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.

The Email Accounts page remains one unified list for provider-account, managed-provisioning, and direct-mailbox email accounts. Use Connect another mailbox to open the direct-mailbox connection flow without leaving the page. Use Email & Domain Setup when you want to compare setup options, connect a Zapmail workspace, or purchase managed domains and email accounts.

Managed provisioning email accounts show Zapmail as the provider. Zapmail-managed purchases include access to the purchased inboxes after provisioning.

Why an email account can connect to only one LeadsParrot account

A direct Google email account can be connected to only one LeadsParrot account at a time. Each LeadsParrot account schedules sends and enforces the email account's daily limit independently. If the same email account were connected to multiple LeadsParrot accounts, those accounts could not coordinate its combined sending volume. The total could exceed the intended limit, harm sending health, or cause the email provider to temporarily restrict the email account.

If Google connection reports that the email account is already connected elsewhere, ask the owner of the email address or an administrator of the other LeadsParrot account to remove it there. After it is removed, start the Google connection again in the LeadsParrot account where it should be used. If you cannot arrange the removal, contact LeadsParrot support.

If you own that Google mailbox, sign in to LeadsParrot with the same Google identity and open Account Settings > Email & Domains. Your direct mailbox connections identifies the connected account. You can switch to an account you already access, send a disconnection request to an inaccessible account's owner and active administrators, set or change an optional automatic-disconnection period, withdraw a pending request, or disconnect immediately.

See Direct mailbox ownership and disconnection for the complete workflow and its safeguards.

You can:

• Search email accounts.
• Filter by email domain, setup type, provider, email account status, warm-up status, or attention needs. Each filter supports multiple selections. Selections within one filter are combined as alternatives, while different filters narrow the list together. Search and filter choices are kept in the page URL so they survive refreshes and can be shared. The domain filter uses the linked domain when available and otherwise uses the domain from the email address.
• 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, manage Categories and Tags, pause accounts, or resume accounts.
• Bulk transfer selected email-account ownership after reviewing the ownership-impact preview and warnings.
• Bulk manage selected email-account workspace assignments with staged checkboxes when existing ownership, domain, and assignment rules allow it.
• Assign Categories and Tags from the Categories & tags table column or from Email account settings. Use the searchable Tags and Categories picker; assignments save immediately and can dynamically include matching email accounts in campaign sender pools.
• Assign or remove Categories and Tags on an individual row, or manage them across selected email accounts with mixed-state bulk checkboxes.
• 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. Hover or focus an icon button to see its action label.
• Hover over the frozen Email account cell to reveal a compact horizontal row of outlined action buttons inside the cell. Keyboard focus also reveals the actions. These hover actions remain available at every horizontal scroll position, including when the Actions column controls are also visible.
• Open the row More actions menu for connection tests where available.
• In the More actions menu, everyday management actions appear first, test actions are grouped together between dividers, and Remove email account remains isolated at the bottom as the destructive action.
• For a direct Google email account, open More actions and choose Reauthorize to complete Google authorization again for that exact email address. Signing in with a different Google address is rejected.
• For any connected direct email account, choose Email tracking for example.com from the row More actions menu or from Email account settings. LeadsParrot substitutes the email account's actual domain. The same domain-specific action is available beside each mailbox under Email & Domain Setup > Connected direct mailboxes.
• On an individual email-account detail page, Review email tracking for Example.com shows the account's actual email domain on the button and opens the same domain-level tracking setup.
• Use the wider Email tracking table column to scan the current state: LeadsParrot tracking needs no DNS change, Custom tracking pending is still being verified, Custom tracking active is ready, and Needs attention requires review. Choose the status on a direct mailbox to open Email tracking for its domain.
• When LeadsParrot detects that a recipient opened a tracked email, it reports Open detected. This does not confirm that the recipient read the email, and privacy features or security processing can affect the result.
• To test this behavior on a connected, unpaused Google direct mailbox, open the row's More actions menu and choose Test open detection. The dedicated sidebar starts with your signed-in email address; you can edit the list and add up to five unique, valid recipients. LeadsParrot sends a separate test email to each address so every result can be shown independently. You must confirm the recipient list on every test that includes an address other than your signed-in address.
• Keep the sidebar open and wait a couple of minutes before opening the test email. If Open detected appears before the recipient opens it, privacy protection, provider processing, or a security scanner may have triggered the detection. If the result still says Waiting for open after a couple of minutes, open the email manually, then return to the sidebar to confirm whether the open was detected. Per-recipient states show Sending, Waiting for open, Send failed, or Open detected. While LeadsParrot watches for detections, a countdown beside the watching status shows how much of the 30-minute test window remains. Provider processing, privacy features, security scanners, caching, client settings, or network behavior can create or suppress detections, so Open detected does not prove the recipient read the message. An unfinished test ends after 30 minutes with No open detected during this test.
• After the test emails are sent, the results area reminds you to keep the sidebar open. Closing it ends the test and deletes its temporary results. Emails already sent cannot be recalled. Open-detection tests do not appear in Email Logs, Activity Log, tracked conversations, process history, notifications, or campaign usage.
• Test connection verifies both the Google refresh authorization and live Gmail API access. A failed test now explains whether reauthorization is needed or Gmail API access is unavailable instead of reporting a generic completed action.
• For a direct Google email account, choose Tracked conversations to review only conversations sent by LeadsParrot and replies in those exact Google threads. LeadsParrot polls tracked threads every 5 minutes for up to 90 days after the latest LeadsParrot send; it does not search or list the rest of the inbox.
• Tracked-conversation actions include applying the current conversation labels, marking read or unread, archiving, restoring to the inbox, and moving the tracked conversation to Trash. Trash requires confirmation in the app.

Label new email conversations

Conversation labels are optional and additive at exactly three levels:

• Account label: configured under Account Settings > Email & Domains and applied to every new tracked conversation, whether the email account is account-owned or workspace-owned.
• Workspace label: configured from the Settings sheet on a workspace card and added to new conversations connected to that workspace.
• Campaign label: configured when creating a campaign or from its Settings tab and added to new conversations in that campaign.

For example, an account label of LeadsParrot, a workspace label of Acme Workspace, and a campaign label of Q3 Outreach produce all three labels on a new campaign conversation. Duplicate label names are applied only once. Your email provider may describe these as labels, categories, or tags. Current direct Google email accounts map them to Gmail labels.

Changing or clearing a setting affects new conversations only. LeadsParrot does not automatically relabel existing tracked conversations. If needed, use Apply current conversation labels on a specific tracked conversation to apply the labels configured at that time.

• Google authorization for a direct mailbox includes sending and modifying the tracked threads. Existing connections that granted only sending access show that reauthorization is required before reply reading and management can work.
• For a direct email account, open More actions and choose Remove email account to disconnect it after reviewing the confirmation and campaign impact.
• 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. The warm-up status icon uses a pointer cursor and opens its explanation promptly on hover. Select it to open that email account's Warm-up Details sidebar directly.

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 concise shared-limit chip. Hover or focus the chip to see how many workspaces compete for the same account-wide daily limit.

In the Connection status column, every connected state uses the same green chip with a play icon, while paused chips include a pause icon for faster scanning. If the email account is connected but its linked domain is not ready, the connected chip's tooltip points you to Domain readiness for details.

The Email account column also provides faster visual triage. A red alert icon beside an email address means the account has at least one blocking issue. An amber clock icon means it has pending work or another state that currently limits sending. Hover or focus the icon for the highest-priority explanation. Select the email address to open Email Account Details, or select the icon to open the same page directly at Issues and pending items. Fully ready accounts do not show an attention icon.

The table separates three related states so a connected email account is not mistaken for a send-ready one:

• Connection status shows whether LeadsParrot can access the email account or whether it is paused, archived, or needs reconnection.
• Email tracking shows whether open detection uses the LeadsParrot hostname or a custom tracking hostname. This is separate from SPF, DKIM, DMARC, and MX.
• Domain readiness shows the state of a linked LeadsParrot domain. Direct email accounts without a linked domain show no domain-readiness value.
• Sending readiness comes from the backend's calculated campaign eligibility and shows Pending, Ready, Paused, or Needs attention. Ready means the email account can currently participate in campaign sending, including when warm-up was intentionally skipped. Connecting or reauthorizing a direct Google email account automatically verifies both Google authorization and Gmail API access. The account becomes Ready when that automatic check succeeds and any linked LeadsParrot domain also has acceptable domain checks. A later successful manual connection or send test also satisfies the email-account access check.

A linked domain used only for Email tracking does not require sending-authentication checks and does not block an otherwise ready email account from campaign sending. Its domain sending-readiness result is shown as Not required rather than treated as an error.

Email Account Details

Each accessible email account has a dedicated details page at Email Accounts > select an email address. This page brings the account's complete operational state together without requiring horizontal table scrolling.

The Issues and pending items section appears near the top as a compact, single-column list. Blocking items are red and sorted before amber pending items. Each row combines the issue explanation with concise resolution guidance and a specific action such as Review domain readiness, Test connection, or Review warm-up. A linked domain that has not passed all required sending checks appears as one campaign-sending blocker and opens the linked domain, where the exact failed checks and corrective steps are shown. When there are no current items, the page shows a ready state instead.

The page includes:

• Connection, sending readiness, warm-up, effective campaign limit, linked-domain readiness, and Email tracking.
• Setup type, provider, connection type, ownership, assigned workspaces, Categories and Tags, daily limit, sending gap, and timezone.
• Sender name, reply-to address, signature, notes, creation and update times, and the last connection test.
• Campaign sender-pool usage and recent account activity.
• Every action that applies to the account's setup and current state. Settings, Warm-up, and Pause or Resume stay in the top action group. The separate More actions menu contains connection testing, reauthorization, Email tracking, open-detection testing, tracked conversations, the full activity log, and removal when applicable.

Email Account Details uses the same permissions, confirmation dialogs, and backend-owned readiness rules as the Email Accounts table. An action is omitted when it does not apply to that setup type. For example, direct Google actions are not shown for an account supplied through another setup method.

The Email tracking card shows LeadsParrot tracking when the default track.leadsparrot.com hostname is active and no custom-hostname DNS check is required. Not checked is reserved for email accounts whose tracking state has not yet been calculated.

In Warm-up Details, controls that would repeat the current enabled or disabled state are unavailable. For example, Enable is disabled while warm-up is already enabled, and Disable is disabled while it is already disabled. Opening the sidebar focuses its heading so a status tooltip does not cover the warm-up information automatically.

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 email-account 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 keeps Ownership/access activity collapsed by default. Choose Show activity when you need to load and review ownership transfers and workspace assignment changes for the selected email account, including who made the change and when it happened.

Email-account activity histories use subtle alternating white and light-grey rows for easier scanning.

Closing an email-account settings or activity-log sheet returns focus and interaction to the Email Accounts page. Opening the full activity log from settings closes the settings sheet first rather than stacking two sidebar sheets.

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.

The workspace choices are staged in the sheet and remain unchanged on screen while LeadsParrot saves all email account settings. The saved account data refreshes after the operation finishes.

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. Their existing workspace assignments remain unchanged.

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 email account, and both share the email-account 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.

Transferring from or to Account ownership requires Account-level resources permission and an Editor, Admin, or Owner role. Assigning or unassigning a workspace requires edit access to that workspace plus Email & Domain Setup permission.

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 performer.
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 sending activity for that email account only. It is separate from the global Account Activity Log, which covers account activity and background processes.

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. Provider-account and managed-provisioning email accounts include linked domains because those setup options manage domains and email accounts together. Direct-mailbox email accounts can show an external or not-linked domain when the inbox is connected without a matching LeadsParrot domain.

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 or focus connection, sending-readiness, 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. A campaign can combine specific email accounts with dynamic Category and Tag rules. Matching any saved rule automatically adds an eligible account to the effective pool, including accounts labeled later. 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 follow the same impact rules as single transfers and skip email accounts that already have the chosen owner. Bulk workspace assignment preserves unchanged mixed checkbox states, and assigned workspaces share the same email-account daily limit.

Pause and resume actions do not bypass readiness, domain health, warm-up state, or 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 prevents individual pause or resume actions until the domain is resumed.

Removing a direct email account erases its saved provider authorization, disables warm-up, removes workspace assignments, and removes it from active campaign sender pools and Email Accounts lists. For Google direct mailboxes, LeadsParrot also attempts to revoke its Google OAuth grant. Removal still completes if Google cannot confirm that external revocation. LeadsParrot retains historical campaign, sending, activity, test, and usage references to the removed email address. You can reconnect the same address later if needed; LeadsParrot adds it as a new active email account rather than restoring the removed record.

When a verified mailbox owner requests cross-account removal, LeadsParrot recommends giving the connected account time to review active campaigns, warm-up, tracked conversations, and background actions. The mailbox owner still has the right to disconnect immediately. Request, deadline-change, withdrawal, and completion messages are required operational web and email notifications. Completion is sent to the mailbox owner and the connected account owner and active administrators.

Removing a direct mailbox also stops tracked-thread polling immediately. Previously recorded campaign messages and replies remain available as historical references.

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 the reduced campaign limit shown for that phase.
• 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. Imports from a Zapmail account you connected can require a decision for all imported email accounts or for each email account. Managed provisioning sets warm-up eligibility automatically: pre-warmed email accounts enter the post-warm-up ramp, while other managed email accounts begin in a warm-up 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.

Email Warm-Up does not send warm-up messages. Warm-up status and settings still determine whether an email account can send campaign emails and which daily limit applies.

Domains & Deliverability

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

An active safely correlated hard-bounce incident adds a red High bounce issue marker in the domains table, domain details, and affected campaign sender tables. Domain details show the qualifying seven-day counts and the audited Give domain another chance action. That action clears only bounce protection; it never overrides DNS, authentication, connection, warm-up, workspace-access, email-account pause, or global domain-pause blockers. Automatic recovery removes the marker and restores normal campaign allocations. See Domain and email account rotation.

The high-bounce option Pause for this campaign is local to each affected campaign. The normal pause action in Domains & Deliverability is global: it pauses linked email accounts for every campaign until the domain is resumed.

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 ownership-impact preview and warnings. Moving a domain also moves its linked email accounts.
• Bulk assign eligible account-owned domains to one workspace.
• Pause or resume domains after reviewing linked email-account count and known campaign impact.
• Review SPF, DKIM, DMARC, MX, email tracking, Sending readiness, Reply readiness, and last-checked state in the table.
• Choose a domain name or Manage domain to open its dedicated domain detail page at /app/domains/:domainId.
• On a domain detail page, choose Open Email Accounts to open the unified Email Accounts page already filtered to that domain.
• Domains with a pending, warning, or failing check show a solid amber Needs attention summary beside the domain name. The opaque frozen cell keeps horizontally scrolled status content from showing through it, and the summary names the affected checks. Every non-healthy DNS check, sending, SPF, DKIM, DMARC, MX, email-tracking, or reply badge has a visible help action. Its dialog explains the saved result and gives the relevant next action. Healthy states and Not required do not show unnecessary remediation controls.
• Status and readiness filters and badges use readable casing such as Pending DNS, Not checked, and Not required, while standard DNS acronyms remain uppercase. Not required means the check does not apply to that domain's current role; it does not mean a check failed or was skipped unexpectedly.
• The DNS check, Sending, SPF, DKIM, DMARC, MX, Email tracking, and Reply columns use compact content-based widths while keeping common status labels and their contextual-help controls fully visible on one line.
• Setup type appears immediately after the frozen Domain column, followed by Ownership, Assigned workspace, and Provider, so setup and access context remain at the left side of the table.
• Hover over the frozen Domain cell to reveal direct quick actions for management, health checks, pause or resume, and email tracking. Email tracking uses the envelope-and-eye icon and opens its dialog directly instead of leaving a one-item menu open. Keyboard focus also reveals these actions, so they remain available while the table is scrolled horizontally.
• Choose Understand these checks for an in-app explanation of authentication, automation, and monitoring.
• Choose Check on one domain, or Run health checks as a bulk action, to refresh public DNS results immediately.
• When a completed check finds a required DNS problem, LeadsParrot reports that outcome as Domain check found an issue and names the affected check instead of presenting the request as an ordinary success. Hover or focus a status badge to read the saved explanation for that result.
• Choose Email tracking to open the same domain-level setup sheet used from Email Accounts. The selected radio option reflects the currently active setup, including older domains using the LeadsParrot tracking hostname. Choose track.your-domain.com with manual DNS to reveal the exact CNAME name and target, choose a matching connected Cloudflare account for supported DNS automation without manual CNAME instructions, or choose track.leadsparrot.com for setup with no DNS changes. Saved manual instructions and custom-hostname errors stay hidden while LeadsParrot tracking is selected.
• The Email tracking column reports the effective tracking behavior rather than only the raw CNAME check. LeadsParrot tracking means tracked emails are working through track.leadsparrot.com and does not create an email-tracking attention issue. Custom tracking pending is reserved for custom-hostname provisioning that has actually started.
• Open Email & Domain Setup for management.

Domains table column reference

The Domains & Deliverability table combines resource access, public DNS checks, and operational readiness. These columns answer different questions; one successful column does not automatically make the others successful.

Column	What it presents	How it affects your work
Select	A checkbox for one domain, plus a header checkbox for all domains matching the current search and filters.	Selection only prepares a bulk action. Nothing changes until you choose and confirm an action such as transfer ownership, assign a workspace, pause, resume, or run health checks.
Domain	The normalized domain name, its concise Needs attention summary, and quick actions revealed by hover or keyboard focus.	The domain name opens the dedicated detail page. The attention summary names the columns that require review; it is not a separate health check. Quick actions let you open domain details, check, pause or resume, or configure email tracking without scrolling to Actions.
Setup type	How the domain entered LeadsParrot: Provider account, Managed provisioning, or Direct mailbox.	The setup type determines where management happens and which work LeadsParrot can automate. Provider-account and managed-provisioning domains use supported Zapmail capabilities. Direct-mailbox domains may require manual DNS or a separately connected Cloudflare account.
Ownership	Whether the domain belongs to the Account or to one specific workspace.	Ownership determines who can manage the domain and its linked email accounts. Transferring domain ownership also moves its linked email accounts and can remove invalid workspace assignments or campaign sender access after you review the impact preview.
Assigned workspace	The workspace assigned to an account-owned domain, or - when it has no workspace assignment.	An account-owned domain can be assigned to one workspace. Assignment controls which workspace can use the domain and its linked resources. A workspace-owned domain is already exclusive to its owner workspace and does not need a separate assignment.
Provider	The email/setup provider associated with the domain, such as Google, Microsoft 365, SMTP/IMAP, or Zapmail.	The provider indicates where mailbox or managed setup actions originate. It is not necessarily the authoritative DNS provider; for example, a Google mailbox can use DNS hosted somewhere else. Provider capabilities determine which setup steps LeadsParrot can automate.
DNS check	The aggregate result for all required, non-skipped DNS records. Common values are Pending DNS, Partially verified, Verified, and Failed. A visible help action appears when the result is not verified.	The help action opens the exact saved problem and a What to do now instruction. Pending DNS means required records have not all been verified. Partially verified means only some required records passed. Verified means all currently required records passed. A tracking-only domain using LeadsParrot tracking has no required custom CNAME. Failed means at least one currently required record failed, conflicts, or has a configuration error. If the only saved failure is an obsolete optional custom-hostname check, the dialog explains that email tracking is working and directs you to run the check again to clear it. This result does not describe domain registration expiry or mailbox OAuth.
Sending readiness	The combined sending-readiness result: Ready, Blocked, Not checked, or Not required.	Sending readiness uses required SPF, DKIM, and DMARC setup plus known linked-mailbox provider or authorization blockers. Email tracking and MX are reported separately. A blocked result can keep linked email accounts from becoming eligible for campaign sending. Not required means the saved domain is tracking-only and is not being evaluated as a sending domain. Ready confirms required configuration, not inbox placement.
SPF	Whether LeadsParrot found and validated the expected Sender Policy Framework record.	SPF authorizes sending systems for the SMTP return-path domain. Missing, conflicting, or incorrect SPF blocks sending readiness when the domain is configured for sending. A tracking-only domain shows Not required because SPF is unrelated to its tracking role. A verified SPF record does not by itself guarantee DMARC alignment or delivery.
DKIM	Whether the expected provider-supplied DKIM selector and public key are present in DNS.	DKIM lets receiving services validate the provider's message signature. Missing or incorrect DKIM blocks sending readiness when the domain is configured for sending. A tracking-only domain shows Not required. LeadsParrot cannot create the provider's private key or enable signing inside an external mail provider.
DMARC	Whether the domain publishes a structurally acceptable DMARC policy.	DMARC connects SPF or DKIM authentication to the visible From domain. Missing or invalid DMARC blocks sending readiness when the domain is configured for sending. A tracking-only domain shows Not required. A verified DNS policy does not prove that every individual message passed DMARC alignment.
MX	Whether public MX records show where the domain receives email.	MX affects inbound mail and reply readiness, but it does not authorize outbound sending. A warning here means replies may not reach the intended inbox even when outbound sending authentication is ready.
Email tracking	The effective domain-level email-tracking behavior: LeadsParrot tracking, Custom tracking pending, Custom tracking active, or Needs attention.	LeadsParrot tracking means tracked emails work through track.leadsparrot.com with no customer DNS change. Custom tracking pending means custom-hostname DNS, certificate, or live verification is genuinely in progress. Custom tracking active means the custom hostname is ready. Needs attention means the requested custom hostname has a real failure. Tracking status does not block SPF, DKIM, DMARC, mailbox sending, or replies; LeadsParrot uses its hostname for future tracked emails when the custom hostname is unavailable.
Reply	The reply-inbox readiness derived from MX: Ready, Warning, or Not checked.	Ready means MX records were found for receiving mail. Warning or Not checked asks you to review inbound-mail setup. Reply readiness is diagnostic and does not replace a real reply test or block outbound authentication by itself.
Email accounts	The number of active, non-archived email accounts linked to the domain.	The count helps you judge the impact of ownership transfers, assignment changes, pause or resume actions, and domain problems. It is not a count of accounts currently ready to send. Review Email Accounts for each account's connection, warm-up, daily limit, and campaign eligibility.
Last checked	When LeadsParrot last completed the domain DNS health check, shown in your active display timezone; - means no completed domain check is recorded.	Use this timestamp to judge whether the displayed DNS results include a recent change. It does not represent the last mailbox connection test, the last sent email, or necessarily the most recent standalone custom-hostname reconciliation. Run Check after changing DNS, while allowing time for propagation.
Actions	Controls for domain details, a health check, pause or resume, and email tracking.	Manage domain opens the dedicated domain detail page, Check refreshes public DNS results, Pause/Resume controls linked sending, and Email tracking opens the domain-level tracking setup. Disabled or loading controls indicate that the action is unavailable or already running.

Dedicated domain detail page

Every accessible domain has one canonical detail page at /app/domains/:domainId. Open it by choosing the domain name or Manage domain from the Domains & Deliverability table. The page keeps the domain name as its contextual heading and provides direct actions to run a DNS check, configure Email tracking, and pause or resume the domain. These actions appear in a compact toolbar; Run DNS check is emphasized because it refreshes the health information, while the other controls remain secondary until you need them. Email-account management stays in the Linked email accounts section and opens the canonical Email Accounts page instead of reopening a generic connection sheet.

The summary identifies the setup type, provider, current purpose, DNS-management method, ownership, assigned workspace, linked email-account count, and most recent DNS check. Email tracking only explains why sending-specific checks may show Not required: the saved domain is not currently being evaluated as a sending domain.

The Health and readiness explained section gives every table result its own complete card:

Cards with a failed, blocked, conflicting, configuration-error, or Needs attention result use a red border and a very light red background so the sections requiring action stand out from healthy and informational results.

• DNS check explains the aggregate required-record result and distinguishes it from registration, mailbox authorization, and domain pause.
• Sending readiness explains campaign sender eligibility, authentication, and linked-email-account blockers. Ready is configuration readiness, not a promise of inbox placement.
• SPF, DKIM, and DMARC explain the authentication purpose, operational effect, current result, relevant DNS name, expected value, observed value, and next action. A card explicitly explains Not required for a tracking-only domain.
• MX explains inbound routing and why it is separate from outbound sending.
• Email tracking explains the effective shared domain-level method and links to the setup surface when custom tracking is pending or needs attention.
• Reply readiness explains its MX-derived inbound-mail result and why a real reply test may still be useful.

Below those explanations, DNS records shows the exact saved purpose, record type, DNS name, expected value, whether it is required, its current status, errors, and last-check time. Linked email accounts explains that these records are sender identities on the domain and lists provider, connection type, status, daily limit, and last connection test. The page also shows recent full-domain verification runs and domain activity so a current result can be understood in context.

For a tracking-only domain using LeadsParrot tracking, the optional track.your-domain.com CNAME is not part of the required domain check. If an older saved custom-hostname record still exists while custom hostname provisioning is unavailable, LeadsParrot marks that record as skipped, keeps email tracking on track.leadsparrot.com, and does not fail the domain because the optional CNAME is missing.

Understanding the Needs attention summary

The summary beside the domain name lists the columns currently contributing an attention state. For example:

• DNS check means the aggregate required-record result is pending, partial, or failed. Choose its help action for the saved explanation and next action.
• SPF, DKIM, or DMARC identifies the specific outbound-authentication check affecting sending readiness.
• MX or Reply readiness identifies an inbound-mail concern.
• Email tracking identifies a real custom-hostname setup or health problem. Active LeadsParrot tracking is working fallback behavior and is not an email-tracking attention issue.
• Sending readiness means one or more required authentication or linked-mailbox checks currently prevent the domain from being treated as ready for campaign sending.

Use the summary as a pointer, then read the named column badges. A domain can have a working email account and working LeadsParrot tracking while another independent domain check still needs attention.

SPF: the sending-service allowlist

Sender Policy Framework (SPF) is a TXT record on the domain. It lists the mail services or IP addresses that are allowed to send using that domain for the SMTP return path. A receiving mail service compares the server that delivered the message with the published SPF policy.

Think of SPF as a guest list for sending systems, with two important qualifications:

• SPF authenticates the return-path or envelope identity used during delivery, which can differ from the visible From address.
• A domain should normally publish one combined SPF policy. Adding a second independent v=spf1 record can create a permanent SPF error instead of granting more access.

LeadsParrot checks whether the expected SPF value is present and reports missing, conflicting, or incorrect configuration. Do not add an arbitrary provider include or copy a sample value without confirming that it matches the actual sending provider.

DKIM: the verifiable message signature

DomainKeys Identified Mail (DKIM) lets the sending service add a cryptographic signature to each outgoing message. The provider keeps the private key and publishes a selector-specific public key in DNS, usually at a name such as selector._domainkey.example.com. A receiving service uses that public key to check that the signed parts of the message were not altered and that the signing domain authorized the signature.

LeadsParrot can verify a DKIM DNS record only when the selector and public value are known. For a direct mailbox, those values usually come from Google Workspace, Microsoft 365, or the relevant mail provider. Connecting a mailbox does not give LeadsParrot permission to invent a DKIM key or enable signing inside that provider. Complete the provider's DKIM setup first, then publish the exact record it provides.

DMARC: pass plus alignment

Domain-based Message Authentication, Reporting, and Conformance (DMARC) connects SPF and DKIM to the domain people see in the visible From address. A message passes DMARC when at least one of these paths succeeds:

• SPF passes and its authenticated domain aligns with the visible From domain; or
• DKIM passes and its signing domain aligns with the visible From domain.

Alignment is why the statement “DMARC fails only when both SPF and DKIM fail” is incomplete. SPF or DKIM can pass its own technical check but use a different, non-aligned domain, leaving no passing aligned identity for DMARC.

A DMARC policy is published as a TXT record at _dmarc.example.com. Policies such as p=none, p=quarantine, and p=reject tell receivers what the domain owner requests when DMARC fails. Receiving services still apply their own filtering and enforcement decisions.

The Domains page verifies the public DMARC DNS policy. It does not currently ingest aggregate DMARC reports or claim that every message sent from the domain passed message-level DMARC. A verified DNS policy means the record is present and structurally acceptable; it is not a guarantee of delivery or inbox placement.

MX and custom email tracking are different checks

Mail exchanger (MX) records identify the services that receive mail for the domain. They matter for replies and inbound readiness, but they do not authorize outbound sending.

A custom tracking CNAME, such as track.example.com, points to LeadsParrot's tracking service and is the recommended choice when you can update DNS. This CNAME does not replace SPF, DKIM, DMARC, or MX and does not authorize LeadsParrot to send mail as the domain.

If custom tracking is not configured or stops verifying, LeadsParrot uses track.leadsparrot.com for future tracked sends. Existing tracking addresses continue to use the hostname selected when those messages were created.

How custom email tracking and DNS work

Email tracking needs a hostname that LeadsParrot can use when it detects recipient activity on tracked messages. You can use either the shared LeadsParrot hostname or a custom hostname on your own sending domain. This choice is shared by every connected email account on that domain.

Option 1: LeadsParrot tracking with no DNS change

With LeadsParrot tracking, future tracked emails use track.leadsparrot.com. There is nothing to publish at your DNS provider, and tracking can continue while custom-hostname setup is unavailable or incomplete.

For example, [email protected] can send a tracked email while the domain uses track.leadsparrot.com. The visible From address remains [email protected]; the tracking hostname does not replace the sender address or the sending provider.

This is the quickest working option, but it relies on a hostname shared across LeadsParrot accounts. It is a fallback and convenience option rather than the preferred long-term configuration when you control the domain's DNS.

Option 2: a custom tracking hostname

Custom email tracking uses a subdomain of your domain, normally track.your-domain.com. For jeerox.com, the recommended hostname is track.jeerox.com.

The manual DNS record shown by LeadsParrot has this form:

Field	Example for jeerox.com	What it does
Type	CNAME	Makes one hostname an alias of another hostname.
Name	track.jeerox.com	The custom hostname used for future tracked emails after activation. Some DNS providers ask for only track because they append jeerox.com automatically.
Target	tracking.leadsparrot.com	Routes the custom hostname to the LeadsParrot tracking service.
Proxy mode	DNS only	Lets LeadsParrot validate and serve the hostname directly. Use DNS-only mode when your provider offers proxying unless LeadsParrot explicitly instructs otherwise.

Do not add both a CNAME and an A, AAAA, or second CNAME record at the same track.jeerox.com name. Conflicting records prevent reliable validation.

After the record is added, the activation sequence is:

1. A public DNS lookup for track.jeerox.com must resolve through the CNAME to tracking.leadsparrot.com.
2. LeadsParrot confirms that the hostname belongs to the saved domain setup.
3. The tracking platform provisions and validates secure HTTPS service for the hostname. A correct CNAME alone is not enough until this step succeeds.
4. LeadsParrot verifies the live hostname and marks it Custom tracking active.
5. Future tracked emails for connected @jeerox.com email accounts use track.jeerox.com. Messages created earlier can continue using the hostname selected when they were sent.

DNS changes are not immediate everywhere. Resolver caches, the record's previous TTL, and secure-hostname provisioning can delay activation. Allow time for those steps before treating a newly added record as broken.

Manual DNS and connected Cloudflare

Both setup methods produce the same end result: a custom tracking CNAME that must resolve publicly and a secure hostname that LeadsParrot can serve.

• Manual DNS means you copy the exact CNAME from LeadsParrot into your DNS provider. LeadsParrot cannot publish or remove that record for you.
• Connected Cloudflare lets LeadsParrot publish and monitor the supported CNAME in a matching Cloudflare zone that you authorized.

Manual DNS bypasses the need for LeadsParrot to edit your DNS through the Cloudflare API. It does not bypass the tracking platform's hostname and secure certificate provisioning. If that shared provisioning capability is temporarily unavailable, neither a manually added CNAME nor an automated Cloudflare record can be activated yet. Keep LeadsParrot tracking selected until custom setup becomes available; email tracking continues to work in the meantime.

Why custom tracking is recommended

A custom hostname provides stronger brand consistency and gives you more control over the domain used for tracking. It also reduces reliance on a shared tracking hostname whose reputation can be influenced by unrelated senders. Google advises senders to limit sharing domains because reputation problems on shared domains can affect deliverability. See Google's email sender guidance.

Custom tracking can support better deliverability hygiene, but it cannot guarantee inbox placement or prevent an email provider from blocking a message. Receiving providers evaluate many signals, including SPF, DKIM, DMARC, sending domain and IP reputation, complaint and bounce rates, recipient engagement, content, destination links, volume, and sending consistency. A custom tracking hostname does not repair problems in those areas.

It also does not replace any of the following:

• SPF, which authorizes sending systems;
• DKIM, which validates the provider's message signature;
• DMARC, which checks authentication alignment with the visible From domain;
• MX, which routes inbound email and replies; or
• the email account's Google, Microsoft, SMTP, or IMAP connection.

Understanding the tracking statuses

• LeadsParrot tracking means tracking is working through track.leadsparrot.com. No DNS action is required, but custom tracking is recommended when it becomes available.
• Custom tracking pending means custom-hostname activation has started and DNS, secure-hostname provisioning, or live verification has not finished.
• Custom tracking active means the custom hostname passed activation and is used for future tracked messages on the domain.
• Needs attention means there is a real custom-hostname problem. Review the exact CNAME, remove conflicting records, use DNS-only mode when applicable, allow for propagation, and run the check again.

If you cannot change DNS, using LeadsParrot tracking is a valid working choice. If you can change DNS and custom-hostname provisioning is available, use the custom hostname as the recommended long-term choice.

What LeadsParrot configures automatically

Automation depends on the setup and on the provider permissions available to LeadsParrot:

• Managed provisioning and connected provider accounts: LeadsParrot can request or publish supported records through the provider APIs available for that setup. Zapmail remains the disclosed managed provider. A successful provider action is still followed by public DNS verification.
• Direct mailbox with connected Cloudflare: LeadsParrot can manage supported DNS records only in a matching Cloudflare zone authorized by that connection. Mail-provider actions such as generating a DKIM key or enabling DKIM signing remain in the mail provider.
• Direct mailbox with manual DNS or an unsupported provider: LeadsParrot shows the exact supported record instructions and verifies the public result. The domain owner must make the change at their DNS or mail provider.

LeadsParrot never treats API success as proof that public DNS is healthy. DNS propagation, record conflicts, revoked provider access, and later changes can all affect the live result.

Monitoring, issue alerts, and recovery

LeadsParrot checks saved domain configuration after manual checks and during scheduled health monitoring. It watches SPF, DKIM, DMARC, MX, tracking CNAME, and supported provider-connection outcomes.

When a new or changed issue is found:

• an in-app Deliverability notification is created for eligible account or workspace recipients;
• an email notification is sent when that event is enabled under Profile Settings > Email notifications; and
• the notification links to Domains & Deliverability with the attention filter applied.

Repeated scheduled checks of the same unchanged issue do not keep creating notifications. If the issue changes materially, LeadsParrot creates an updated alert. When all monitored issues for that domain recover, LeadsParrot creates a separate recovery notification. A failed Cloudflare connection also creates a transition-based issue alert and a later recovery alert when provider access works again. Email alerts are optional and enabled by default; turning them off never suppresses in-app alerts.

Eligible recipients are active account owners and administrators, plus users whose role and permissions allow Email & Domain Setup for the affected account or workspace. Workspace-scoped alerts identify the workspace.

Good practices

• Keep one intentional SPF policy and combine authorized services within it.
• Copy DKIM selectors and public keys exactly from the mail provider; never publish a private key.
• Start DMARC enforcement deliberately, review real sending sources, and strengthen policy only when legitimate mail is aligned.
• Keep tracking CNAME records in DNS-only mode when the DNS provider offers proxying, unless LeadsParrot explicitly instructs otherwise.
• Run a manual check after a DNS change, but allow time for propagation and certificate issuance.
• Treat Ready as a configuration result, not a promise of inbox placement. Reputation, bounce and complaint rates, recipient engagement, list quality, content, and receiver policy still matter.

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 LeadsParrot has an active provider connection for the email account. Ready also requires a successful connection test and acceptable linked-domain checks when the email account has a linked LeadsParrot domain.
• 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 Email Accounts and Domains filters are stored in filter- browser parameters. Copying the current URL preserves the search and selected filter controls together with the active account or workspace context.