Inbox Rotation Automation: Dynamic Sender Pool Management

Table of Contents

Manage mailboxes as asset portfolios

When the number of domain names exceeds a dozen, various delivery vulnerabilities immediately become apparent. This function turns cumbersome operation manuals into point-and-click control, and allows AI agents enrich customer information, analyze personas and signals, craft personalized copy, and reply instantly.

Health analytics based on real-time telemetry

Each mailbox will record the domain name age, service provider, warm-up status, bounce rate, complaint rate and delivery results, and the health score is refreshed every hour. Below 85? The system will transfer the mailbox to Resting, only run the warm-up sequence until the indicators are restored, and remind the person in charge to take action.

Automatically managed dynamic pool

  • Primed: has entered production, and can send up to 30 emails per day;
  • Ramping: New domain names start from 5 emails per day, and progress to 15 and 30 within three weeks, following the rhythm recommendations of Gmail and SendGrid;
  • Resting: Mailboxes that trigger the redline go into cooldown and only run low-volume warm-ups to restore reputation.

Mailboxes are automatically moved based on Gmail’s 0.3% complaint limit, Campaign Monitor’s 2% bounce line, and IP Sharding guidelines, and smart replies are triggered to inform sales.

Throttling rules for minute-level responses

  • When the bounce rate is ≥2%, the period of 24 hours will be automatically cut off and re-verification will be triggered.
  • Rising complaints will trigger the suspension of content and physical examination of the list.
  • Provider-specific caps allow the Microsoft pool to remain stable even when Gmail’s volume explodes.

Collaboration and Auditing

Responsible persons can be assigned, notes can be recorded, and every pool change can be tracked, making it easy for agents to explain to clients how assets are protected. The exported report allows finance to see domain name investment, warm-up assets and inbox usage, and all smart replies and actions are archived.

AI shared driving planning

Copilot will recommend when to purchase new domain names, predict how many inboxes will be needed for the pipeline target in the next quarter, and remind you whether a single sender will cause A/B test deviation, fully realizing the AI agents enrich customer information, analyze personas and signals, craft personalized copy, and reply instantly.

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