Email Accounts and Domains & Deliverability

Email Accounts and Domains & Deliverability help you inspect readiness across setup types.

Email Accounts

Use Email Accounts to review operational email accounts across provider account, managed provisioning, and direct mailbox setup types.

Managed provisioning email accounts currently show Zapmail as the provider. Zapmail-managed purchases include email account access, so purchased inboxes can be accessed through the provider after provisioning.

You can:

• Search email accounts.
• Filter by setup type, provider, email account status, warm-up status, or attention needs.
• Select individual email accounts, or use the table header checkbox to select all email accounts that match the current search and filters.
• Review the compact selection bar above the table to see how many email accounts are selected.
• Choose a bulk action from the selection bar, then apply transfer ownership, manage workspace assignments, pause accounts, or resume accounts.
• Bulk transfer selected email-account ownership after reviewing the backend ownership-impact preview and warnings.
• Bulk manage selected email-account workspace assignments with staged checkboxes when existing ownership, domain, and assignment rules allow it.
• Bulk pause or resume supported email accounts after reviewing the confirmation dialog.
• Use the row icon actions for settings, warm-up, and pause or resume where the account type supports it.
• Open the row More actions menu for connection tests where available.
• Open the row More actions menu for the email-account Activity log.
• Review pause or resume confirmations before changing an email account state. When available, LeadsParrot lists the running campaigns currently using that email account.
• Open basic email-account settings to update sender name, signature, ownership, and workspace access where the account type supports it.
• Review warm-up settings and status.

Each email account shows ownership, assigned workspaces, and daily limit information. New accounts default to 25 sends per day. If an account-owned email account is assigned to multiple workspaces, LeadsParrot shows a shared-limit warning because those workspaces use the same daily limit.

Ownership and workspace access

Email account settings separates ownership from workspace assignment.

• Account-owned email accounts can be assigned to one or more readable workspaces.
• Workspace-owned email accounts are exclusive to the owner workspace and do not use separate workspace assignments.
• Assigned workspaces share the same mailbox daily limit. For example, if one email account has a 25-email daily limit and is assigned to two workspaces, both workspaces compete for that same 25-email limit.
• Moving an email account to workspace ownership removes separate workspace assignments because the owner workspace becomes the only workspace that can use it.

Workspace assignment checkboxes appear only when the email account is account-owned now, or when you are transferring a workspace-owned email account to the account. A workspace checkbox is enabled only when you have edit access to that workspace. If you can read a workspace but cannot edit it, the checkbox is disabled and the app explains that you do not have edit access. Workspaces you cannot read are not shown in the checkbox list.

The email account settings sheet also shows Ownership/access activity. This history lists ownership transfers and workspace assignment changes for the selected email account, including who made the change and when it happened.

To manage assignments for an account-owned email account:

1. Open Email Accounts.
2. Open the email account settings sheet.
3. In Assigned workspaces, check or uncheck the readable workspaces that should use the email account.
4. Choose Save settings.

To transfer ownership:

1. Open the email account settings sheet.
2. Review Current owner.
3. Choose Transfer ownership.
4. Choose the new owner. Account-owned email accounts can transfer to an eligible workspace. Workspace-owned email accounts can transfer to the account or to another eligible workspace.
5. Review the automatically loaded transfer preview for affected assignments, workspace impact, and campaign sender rows.
6. Choose Save settings after the preview finishes loading to apply the transfer.

To manage workspace assignments in bulk:

1. Open Email Accounts.
2. Select the email accounts you want to update.
3. Choose Manage workspace assignments from the bulk action menu.
4. Review the workspace checkbox list.
5. Leave mixed checkboxes unchanged when you want to preserve existing per-email-account differences.
6. Check a workspace to assign all eligible selected email accounts to that workspace, or uncheck it to remove eligible selected email accounts from that workspace.
7. Choose Save assignments.

Bulk workspace checkboxes can be checked, unchecked, or mixed. Mixed means some eligible selected email accounts are assigned to that workspace and others are not. A mixed checkbox is preserved unless you explicitly change it. Workspace-owned email accounts, email accounts controlled by workspace-owned domains, and paused-by-domain email accounts are skipped for bulk assignment changes. Locked workspaces and workspaces you cannot edit are disabled with an explanation.

To transfer ownership in bulk:

1. Open Email Accounts.
2. Select the email accounts you want to transfer.
3. Choose Transfer ownership from the bulk action menu.
4. Choose one new owner from the eligible Account and workspace targets.
5. Review how many selected email accounts will transfer and how many are already owned by that target.
6. Review the automatically loaded transfer preview for affected assignments, workspace impact, campaign sender rows, and warnings.
7. Choose Transfer ownership after the preview finishes loading.

Bulk ownership transfer skips selected email accounts that already have the chosen owner. Those skipped rows are not sent to the preview or transfer API, so a no-op transfer cannot remove their existing workspace assignments.

Examples:

• If an email account is owned by the Account, you can keep it account-owned and assign it to Default Workspace and Sales Workspace. Both workspaces can use the same mailbox, and both share the mailbox daily limit.
• If an email account is owned by Default Workspace, it is already exclusive to that workspace. The settings sheet hides assigned workspace checkboxes until you choose Transfer ownership and select Account as the new owner.
• If you transfer an account-owned email account to Sales Workspace, the assigned-workspaces checklist hides immediately because the selected new owner is a workspace. After preview and save, the email account is exclusive to Sales Workspace.
• If you do not have edit access to Marketing Workspace, its checkbox is disabled. Ask an account admin or workspace editor to change that assignment, or update your workspace role first.
• If two selected account-owned email accounts are both assigned to Default Workspace, that bulk checkbox is checked. If only one is assigned to Sales Workspace, that checkbox is mixed and stays unchanged unless you check or uncheck it.

Ownership and assignment changes are permission-checked by the backend. Transferring from or to Account ownership requires Account-level resources permission with editor-level account rank or higher. Assigning or unassigning a workspace requires edit access to that workspace plus Email & Domain Setup access.

To review the full email-account activity log:

1. Open Email Accounts.
2. Open the row More actions menu.
3. Choose Activity log.
4. Use search to find specific activity by message, action, or actor.
5. Use the category filter to review all activity or narrow the log to ownership/access, settings, connection, status, tests, or setup activity.

The full activity log shows mailbox-level sending activity for that email account only. It is separate from the global Account Activity Log, which is focused on account and background-job processing history.

The Email Accounts table shows the email domain from the email account address. A linked domain appears only when the email account is associated with a saved LeadsParrot domain record. Provider account and managed provisioning email accounts are expected to have linked domains. Direct mailbox email accounts can show an external or not-linked domain when the mailbox is connected but no LeadsParrot domain record is linked.

Hover or focus the setup type in the Email Accounts table to see a short reminder of what provider account, managed provisioning, or direct mailbox setup means.

Hover connection, warm-up, and campaign-eligibility status badges in the app to see what each state means.

The table keeps the warm-up column focused on status. Detailed campaign eligibility and protected campaign limits are reviewed in the email-account warm-up sheet.

Campaigns use selected sender email accounts from the campaign sender pool. If ownership or assignment changes remove a workspace's access to an email account, LeadsParrot removes that account from affected campaign sender pools. Bulk ownership transfers use the same preview and impact rules as single-resource transfers, skip no-op rows, and never preview or transfer rows that already have the chosen owner. Bulk workspace assignment uses the same backend assignment rules as single-account assignment, preserves unchanged mixed checkbox states, and assigned workspaces share the same mailbox daily limit.

Pause and resume actions do not bypass readiness, domain health, warm-up state, or backend campaign eligibility. Paused email accounts cannot send campaign emails until resumed. If an email account is paused by its linked domain, Email Accounts shows that state and blocks individual pause/resume until the domain is resumed.

Email Warm-Up

Email warm-up status is shown on each email account and in the account detail sheet.

The email-account warm-up sheet is the main place to review:

• The current warm-up state for that email account.
• The current campaign-eligibility state and daily sending limit.
• The current warm-up settings.
• The warm-up activity history for that email account, including whether a user or the LeadsParrot system made each recorded change.

Warm-up can affect campaign sending:

• Email accounts that are waiting for a warm-up decision, queued for warm-up, actively warming, paused, blocked, or failed can be selected for campaigns but do not send campaign emails yet.
• Email accounts in the post-warm-up ramp can send with a reduced backend-managed campaign limit.
• Ready or ignored warm-up accounts use the email account's normal daily limit.

Warm-up settings include daily mode, daily warm-up limit, random range, daily increase, reply-rate target, weekday-only scheduling, filter tag, tracking-domain warm-up, and auto-adjustment.

Google direct mailbox setup lets you choose whether the account should warm up, is already warmed, or should ignore warm-up. Customer-owned Zapmail imports may ask you to review a batch and choose the warm-up decision for all imported email accounts or per email account. Managed provisioning uses backend eligibility automatically: pre-warmed inventory enters the post-warm-up ramp, while other managed inventory starts in a warm-up eligibility state.

When an email account is in a post-warm-up phase, the sheet shows when that specific phase ends so it is clear when the next protected limit change happens.

If you choose Already warmed or Ignore warm-up from the warm-up sheet, LeadsParrot shows a confirmation dialog first. Ignoring warm-up is explicitly warned as a user-risk action, and both actions are written into the email account's warm-up activity history.

Warm-up message automation is not sending messages in this V1 module yet. The current release stores warm-up state, settings, decision batches, eligibility, quota enforcement, and scheduler scaffolding so campaign sending can respect the configured warm-up state.

Domains & Deliverability

Use Domains & Deliverability to review backend-backed domain ownership, workspace assignment, domain health, and readiness checks.

You can:

• Search domains.
• Filter by setup type, provider, operational status, readiness, or attention needs.
• Select individual domains, or use the table header checkbox to select all domains that match the current search and filters.
• Choose bulk actions for transfer ownership, assign workspace, pause domains, resume domains, or run health checks.
• Bulk transfer selected domain ownership after reviewing the backend ownership-impact preview and warnings. Moving a domain also moves its linked email accounts.
• Bulk assign account-owned domains to one workspace when the backend assignment rules allow it.
• Pause or resume domains after reviewing linked email-account count and known campaign impact.
• Review SPF, DKIM, DMARC, MX, tracking, sending readiness, reply readiness, and last-checked state in the table.
• Open Email & Domain Setup for management.

Domain pause is a domain-level overlay. When a domain is paused, LeadsParrot pauses linked non-archived email accounts and campaign sending stops from those accounts until the domain is resumed. Campaign sender selections stay in place, so resuming the domain can make those sender selections usable again without rebuilding the campaign sender pool.

When a domain is resumed, LeadsParrot restores only email accounts that were paused by the domain action. Email accounts that were already manually paused stay paused. Direct Google email accounts also have their readiness recalculated before their status is restored.

Notes

• Connected means the email account exists in LeadsParrot and its provider link is present. Ready is stricter: OAuth refresh must work, send testing must have passed, and linked-domain checks must be acceptable when a LeadsParrot domain record is linked.
• Readiness means LeadsParrot can use the account safely in the product. It is not a guarantee of inbox placement.
• Recipient-side filters, reputation, list quality, and message content still affect delivery.

Related guides

• Email & Domain Setup
• Campaigns