It’s like a report card for your email performance.

Q: How often does Mission Inbox check for and replace blacklisted IPs?
Every 7 minutes. If one of your IPs gets blacklisted, our system automatically swaps it out with a clean one so you don’t suffer from deliverability drops.

Q: How scalable is Mission Inbox’s sending infrastructure?
Very. We’ve built it with multiple load balancers and redundancy across systems so you can scale from 1 domain to +10,000 without breaking a sweat. It’s designed for high-volume cold outreach.

Q: What are Mission Inbox’s testing credits used for?
Testing credits are used when you run inbox placement tests. Each test checks where your email lands across multiple providers. It helps you catch problems early and optimize your email setup.

Q: How is Mission Inbox different from SendGrid or Mailgun?
Mission Inbox is built specifically for cold outreach. Unlike SendGrid or Mailgun (which are more general-purpose), we offer built-in warm-up, automatic IP rotation, inbox placement testing, and tools to protect your sender reputation. It’s an all-in-one solution, not just a pipe for sending email.
  

🔹Email Copy & Deliverability

Q: How does Mission Inbox perform with Gmail inboxes?
We’ve consistently seen 100% inbox delivery across Gmail when mailboxes are properly warmed up and healthy. We run placement tests and share those results during onboarding to give clients visibility.

Q: What about Microsoft inboxes (Outlook)?
Outlook is more sensitive. For industries with Outlook-heavy audiences (like law or finance), we recommend:

• Creating fresh mailboxes
• Enabling Warmy (our warm-up engine) with a 50/50 Gmail/Outlook warm-up split
• Avoiding recycled domains or uniform copy
  These steps help establish trust and improve long-term inbox placement with Microsoft providers.

 

Q: What’s the best way to write cold email copy for better deliverability?
Keep it short, personalized, and conversational. Avoid salesy buzzwords like “guaranteed,” “limited-time,” or “100% free,” which can trigger spam filters. Use plain formatting—too many links, bold text, or images can raise flags.

 

Q: Should each sender use the exact same messaging?
No. Repeating identical copy across all inboxes is one of the fastest ways to get flagged. It’s better to write a few variations and distribute them across inboxes, or use spintax to vary sentences automatically.

 

Q: What is spintax and how do I use it?
Spintax is a simple way to randomize parts of your message. For example: Hi {John/there/friend}, will rotate between “Hi John,” “Hi there,” and “Hi friend.” This adds variation without extra work.

 

Q: Can Mission Inbox help me test where my emails are landing?
Yes! We include inbox placement testing through integrated tools like Glockapps. You can check if your emails land in inbox, spam, or promotions and troubleshoot issues early.

 

Q: How often should I test deliverability?
We recommend running a placement test at least weekly, especially before launching new campaigns or increasing volume.

 

Q: What are the most common mistakes that hurt deliverability?

1. No warm-up period for new mailboxes
2. Overusing promotional language
3. Sending too many emails too soon
4. Lack of personalization or engagement triggers (e.g., questions, CTA)

Q: How do I know if a domain or mailbox has been blacklisted?
Mission Inbox monitors this for you automatically. If one of your IPs or domains is blacklisted, we replace it every 7 minutes to minimize risk.

Q: Why did we get a deliverability warning?
This usually happens when your email content lacks variation. If you're sending identical messages from multiple inboxes—especially with the same subject lines and body copy—email providers like Gmail and Outlook may flag your emails as spam. To reduce this risk:

1. Use spintax (e.g., {Hi|Hello|Hey}) to randomize greetings or phrases
2. Create A/B variations of your message to test subject lines and calls to action
3. Rotate message timing and frequency
   Mission Inbox also tracks how your messages perform using built-in inbox placement testing. If your emails are landing in spam or promotions, you’ll be notified so you can adjust your strategy quickly.
   Tip: Avoid using overly promotional language, too many links, or excessive formatting. Simple, authentic messaging usually performs best.

Q: Why did we receive a “flight center” error?
This message appeared because there were no sending accounts attached to your campaign sequence in Instantly. Without assigned inboxes, the system has nowhere to route your outbound emails. Once sending accounts were properly linked, the campaign resumed without issue.
For future campaigns, always double-check that you've selected the correct mailboxes and that they are active before launching your sequence. This was related to sending accounts not being added to that sequence. Once fixed, the campaign resumed successfully. 
 

🔹Mailbox Strategy & Performance

Q: What kind of reply rate can I expect using tested campaigns?
With good targeting, a clean list, and compelling messaging, a reply rate of 3% or higher is very achievable. Some niches perform even better. Remember—quality beats quantity.

Q: How long will my mailboxes typically last?
Most mailboxes last between 45–60 days under normal sending conditions. If you use solid warm-up routines, limit your daily sends, and avoid spam traps, you can get 90–120 days of use or more from each one.

Q: Does the number of domain variations or clients affect deliverability?
Yes. Too many variations or sloppy setups can raise red flags with inbox providers. The more organized and clean your domain structure is, the better your reputation—and the better your results.

Q: Should I use different email service providers to extend mailbox lifespan?
Yes. Mixing providers like Gmail and Outlook lets you distribute sending volume and reduces the risk of all your inboxes being impacted by one provider’s limits. It’s like diversifying your email portfolio.
   

🔹Onboarding & Trials

Q: Can I run a multi-domain trial to compare inbox performance?
Yes. In fact, we encourage it. Many users run an 8-week test using several domains to see how deliverability performs across different setups. It's a great way to measure IP quality, domain trust, and campaign results before scaling.

Q: How do I set up my account?
Head over to accounts.missioninbox.com to create your account. If you're part of a partner program or came in through a referral, your onboarding manager will send you a discount code. Just enter it at checkout to apply the savings.