Connecting Your Email for Lead Follow-Up
Every lead-facing email in Conference Hero sends from your own connected mailbox, not from a shared no-reply address. That means your follow-ups land in the lead's inbox as a normal email from you, replies come back to you, and the sent copy sits in your Sent folder. This article covers connecting your inbox and the pacing that keeps your sends deliverable.
Why sends come from your own mailbox
Leads reply to people, not to platforms. Sending as yourself means:
- Your name is on the message, so it reads as a real person reaching out.
- Replies land in your own inbox, where you can just answer.
- Sent copies live in your mailbox, so your records are complete.
If you have no mailbox connected, you cannot send lead-facing email. The platform never falls back to a generic address for these sends. This applies to individual drafts, AI follow-up campaigns, and queued drafts.
Connecting Gmail or Outlook
- Go to Integrations → My Email.
- Click connect for Gmail or Outlook.
- Approve the permission to send mail on your behalf.
Any role can connect their own inbox. Viewers can connect a mailbox for their profile but still cannot send lead email, in line with their read-only role. Messages are stamped with the provider they were sent through.
The warm-up ramp
A brand-new mailbox that suddenly sends hundreds of emails looks like spam to the provider. To avoid that, each new connection ramps its daily limit over the first ten days, starting around 20 sends a day and climbing to 250, before your plan's cap takes over. The My Email tab shows a warm-up progress card so you know where you are.
Per-user send caps
Rate limits are per person, per connected mailbox, matching how Gmail and Outlook actually enforce limits. This lets a five-person team scale sends linearly instead of sharing one workspace cap. The per-user caps by plan:
- Starter - 5 per minute, 100 per day, 2,000 per month.
- Growth - 10 per minute, 300 per day, 6,000 per month.
- Enterprise - unlimited.
Your effective daily cap during warm-up is the lower of your plan cap and your warm-up cap. The My Email tab shows your current usage against these limits. See plans and billing for the full comparison.
Send window: your working hours
Set optional working hours so lead-facing emails only go out when you would actually be at your desk. Queued emails outside your window are rescheduled to the next slot in your timezone, so a follow-up you approve at 11pm sends at a sensible hour. Configure it on the My Email tab under Send window.
Deliverability basics
- Let the warm-up run its course on a new mailbox.
- Keep your send window realistic so pacing looks human.
- Personalize follow-ups (the AI generator does this per lead) rather than blasting identical copy.
- Campaign sends are staggered and jittered per sender, so they avoid the machine-gun fingerprint spam filters watch for.
Related
- AI follow-up campaigns - the drafts that send from your mailbox.
- Meetings and booking links - drop your booking link into outreach.
- Reply inbox - where responses show up.