Warm-Up

What "Warm-Up" Actually Does

When you enable warm-up on a mailbox, Reachingly runs a background workflow that:

• Sends small, randomized messages from your mailbox to a distributed pool of real inboxes.
• Opens those emails from the recipient side and moves them out of spam if they land there.
• Replies with short, natural messages to create legitimate conversation threads.
• Varies timing, subject lines, and content to avoid detectable patterns.
• Gradually ramps daily volume so providers can trust your sending behavior.
• Monitors bounces, spam flags, and engagement, then adapts pacing automatically.

These actions generate authentic positive signals for Gmail, Microsoft 365, and other ESPs—teaching them that your mailbox sends wanted, safe mail.

Why Warm-Up Is Critical

• Builds Sender Reputation
  ESPs score domains and mailboxes. Warm-up raises that score before you send cold outreach.
• Improves Placement
  Healthy reputation = higher inbox rate and fewer promotions/spam placements.
• Protects New Domains
  Fresh or parked domains are risky; warm-up stabilizes them before scale.
• Reduces Burnout
  Accounts with gradual, conversational activity are far less likely to be throttled, blocked, or disabled.
• Stabilizes Infrastructure
  SMTP/IMAP paths also "learn" normal traffic, reducing auth and throttling hiccups when you launch campaigns.

Warm-up doesn't guarantee inboxing, but it dramatically improves odds and protects your assets when combined with good sending practices (SPF/DKIM/DMARC, clean lists, relevant content).

How Reachingly's Warm-Up Is Different

• Adaptive Ramp-Up: Pace adjusts based on your domain age, bounce rate, and spam signals.
• Human-like Variability: Randomized times, threads, and reply depths—no robotic patterns.
• Deliverability Guardrails: Auto-slow or pause if we detect risk (bounces/spam spikes).
• Per-Mailbox Controls: Daily cap, reply ratio, and scheduling window are tunable.
• Clear Health Scoring: See a mailbox's warm-up score, spam rescues, opens, replies, and recommended next steps.

How to Enable Warm-Up in Reachingly

To enable the warmup, you can follow the steps below:

1. Go to your Email Connect tab.
2. Click the Actions tab of your email.
3. Click the Settings button.

Warmup analytics

You can check the warmup analytics to confirm whether the account has started sending and receiving warmup emails. Here are the steps:

1. Go to your Email Account tab.
2. Click on the email account
3. Check the warmup analytics in the chart and when joined
4. Warm-Up play pause button.

Warm-up setting

You can easily check or change the warmup settings for your accounts by following the steps below:

1. Go to the Email Connect tab

   and click on the email account you want to edit.

2. Select Settings

   in the pop-up window.

3. Right tab to Warmup settings.

It's recommended to keep the suggested warmup settings.

Use this panel to set the identity and behavior used by Reachingly's warm-up engine for the selected mailbox (shown at the top, e.g., waventadigital@gmail.com). These values are applied to the messages our network exchanges during warm-up and help ESPs learn your normal sending identity.

Header & Controls

• Mailbox label – The email address you're configuring.
• Flame icon – Indicates this mailbox has warm-up capabilities.
• Play / Pause – Starts or pauses warm-up for this mailbox without leaving the dialog. When running, Reachingly schedules messages within your configured send window and daily caps.

Sender Name

Define how your name appears in the From line of warm-up emails.

• First Name – e.g., Waventa
• Last Name – e.g., Digital

What it affects: The display name (Waventa Digital ) used by ESPs to build familiarity with your brand/persona.

Signature

A rich-text editor to append a professional signature to warm-up threads.

Supported: bold/italic/underline, links, images/logo, lists, alignment.

What it affects: Adds realistic footer content and links, improving the "naturalness" of conversations during warm-up.

Warmup filters - Google and Microsoft

Use Warmup Filters to tailor Reachingly's warm-up traffic for the mailbox's ecosystem. Different providers score reputation differently, so shaping warm-up to Google (Gmail/Workspace) or Microsoft (Outlook/Office 365) helps you build trust where you actually send.

What the Filters Do

When you select a provider filter for a mailbox, Reachingly will:

• Prioritize recipient inboxes from that ecosystem in the warm-up network (Google or Microsoft).
• Apply provider-specific pacing & behaviors (reply ratio, thread depth, timing).
• Track placement and rescues with provider-aware signals (e.g., Gmail spam vs. Promotions; Microsoft Junk/Focused).

Best Practices (Both Providers)

• Authenticate domain: SPF, DKIM, DMARC aligned with your From domain.
• Keep identity consistent: Same display name & signature as production sends.
• Maintain a light ongoing warm-up (5–15/day) even after ramping real campaigns.
• Scale gradually: Increase production volume by ~10–20% every few days.
• Use clean lists: High bounces erase warm-up gains.