How does the Inbox work? (replies, categories and answering leads)
Open Inbox in the sidebar (under Outreach). It gathers the mail from every mailbox in your workspace, and your LinkedIn and WhatsApp conversations, into one list of conversations with the newest first. Replies to your campaigns are sorted for you, and you can answer without leaving the page. The default view is Needs reply.
Views, search and filters
Along the top:
- Search all mail matches a contact's name, email, phone or company, and the words in their messages. Partial words work, so "invo" finds "invoice".
- Needs reply shows conversations whose newest message is from them and that are classed as a lead. All shows every conversation. The count on the right reads "N conversations".
- Filters opens a small panel: Project and Account (only shown if you have more than one), Channel (All, Email, LinkedIn, WhatsApp), Category (All, Interested, Not relevant, Spam) and Unread only. A number on the button shows how many filters are on, and Clear removes them.
Above the list, the Refresh button fetches new mail now, and the three-dot Inbox actions menu has Select conversations, Mark N listed read and View archived. A bar reading "New activity, refresh list" appears when something arrives while you are looking. Archive a conversation with the archive icon on its row (or select several and choose Archive selected). Archived conversations are under View archived, where the same button reads Unarchive.
Which mail appears
- Warmup mail is never shown. It is filtered out of every view.
- Automatic senders are hidden too: mailer-daemon, postmaster, no-reply and notifications addresses, and LinkedIn notification emails.
- New mail is read from your mailboxes roughly every five minutes. Use Refresh if you cannot wait. See Replies are not showing in the inbox.
- Both the Inbox and Sent folders are read, so mail you send from your own email app appears too. Emails sent by campaigns and warmup are not copied into a mailbox's Sent folder, so they do not appear in other email apps. Emails you send from Warmerly's own Inbox do show in the conversation.
- A mailbox that needs reconnecting stops syncing. See Why did my mailbox disconnect?.
Categories
Each conversation shows a small badge. Click it to change it: Mark as Lead, Mark as Not Relevant or Mark as Spam. Your choice moves the conversation into or out of Needs reply straight away, and it is kept.
| Badge | Filter name | Meaning |
|---|---|---|
| Lead (the list row says Interested) | Interested | A real person replying with interest, a question or engagement about your outreach |
| Not Relevant | Not relevant | Out-of-office and auto-replies, receipts and confirmations, or unrelated replies |
| Spam | Spam | Mail in the mailbox's spam folder |
| Unclassified | none | Not graded |
How a category is chosen:
- Simple rules first: the spam folder, bounce and mailer-daemon mail, mail carrying an unsubscribe header, out-of-office subjects, and Warmerly's own emails to you.
- An AI check next, but only for people who are leads in one of your campaigns. This keeps a newly connected mailbox from grading years of ordinary correspondence.
- Anything else stays Unclassified. It still shows under All, but it is not in Needs reply until you mark it as a Lead.
A reply that arrives from a different address than the one you emailed is not graded by the AI. Mark it yourself if it matters.
Each conversation may also show the name of the campaign it came from.
Replying
Click a conversation to read the thread, then write in the box at the bottom.
- Choose Reply via Email, LinkedIn or WhatsApp if this person has more than one channel.
- For email, replies always send from the mailbox the thread started with. Its address is shown in the corner. You cannot pick another for that thread.
- Click Edit subject if you want to change the subject.
- Write your reply and click Send (or press Ctrl+Enter, or Command+Enter on a Mac).
Your mailbox signature and the quoted message are added for you. Common send errors are shown in plain words, for example that the WhatsApp account is disconnected, the contact has no email address or the subject is missing.
Draft with AI (or Rewrite with AI if you have already typed something) appears on conversations classed as a lead. It writes a short, plain-text reply of under 120 words in your name. Read it and edit it before you send. The conversation may already have an autosaved draft waiting when you open it. If a draft cannot be generated, try again in a moment.
To start a new conversation, click Compose at the top right, choose the account to send From, and fill in To, Subject and Message (Cc is available).
Images in received emails are blocked, so the sender cannot tell you opened it.
Being told about new leads
When the AI classes new replies as leads, you get an email, "You have new leads to reply to", with a button to open the Inbox. At most one such email is sent in 24 hours, and it lists the leads found since the last one. You can switch these emails off with the link in the email or under Settings > Email preferences.
What the Inbox cannot do
- It does not show warmup traffic, ever.
- It does not grade mail from people who are not in your campaigns, so unrelated correspondence is Unclassified.
- You cannot change the sending mailbox on an existing thread.
- A campaign lead's status changes when their reply is detected arriving, not when you answer. That is what stops the sequence, if Stop on reply is on. See What stops a campaign sequence for a lead?.
Common problems
A reply I expect is not here. Check the mailbox is connected, click Refresh, and check the view and filters. Under Needs reply you only see conversations classed as a lead. Switch to All.
A reply is in the wrong category. Click its badge and change it.
I cannot send. Read the message under the reply box. The usual causes are a disconnected account or a missing subject.