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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 customer-owned Zapmail provider account setup.
  • Managed provisioning for managed domains and email accounts. Zapmail is the current disclosed managed provider.
  • Direct mailbox for directly connecting existing mailboxes such as Google email accounts.

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

Use the generic setup action when you want to compare all three paths first. Path-specific setup actions on the page open directly into that path without showing the full chooser again.

Manage and sync actions appear on a setup option only after that option has connected, active, or actionable resources. Empty setup options show the setup action first.

Managed provisioning shows Purchase before any managed domains, email accounts, or subscriptions exist. After managed resources exist, the action changes to Buy more.

Managed provisioning purchase wizard​

Managed provisioning purchases use a four-step checkout wizard:

  1. Configure purchase sets the ESP, email account quantity, domain count, and mailbox-to-domain distribution. Zapmail is shown as the managed provider while it is the only enabled provider.
  2. Choose domains searches available domain suggestions from a base term such as acme, not a full domain. Supported TLD choices are .com, .net, .org, .biz, and .live. Selected domains persist across multiple searches until the configured domain count is reached.
  3. Name email accounts offers bulk personas and a per-mailbox grid. You can use first and last names or role-style local parts such as contact, support, or sales.
  4. Review and checkout shows the quote, selected domains, distribution, cropped profile-image status, and Stripe checkout action.

Real human-style sender names are recommended where appropriate. Generic or non-name email accounts are allowed, but overusing addresses like contact@, support@, or sales@ can make email accounts look suspicious to ESPs.

Profile images are upload-only. The app crops selected images to a square and uploads a 512x512 JPEG, PNG, or WebP image through LeadsParrot. Stored profile images must be 512KB or smaller. Remote profile-image URLs are not accepted.

The Buy more path adds email accounts to one existing active managed domain subscription at a time. You can add more email accounts to purchased managed domains later.

Email domain and linked domain​

Every email account has an email domain from its address. For example, sales@example.com 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 are expected to have linked LeadsParrot domain records because those setup paths 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. In that case, the mailbox is shown as an external or not-linked domain. LeadsParrot does not manage DNS, provisioning, registrar setup, or Zapmail for that direct mailbox unless you separately add and link the domain.

  1. Open Email & Domain Setup.
  2. Compare the setup paths at the top, then review the full setup details for the path you choose.
  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 disclosed provider for customer-owned provider account setup and the current managed provisioning provider.
  • Customer-owned Zapmail API-key configuration belongs in Email & Domain Setup.
  • Customer-owned Zapmail provider-account sync can import email accounts that need a warm-up decision. Review the decision batch in Provider account management or Email Accounts.
  • Managed provisioning currently shows Provider: Zapmail and Email account access included. Provider options are preselected while Zapmail is the only enabled managed provider.
  • Managed provisioning can create a quote before the account billing/contact profile is complete. The billing/contact profile is required only when continuing to Stripe checkout; if it is missing, checkout shows the billing/contact form inline for users with Settings permission.
  • Managed provisioning uses backend warm-up eligibility automatically. Pre-warmed inventory enters the post-warm-up ramp; other managed inventory starts in a warm-up eligibility state before campaign sending.
  • Cloudflare automation is optional and applies only to domains where the connected token has DNS permissions.
  • Direct Google Email & Domain Setup OAuth is separate from login OAuth and includes a warm-up choice for the connected Google email account.

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 Inbox management sheet also shows each direct email account's readiness label alongside its raw mailbox status.
  • Email warm-up V1 stores settings, lifecycle state, decision batches, scheduler scaffolding, and campaign eligibility. Warm-up message automation is not sending messages yet.
  • MX warnings are advisory in the current sending-readiness flow.
  • Browser code never calls Zapmail directly.