Inbox rotation: how OutreachFox spreads sends across mailboxes

Draft — written from product facts + domain knowledge; UI labels to be verified before publishing.

Inbox rotation is how OutreachFox turns a pool of mailboxes into one campaign. Instead of one address sending 300 emails a day, thirty addresses each send ten, and every email in a lead's thread comes from the same address. Rotation is automatic; you control it by choosing which mailboxes are attached to the campaign and what their daily limits are.

How rotation works

1. When a campaign is due to send step 1 to a new lead, OutreachFox picks a sender from the campaign's attached mailboxes.
2. The pick prefers mailboxes with the most remaining daily capacity, so volume spreads evenly rather than exhausting one mailbox first.
3. If Auto match leads is on, a mailbox on the same provider as the lead is preferred (see Auto-match ESP).
4. The chosen mailbox is stored on the lead. Every follow-up to that lead is sent from the same mailbox so the thread stays intact and replies land in one inbox.
5. Sends are spaced across the sending window rather than fired in a burst, with a small random gap between emails.

Steps: attach mailboxes to a campaign

1. When creating a campaign, after saving the sequence, choose the Sender Accounts on the next screen (and a LinkedIn account for LinkedIn or multichannel campaigns). For a running campaign, open it → Edit Campaign and open the sender accounts step.
2. Tick every mailbox that should take part in rotation.
3. Click Next, review, then Launch Campaign or Resume Campaign.

Sizing the pool

Keep 2–3 mailboxes per domain and spread domains across a few different ones so a single blacklisted domain cannot take out the whole campaign.

Tips

• Only attach warmed mailboxes. A mailbox that joined the pool yesterday sends its share of the campaign at full speed and will burn its reputation.
• Keep warm-up running on mailboxes that are in campaigns; warm-up traffic and campaign traffic use separate allowances.
• If a mailbox is removed from a campaign, leads assigned to it are reassigned for their remaining follow-ups, but replies to earlier emails still arrive in the removed mailbox. Keep it connected so replies are captured.
• Use the same signature format across all mailboxes in a pool so a lead who is referred internally sees consistent branding.

Troubleshooting

• One mailbox sends much more than the others: the others are hitting their daily limits earlier, or are on a provider that auto-match rarely needs. Compare limits on the Mailbox page.
• A lead received step 1 and step 2 from different addresses: the original mailbox was disconnected or removed from the campaign between steps. Reconnect it under Mailbox.
• Campaign stopped sending although mailboxes have capacity: check the sending schedule window and the campaign status; see Why did my campaign pause or stop sending?

Related articles

• Auto-match ESP: send from a mailbox that matches the recipient's provider
• Daily sending limits: mailbox limit vs campaign limit
• Enable mailbox warm-up
• Bulk mailbox settings