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Email & Domain Setup

Email & Domain Setup is where domains, DNS records, connected provider accounts, and email accounts are prepared for LeadsParrot email engagement workflows. It can be opened from account scope or workspace scope.

Setup options​

LeadsParrot has three Email & Domain Setup options:

  • Provider account for connecting your Zapmail workspaces through an account-level connection.
  • Managed provisioning for managed domains and email accounts through Zapmail.
  • Direct mailbox for directly connecting existing mailboxes such as Google email accounts.

Cloudflare and DNS automation are supporting integrations, not separate setup options.

Use Set up domains and emails when you want to compare all three paths first. Managed Domains & Email Accounts is previewed initially. While the setup path options are visible, the dialog shows only the chooser and its selected or focused preview; setup configuration remains hidden. Point to or keyboard-focus another path to preview its description and image. Select a path to hide the other choices and open only that path and its settings. Path-specific setup actions on the page open directly into that path without showing the full chooser first.

Manage actions appear on a setup option after it has connected, active, or actionable resources. Empty setup options show the setup action first. Managed provisioning data syncs automatically.

Use Manage on Connect Zapmail Workspaces to open the dedicated Connected Zapmail Workspaces page. That page lists Zapmail workspace bindings from accounts you connected and provides synchronization, provider-account management, warm-up decision, and delegated-access controls. Use Connect another Zapmail workspace there to open the provider-account setup flow without leaving the page.

Managed provisioning shows Purchase before any managed domains, email accounts, orders, or subscriptions exist. After managed resources or orders exist, the hub shows Manage for the dedicated managed provisioning page and the purchase action changes to Buy more when active managed inventory exists.

Managed Domains & Email Accounts​

Managed Domains & Email Accounts is the managed provisioning path. It helps you buy managed domains and email accounts through Zapmail without connecting your own Zapmail provider account first.

Purchases use a four-step checkout wizard.

1. Configure purchase​

Choose whether you are buying new domains and email accounts together or buying more email accounts for an existing active managed domain.

  • Buy domains and accounts shows the email-account slider, domain slider, and domain search step.
  • Buy email accounts to an existing domain targets one active managed domain subscription. In this mode, the domain slider and domain search are hidden because no new domain is being purchased.
  • Zapmail is shown as the managed provider while it is the only enabled provider.
  • Zapmail-managed purchases include email account access for purchased inboxes.
  • The ESP selector lets you choose Google Workspace or Microsoft 365.
  • The email-account and domain sliders show the current value in the top-right control. Use the up/down controls for one-step changes, the slider for larger changes, or the pencil icon to enter an exact number.
  • New purchases start with the recommended balanced setup: 12 email accounts across 4 domains, or 3 email accounts per domain.
  • Managed provisioning allows up to 5 email accounts per domain. The domain slider minimum increases automatically when you raise the email-account quantity, so the purchase stays within this safety cap.
  • Domain quantity cannot be higher than the email-account quantity.
  • The distribution preview lists grouped results, such as 280 domains include 2 email accounts each, so large purchases stay readable.
  • The distribution preview also shows the current mailbox-to-domain ratio:
    • 1-2:1 is very conservative and best for new domains or high-value campaigns.
    • 3:1 is balanced and is the recommended default.
    • 4-5:1 is cost-efficient for scaling, but higher-risk and better for advanced setups.
  • Ratios above 5:1 are not selectable and will not be accepted at checkout.
  • Add-more purchases show the selected domain's current email-account count and remaining slots. A domain with 3 existing email accounts can add up to 2 more; a domain already at 5 email accounts is unavailable for add-more checkout.

Managed orders and renewals​

Use Manage on the Managed Domains & Email Accounts card to open the dedicated managed provisioning page. Use Purchase domains & email accounts on that page to open another managed purchase without returning to the setup hub. The top summary cards match the three main tabs: Orders, Subscriptions, and Upcoming renewals. The upcoming-renewals summary counts active subscriptions with a period end in the next 30 days. Deleted orders stay inside the Orders tab history section instead of the top summary row.

Orders include normal managed purchases and renewal payment orders. Upcoming renewals is different: it shows subscriptions that are due to renew soon, not payment records that have already been created.

Order types in the Orders table mean:

  • New purchase is a new managed domain and email-account purchase.
  • Add mailboxes adds more managed email accounts to an existing managed domain that still has remaining capacity.
  • Prewarmed purchase uses available prewarmed managed inventory instead of starting from a new domain purchase.
  • Renewal payment is the payment order created when an existing managed subscription renews. It stays in Orders, while Upcoming renewals only lists subscriptions due within the next 30 days.

Quoted, payment-pending, and payment-authorized orders are normal order states. An authorization is a temporary card hold; LeadsParrot has not captured the payment yet. These orders do not appear as Needs attention unless the order later fails, becomes unavailable, requires payment review, enters provider refund review, or has an overdue or failed renewal.

Unpaid orders can be deleted from the managed provisioning page. Deleting an unpaid order cancels it before provider submission and keeps it in Deleted orders. The Deleted orders table shows when each order was deleted instead of showing a payment date, because paid orders cannot be deleted. Deleted orders keep their order details action so you can reopen the order summary later.

Search orders by order ID, order label, domain, email account, status, provider, or email service provider. You can also filter by status or email service provider. Open an order's details and use Overview to review its ID, status, domains, and email accounts grouped by domain. Use Price breakdown to review each domain's one-year registration or renewal charge when available, the annual domain subtotal, the monthly email-account quantity and subtotal, the currency, and the recorded combined order total. Domain component prices are labeled / year and email-account component prices are labeled / month. The Orders table amount and final price-breakdown total remain the combined order total without a single billing-period label. Historical orders that do not contain enough component pricing still show their recorded total and mark unavailable component details clearly. Use Order history for a chronological timeline of customer-safe order, payment, refund, and provider events. History entries explain what happened without separate informational or in-progress chips. Attribution is shown for account users, Stripe, and Zapmail when known; repetitive LeadsParrot system attribution is omitted. Technical payment identifiers, provider costs, markup details, and provider diagnostics are not shown there.

Selecting Open checkout closes any older checkout link for that order, confirms that the order is still available, and opens a fresh Stripe checkout in a new tab. Stripe shows the order type, provider, email service provider, and domain and email-account counts. If you return without completing checkout, LeadsParrot confirms that no payment was made. Completing Checkout authorizes the card first. LeadsParrot checks availability again and asks Zapmail to accept the order details before capturing payment.

If availability changes before capture, LeadsParrot releases the authorization and records the outcome in Order history. No payment is collected. If an outdated checkout somehow completes after being replaced, LeadsParrot cancels its authorization or automatically refunds a captured payment when provider fulfillment demonstrably did not begin. An uncertain payment or provider result becomes Payment review needed, and the LeadsParrot team is notified for review.

2. Choose domains​

Use the domain search tabs to choose how suggestions are generated.

  • Basic search checks one or more base terms such as acme growth. Separate terms with spaces and do not enter full domains with endings such as .com or .org.
  • Smart search lets you enter terms separated by spaces. LeadsParrot AI ranks clean domain labels, then requests Zapmail suggestions for the domain endings you selected.
  • With contextual generic terms off, Smart search uses only the words you enter. You can enter more than three search terms, but each suggestion remains a short two-word or three-word combination of those terms. For example, a search for lead parrot mail with only .biz selected can return combinations such as maillead.biz, leadparrot.biz, parrotlead.biz, parrotmail.biz, or mailparrot.biz. LeadsParrot does not add synonyms, extra words, hyphens, or unstated context in this mode.
  • Smart search can optionally allow LeadsParrot AI to add contextual generic terms such as try, get, now, or best when they fit the terms you typed. This option is off by default and does not consume tokens. When it is enabled, an optional business-context box appears so you can describe what the business does and help LeadsParrot AI choose more relevant generic terms, but leaving it blank does not disable contextual generic terms.
  • When contextual generic terms are enabled, an Exclude terms box also appears. Separate excluded words with spaces. LeadsParrot removes suggestions containing excluded terms before checking availability. If a word is both searched and excluded, the exclusion wins.
  • Use How LeadsParrot AI chose these after a smart search to review search terms understood, contextual suggested terms, exclude terms, skipped terms, and ideas checked. Ideas checked show the domain idea, score, terms used, and a plain-language reason.
  • Smart-search ideas containing words you did not enter or approve are removed before the provider lookup. Zapmail may still return related available variations under Other suggestions.
  • Domain search results use the suggestions returned by Zapmail. LeadsParrot validates the selected domains and email service provider again during quote and checkout, so a suggestion can still become unavailable before purchase.
  • Every completed Basic or Smart search separates available results into Exact matches and Other suggestions. Exact matches use the complete base term entered in Basic search or generated as a Smart-search idea. Other suggestions contain the additional available variations returned by Zapmail. Both groups can be selected, grouped, copied, and carried into previous results when a new search runs.
  • If Smart search cannot create valid domain ideas, try clearer brand or business words, add business context, or use Basic search when you want to check random strings directly.
  • If search terms are generated but no domains are available for the selected domain endings (TLDs), try different terms, select more endings, or add business context in Smart search.
  • When Zapmail returns no suggestions, LeadsParrot shows No available domains were found without running separate checks for every term and domain ending. Domains that Zapmail identifies as restricted or unavailable appear in an amber notice.
  • Domain endings are also called TLDs. They are the last part of a domain, such as .com, .net, or .org.
  • Supported domain-ending choices are .com, .net, .org, .biz, and .live.
  • Each new search shows only the current Domain search results. Earlier unselected results move into Previous domain results, which can be expanded or cleared.
  • Selected domains persist across searches until the configured domain count is reached.
  • While a domain search is running, use Cancel search to stop waiting and cancel the active request. Basic and Smart search mode switching is disabled until the search finishes or is cancelled.
  • If a Smart search is still running after the top search button scrolls out of view, LeadsParrot shows a small running notice at the bottom of the setup dialog.
  • After a successful Smart search, a Retry action appears in Domain search results while the current Search terms, contextual-generic-terms toggle, business context, and exclude terms still match that Smart search. Changing any of those inputs hides Retry until the same values are restored. TLD changes do not hide Retry.
  • The How LeadsParrot AI chose these action stays available for the last completed Smart search until a newer Smart search result replaces it, even if you edit the current Smart-search inputs and Retry disappears.
  • Suggested-domain, previous-result, and selected-domain chips show the one-year registration price plus the annual renewal price in smaller secondary text.
  • Use Group by TLD or Group by domain to organize domain options. Group by TLD splits results into .com, .net, .org, .biz, and .live groups. Group by domain keeps the same base name together, such as example.com, example.net, and example.org under example.
  • Use the copy action beside the grouping controls to copy the visible domain-search results or selected domains. The copy menu offers Single per line and Comma-separated values formats.
  • If previous domain results are available, copying domain-search results asks whether to copy only the most recent results or include previous results too. Grouped copies stay grouped in plain text with the same headers shown in the app.
  • Domain search results and Previous domain results share the same grouping mode. Selected domains have independent grouping controls, so changing selected-domain grouping does not change search results.

3. Name email accounts​

After choosing domains, create the email account names.

  • Bulk identities creates reusable email account identities once, then fills domains by mailbox position. LeadsParrot creates one identity row for each mailbox position needed across the selected domains. If one domain needs a third mailbox and the others do not, only that domain uses the third identity row. Bulk identities support both a card view and a compact list view, and each identity row shows the final email accounts it produces. Card view shows up to three email-account chips at first and adds Show more when an identity produces additional email accounts.
  • Per-mailbox setup lets you edit every generated email account row directly in one compact table. Use this when each mailbox needs its own sender name, email prefix, final email account review, or optional profile image before checkout.
  • Switching between Bulk identities and Per-mailbox setup shows a confirmation dialog because the two modes handle mailbox settings differently and current edits may be lost or may not carry over cleanly.
  • First and last names are recommended where appropriate.
  • Role-style email prefixes such as contact, support, or sales are allowed.

Generic or non-name email accounts are allowed, but overusing addresses like contact@, support@, or sales@ can make email accounts look suspicious to ESPs.

Use Fill from file to edit names in a spreadsheet. Each naming mode can export an empty .xlsx template with the selected domain references or a filled .xlsx template with the values already entered in the wizard. Exported .xlsx files include an Instructions sheet, gray protected DO_NOT_EDIT_ reference columns, and green editable columns. Edit only first_name, last_name, email_prefix, and profile_image_url; changing protected reference columns makes the import fail. Bulk identities templates show DO_NOT_EDIT_applies_to_domains because one identity can apply across multiple selected domains. Per-mailbox setup templates show DO_NOT_EDIT_domain and DO_NOT_EDIT_email_account because each row belongs to one generated email account. Imports accept .xlsx, .xls, or .csv, but the file must match the active naming mode. CSV files cannot preserve spreadsheet colors or protection. If editable cells are blank, LeadsParrot asks whether to keep their existing values, clear them, or cancel the import.

Profile images are optional. In the naming step, each row includes a square image tile with actions to add, replace, remove, or import an image URL. Most views show those actions when you point to the image tile; compact list view places them beside the tile. Spreadsheet imports accept profile images only as HTTPS image URLs. Uploaded files are cropped to 1024x1024. Images imported from a URL must be square JPEG, PNG, or WebP files no larger than 2MB; LeadsParrot resizes accepted images to 1024x1024. The profile image is applied to the email account during provisioning.

Bulk identities include a Compact view and Details view toggle. Compact view keeps the email-account output condensed to the first email-account chip plus a +N indicator, uses tighter inputs and smaller image tiles, and hides the applied domains. Select the +N indicator to open a sheet with the full generated email-account list, one email account per line. Details view shows the full email-account output and the applied domains.

Each bulk identity row and each per-mailbox setup row includes a Regenerate action that refreshes the first name, last name, and email prefix from a random LeadsParrot default identity. Regenerate all is available in both naming modes and refreshes every row in the step after you confirm that manual edits will be overwritten.

4. Billing and checkout​

The review step shows the quote, email-account distribution, and Stripe checkout action.

If the account billing/contact profile is incomplete when Managed Domains & Email Accounts opens, LeadsParrot shows an early notice. You can continue setup without completing billing information yet. If you have Account Settings permission, a Billing step appears after Names. In that case, the Names step action changes to Continue to billing instead of Review quote. Use the wizard Continue action on the Billing step to save billing information and move to quote review. The Billing step also reminds you that this account-level billing form usually needs to be completed only once and is then reused for later managed provisioning purchases. Billing email is not entered there; LeadsParrot uses the account owner email automatically for billing/contact email and managed provisioning user setup. Country and phone country code use searchable dropdowns there, and the phone country code list shows country flags and dialing codes. Empty or invalid billing fields are highlighted inline in the Billing step before the save is attempted. If you do not have Account Settings permission, the Billing step is not shown; Review quote shows a blocker explaining that an account admin must complete billing information before exact quote and checkout.

Stripe checkout is separate from the billing/contact profile. If you do not have Account Subscription permission, you can still complete setup details and review the quote, but the checkout action is disabled until an account user with Account Subscription permission starts Stripe checkout. You can add more email accounts to purchased managed domains later through Buy more.

Custom email tracking hostnames​

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.

LeadsParrot recommends using a custom hostname such as track.your-domain.com for email tracking. You can add the exact CNAME shown by LeadsParrot at your DNS provider, or let LeadsParrot add and monitor it through a matching connected Cloudflare account. If you cannot update DNS or want setup with no DNS changes, use track.leadsparrot.com instead.

  • For Zapmail provider-account and managed-provisioning domains, LeadsParrot requests the CNAME through the provider API when that DNS capability is available.
  • After connecting a direct Google email account, choose a custom tracking hostname with manual DNS, a matching Cloudflare account connected under Account Settings > Domain & DNS Providers. For an email account that is already connected, open Email Accounts, use its Email tracking status or row More actions > Email tracking for example.com, or open Email account settings > Email tracking for example.com. LeadsParrot substitutes the actual domain. The same action appears beside each mailbox under Email & Domain Setup > Connected direct mailboxes. Choosing a custom tracking hostname creates or reuses an account-owned domain record and links the email account. Choosing the LeadsParrot hostname does not create an unnecessary domain record.
  • Manual setup shows the exact CNAME name and target to add. Cloudflare setup safely creates or adopts the exact CNAME and never overwrites a conflicting record. Use DNS-only mode rather than proxying for this CNAME.
  • Check setup verifies that the custom tracking domain is ready to use. DNS alone is not enough.
  • If LeadsParrot reports that custom hostname setup is temporarily unavailable, the custom option cannot be saved. This is a LeadsParrot platform-configuration state, not confirmation that the CNAME is incorrect. Choose Use the LeadsParrot tracking domain and save; tracked emails continue to work through track.leadsparrot.com.
  • Until all checks pass, future sends automatically use track.leadsparrot.com. LeadsParrot checks the setup regularly and switches to the custom hostname when it is healthy. Tracking addresses already included in sent messages do not change.
  • The tracking CNAME is unrelated to SPF, DKIM, DMARC, and MX. Adding it does not grant LeadsParrot access to the mailbox or general control of the domain.

You may keep using the LeadsParrot hostname if you cannot change DNS. Sending and open detection still work without a custom tracking hostname.

The wider Email tracking column in Email Accounts distinguishes these states:

  • LeadsParrot tracking: tracked messages use track.leadsparrot.com; no DNS change is required.
  • Custom tracking pending: the custom hostname is still being verified.
  • Custom tracking active: the custom hostname is ready.
  • Needs attention: the custom hostname has a conflict or failed check. Open Email tracking for the domain to see the reason and recheck it.

Email domain and linked domain​

Every email account has an email domain from its address. For example, [email protected] has the email domain example.com.

A linked domain means something more specific: the email account is associated with a saved LeadsParrot domain record. Linked domains can carry domain readiness checks, ownership, workspace assignment, and domain pause or resume behavior.

Provider-account and managed-provisioning email accounts have linked LeadsParrot domains because those setup options manage domains and email accounts together.

Direct mailbox setup is different. A direct mailbox is an existing inbox connected through OAuth. LeadsParrot can show the email domain from the mailbox address even when there is no matching LeadsParrot domain record. Choosing track.leadsparrot.com leaves that mailbox external when no saved domain exists. Choosing a manually configured or Cloudflare-managed custom tracking hostname creates or reuses an account-owned domain record and links the mailbox. Tracking management is domain-level: other connected email accounts using the same saved domain inherit the same tracking hostname.

The Google connection form asks for an optional Email Address to connect and a warm-up choice. It does not ask you to enter or select an email domain: LeadsParrot derives the authoritative domain from the email address returned by Google after authorization. The email address is only a Google login hint and mismatch safeguard. Choose whether the email account should warm up, is already warmed, or should ignore warm-up. Read Email Warm-Up before choosing if you are unsure how the choice affects campaign eligibility and sending limits. Use Connect Google email, or press Enter while the email-address field is focused, to continue to Google authorization.

Google authorization permissions​

Complete the connection in this order:

  1. Enter the email address of the Google account you want to connect.
  2. Choose the warm-up choice for this email account.
  3. Continue to Google. On Choose what LeadsParrot can access, choose Select all and confirm that every requested permission is selected.
  4. Approve the permissions, and you'll be redirected to LeadsParrot. If any required permission is omitted, LeadsParrot cannot complete the connection and will ask you to authorize the account again.

After a successful connection, use Connect another to reopen the direct-mailbox dialog for another Google email account. Use Manage email account to open Email Accounts with the newly connected address already applied as the search filter. Use Review domains to review the connected address's domain setup.

When a new Google direct inbox is connected, LeadsParrot immediately sends a security notification to that Google email address. The message identifies the LeadsParrot account and its account owner, summarizes what the authorization allows, links to these permission details, and links to the immediate-disconnection instructions if the connection was accidental or unauthorized. Routine reauthorization of an existing direct inbox does not send another new-connection notice.

The Google permissions screen shows two permission rows:

  • Send email on your behalf (gmail.send) lets LeadsParrot send campaign messages, test messages, and other messages you initiate through this connected Google email account.
  • Read, compose, and send email from your Gmail account (gmail.modify) lets LeadsParrot find replies in conversations that LeadsParrot started and manage LeadsParrot conversation labels on those tracked Gmail threads. Google grants this as a broad Gmail permission, but LeadsParrot uses it only for messages sent by LeadsParrot and replies in those exact threads. LeadsParrot does not use this connection to browse or read unrelated inbox email. This permission does not allow LeadsParrot to bypass Trash and permanently delete Gmail messages.

Google also returns the basic identity of the account you select (openid and email). LeadsParrot uses that identity to confirm that the selected Google account matches Email Address to connect. Basic identity does not grant mailbox access and does not appear as another selectable Gmail permission row on this screen.

Both displayed permissions are required for the implemented Google connection. Sending would not work without gmail.send, while tracked replies and LeadsParrot conversation-label management would not work without gmail.modify. Tracked threads are checked every 5 minutes for up to 90 days after the latest send.

Review setup activity​

Recent setup activity shows the latest provider, DNS, domain, and email-account setup changes. Each row uses a customer-readable activity name and shows the affected email address or resource, who performed the action, and when it happened in your display timezone. User actions show the user's display name and email when available. Automated actions show LeadsParrot system.

Use the controls above the table to:

  • Search by activity, email address, resource, or performer.
  • Filter to email accounts, domains, DNS records, or provider connections.
  • Filter by the name or email address of the person who performed the action, or search for system activity.

Choose View all activity to open the complete Email & Domain Setup history with the same filters and pagination. This setup history is separate from the general Account Activity Log, which focuses on account and workspace processes.

  1. Open Email & Domain Setup.
  2. Preview the setup paths, select one, then review its full setup details.
  3. Add or review domains.
  4. Publish or automate DNS records.
  5. Verify SPF, DKIM, DMARC, and tracking records.
  6. Connect at least one email account.
  7. Choose or review warm-up behavior for the email account.
  8. Run connection tests and readiness checks.

Ownership and assignment​

LeadsParrot separates ownership from assignment.

  • Owned by account means the domain or email account belongs to the LeadsParrot account. Account-owned resources can be assigned to workspaces.
  • Owned by workspace means the domain or email account belongs to one workspace. Workspace-owned resources are automatically exclusive to that workspace and cannot be assigned elsewhere.
  • Assigned to workspace means an account-owned resource is available to that workspace. Assignment does not transfer ownership.

Email account transfer controls show the current owner separately from a single new-owner list. LeadsParrot does not offer the current owner as a new owner: account-owned email accounts can transfer only to a workspace, and workspace-owned email accounts can transfer to the account or to another workspace. When you transfer a workspace-owned email account, the current owner workspace is not shown in the new-owner list. Email account settings must preview ownership impact before Save settings can apply the transfer.

Assigned workspaces are managed separately from ownership transfer. The assigned-workspaces area is relevant only when the email account is account-owned now or is being transferred to account ownership. A workspace-owned email account is already exclusive to its owner workspace, so it does not have separate workspace assignments.

If an account-owned domain is assigned to a workspace, that domain is exclusive to that workspace. Email accounts on that domain follow the domain-level assignment.

If you want individual email accounts on one domain to be used by multiple workspaces, keep the domain owned by the account and do not assign the whole domain. Assign the individual email accounts instead.

An email account assigned to multiple workspaces shares one daily sending limit across those workspaces. LeadsParrot shows a warning because active workspaces and campaigns compete for that same limit.

Account scope or workspace scope​

Use account scope when you want a domain, Zapmail connection, or email account to be centrally managed and assigned to one or more workspaces later.

Use workspace scope when the setup belongs to one client or workspace and should stay exclusive there. Workspace ownership is also useful when managed provisioning charges should be tracked with that workspace.

You can transfer ownership between account and workspace later. Transfer dialogs warn when other workspaces or campaigns will lose access. Moving a domain also moves its email accounts, and unavailable sender accounts are removed from affected campaign sender pools.

Domain pause and resume is managed from Domains & Deliverability. Pausing a domain pauses linked email accounts and stops campaign sending from those accounts while keeping campaign sender selections in place. Resuming the domain restores only accounts that were paused by the domain action; manually paused accounts stay paused.

Provider notes​

  • Zapmail is the provider for both Zapmail accounts you connect and managed provisioning.
  • Display names and API keys for Zapmail accounts you own or administer are managed in Account Settings > Domain & DNS Providers. Multiple Zapmail accounts can be connected.
  • Provider-account setup requires you to select which connected Zapmail account should create or find the provider workspace. Bound-workspace lists show the provider account used by each workspace.
  • Syncing a Zapmail account you connected can import email accounts that need a warm-up decision. Review the decision batch on Connected Zapmail Workspaces or Email Accounts.
  • Managed provisioning shows Provider: Zapmail and explains during configuration that email account access is included. Zapmail is preselected as the managed provider.
  • If the billing/contact profile is incomplete, you can acknowledge the notice and continue setup. Users with Account Settings permission can complete the Billing step after naming email accounts. Other users need an account admin to complete billing before quote review and checkout. LeadsParrot automatically uses the account owner email as the billing/contact email.
  • Managed provisioning sets warm-up eligibility automatically. Pre-warmed email accounts enter the post-warm-up ramp; other managed email accounts begin in a warm-up state before campaign sending.
  • Cloudflare accounts that you own or administer are managed in Account Settings > Domain & DNS Providers. This optional connection automates the recommended custom tracking CNAME setup on domains from Connect Existing Email Account; it is not needed for Zapmail-connected or managed domains. Multiple Cloudflare accounts can be connected, and only selected zones are stored for use. You can add the exact CNAME manually or use track.leadsparrot.com when you cannot change DNS. Cloudflare automation applies only where the selected token has zone-read and DNS-edit permissions.
  • LeadsParrot checks automated and manual custom tracking setup regularly. For Cloudflare-managed DNS it checks provider access and safely repairs a missing CNAME when no conflict exists; independently, it confirms that the custom tracking domain remains ready. A provider-token failure alone does not make a publicly healthy CNAME unhealthy.
  • Disconnecting a Cloudflare account preserves its DNS records, changes affected domains to manual DNS management, and continues public health checks.
  • Direct Google Email & Domain Setup OAuth is separate from login OAuth and includes a warm-up choice for the connected Google email account.
  • Direct Google mailbox authorization lets LeadsParrot send email and manage only LeadsParrot-tracked conversations: messages sent by LeadsParrot and replies in those exact Gmail threads. LeadsParrot does not use this workflow to browse or read the rest of the inbox. Tracked threads are checked every 5 minutes for up to 90 days after the latest send.
  • Connecting or reauthorizing a direct Google email account automatically checks its Google authorization and Gmail API access before the authorization callback succeeds. A successful result updates sending readiness to Ready when any linked LeadsParrot domain checks are also acceptable. Test connection remains available later from Email Accounts for troubleshooting and manual health checks.

Important notes​

  • DNS changes can take time to appear globally.
  • New email accounts default to 25 sends per day.
  • Direct mailbox email accounts can be connected without a linked LeadsParrot domain record. The app shows the extracted email domain and marks it as external until a matching domain record is added and linked.
  • Direct mailbox summaries split connected email accounts into Pending, Ready, and Need attention. Hover a status chip in the app to see exactly what that state means.
  • The Connect Existing Email Account management sheet shows each direct email account's readiness and provider connection status. Its domain-level Email tracking for example.com action uses the email-tracking icon and opens the shared tracking setup for every connected email account on that domain.
  • Email Warm-Up does not send warm-up messages. Warm-up status and settings still control campaign eligibility and protected sending limits.
  • MX warnings are advisory and do not block sending readiness by themselves.