Email

Connect your own mailbox to send emails from ProspectSafari by clicking a contact's email address. In the email form you can also pick a template, insert short codes, or start a sequence for the contact (see Email). Emails go out through your mailbox, as you, and replies come back to the prospect's timeline.

Connecting a mailbox needs a subscription (a free trial counts).

Connect your mailbox

Open "Integrations" in the left menu. The "SMTP & IMAP setup" section is at the top. Click "Connect" (your first mailbox) or the section's +. With no mailbox yet, the workspace menu in the top bar also says "Click to connect your email".

Add an email account

Pick the "Provider": "Gmail", "Outlook" or "Generic". A short video for the chosen provider plays in the popup. You may have to do some preparation first, as shown below.

– Gmail

First, you must set up 2-Step Verification on your Google account. Do this in the Security section of your Google account (go here).

When 2-Step Verification is ON, go to https://myaccount.google.com/apppasswords and create an app password. For the app name, type "ProspectSafari" (or something similar). The app password is created and shown. (If you don't see that screen, go to myaccount.google.com and search for "app password".)

In ProspectSafari enter your Gmail address as "Username" and the app password as "Password" (do NOT enter your normal Google password: it doesn't work):

add your gmail address and the App Password

The servers and ports are filled in for you and greyed out (smtp.gmail.com port 587, imap.gmail.com port 993), as are the connection name and the folder names. Your Gmail address is added to "Email addresses" as your main address, with your first name as sender name.

NB if you change your Google account password, you will need to make a new app password for ProspectSafari and enter it by editing the connection (its pencil).

– Outlook

Click "Connect" and log in with Microsoft. Nothing else to fill in: the mailbox's address is added to "Email addresses" as your main address, with your first name as sender name.

– Generic

For any other mailbox, fill in "Connection name", "Username", "Password", "SMTP host" and "port", "IMAP host" and "port", "Inbox folder" and "Sent folder". Check with your email administrator for the host details. IMAP matters: without it no replies come in and bounces are not noticed, so the form asks before you save without it.

With "Generic", add the address you send from yourself under "Email addresses" (below).

If you connect a Microsoft 365 mailbox this way, your Exchange Online administrator may need to allow IMAP and Authenticated SMTP on it, in the Microsoft 365 Admin Center:

1. Open Microsoft 365 Admin Center.
2. In the menu at top left, Select Users

Select Users in the Microsoft 365 Admin Centre

3. Under Users, select Active Users

Select Active Users

4. Choose the relevant user and select Mail

Select the relevant user, then select Mail

5. Select Manage Mail Apps

Select Manage Email Apps

6. Ensure that both IMAP and Authenticated SMTP are selected

IMAP and Authenticated SMTP must both be selected

7. Repeat steps 4-6 for each user

Sending limits

Each mailbox row shows its limits, for example "150 daily - 45 hourly - 60 seconds", under "Sending limits (click to edit)". Click them to open "Update sending limits":

• "Daily limit": up to 500 emails a day.
• "Hourly limit": up to 150 emails an hour.
• "Delay in seconds": the wait between two emails, from 30 seconds to 10 minutes.

New mailboxes start at 150 a day, 45 an hour, 60 seconds apart. Emails over a limit wait and go out later, in order. The workspace menu in the top bar shows "Daily: x/y", "Hourly: x/y" and "Pending" for your busiest mailbox.

The pencil on a mailbox edits the connection (not for Outlook), and the bin disconnects it. A red icon marks a mailbox whose connection fails. If the password is refused, an "SMTP error" popup with "Fix" shows; emails stay scheduled until the mailbox is saved again.

Email Addresses

Add here every "send as" address of your connected mailbox that you want to send from. Click the + of "Email addresses" and fill in "Create email address":

Add your "send as" email addresses

• "Email" and "Sender name".
• "Main": the address the email form uses as "From" by default.
• "SMTP": the mailbox it goes through, when you have more than one.
• "Receive replies on a different address", then "Receive replies on this address", if replies should go elsewhere.
• The signature: a "Signature name", and the signature typed in the text editor or pasted as HTML under "Paste HTML here" (switch with the "Html" / "Text editor" button).

The signature is added under every email sent from that address. The text of the email is added to the timeline.

To copy the HTML of an existing signature from an email in Gmail (the most common need, and a little tricky), follow these steps:

1. Send the email containing the signature to a gmail account.
2. Open this gmail account using the Chrome browser.
3. In gmail, right-click on an open email showing the desired signature.
4. Select Inspect.
5. The Inspect window will open, showing “Elements” in the top bar.
6. Scroll up & down the text in this Inspect window. As you hover over each line, a block of the email will be highlighted.
7. Find the <div line which highlights all of the signature block but nothing else.
8. If necessary (for instance if email body text is highlighted together with the signature), click the little arrow icon at the start of the line to expand the section.
9. When you have found the target <div, right-click and select Copy / Copy Element.
10. Go to the "Paste HTML here" box of the email address, right-click, Paste.
11. The signature should appear underneath this box.
12. Give the signature a "Signature name" and save.

Email bcc

In Workspace Settings an admin can set Bcc addresses to add to every email sent by any user in the workspace. This can be useful to log emails in an external CRM, for example (not needed for the HubSpot integration).

Email Labels

ProspectSafari regularly checks the inbox and sent folder of your connected mailbox. Emails to or from a contact's main email address are added to the prospect's timeline, including emails you write to a contact in your own mail program. Outlook mail arrives within moments; Gmail and other mailboxes are checked every few minutes. Emails sent or received before your mailbox was connected, or before the contact was added, do not appear.

Emails with your contacts also go into ProspectSafari folders (labels) in your mailbox, named "PS Inbox: <workspace>" and "PS Sent: <workspace>", so you can find them easily. The "Email labels" section shows them; the folder names cannot be changed.

• Gmail and other mailboxes: emails are copied into the ProspectSafari folders and also stay in your inbox and Sent folder.
• Outlook: emails with your contacts are moved into the ProspectSafari folders.

Unsubscribe message

Admins can edit the page a contact sees after clicking "Unsubscribe" in an email: its "Title", "Confirmation message" and "Success message". Check it with "Test unsubscribe view". An unsubscribe applies to that address in the whole workspace: the contact is no longer offered in "To" and their scheduled emails are cancelled.