Ready mailboxes

GTM checks your connected Instantly and Smartlead mailboxes every 15 minutes. It hands each campaign only as many new people as its ready mailboxes can handle. Emails that do not fit today wait in Up next in your Inbox.

What ready means

A mailbox is an email address you send from. GTM treats it as ready when warmup is on, the account works, and both are true:

• It has warmed up for at least 14 days, or 21 days for an Instantly AirMail mailbox.
• At least 90% of its warmup emails reach the inbox, based on the available warmup results.

A mailbox without enough warmup information stays unready. The Mailboxes page shows why, the latest check, and its expected ready date when one is known. An expected date is an estimate, not a promise.

How much sends today

A newly ready mailbox starts at 2 first emails a day and grows by 2 each weekday, up to 30 or its lower limit in your sending tool. Instantly mailboxes sold already warmed start at 5 and grow up to 25.

GTM adds the ready mailboxes' allowances, shares room across campaigns using the same mailbox, and reserves room for the requested follow-ups. The campaign's own lower limits still apply. GTM never hands a campaign more than 500 new people a day.

If inbox placement falls below 90%, that mailbox contributes no room for new people until it recovers. Its allowance resumes where it stopped. A failed check keeps the last known information and shows the error; it does not mark a mailbox ready.

See and manage mailboxes

Open an agent's Settings → Sends from, select its campaign, then open Mailboxes. Each row shows its state and daily allowance. If warmup is off, you can turn it on there. Changes appear in Activity, with Undo where available.

For campaigns GTM created, GTM adds mailboxes when they become ready and removes them when they stop being ready. Campaigns you connected keep their own mailbox selection unless you turn on Only ready mailboxes send. That switch is off by default. Their GTM handoff allowance still follows readiness, but with the switch off GTM does not remove their unready mailboxes for you. Review that selection in Instantly or Smartlead.

Choose who sends

Your drafts' From menu shows Gmail and each connected campaign, including options that need connecting or are not ready. Nothing sends until you approve. Agents' own addresses on GTM Work's domain or your connected domain remain available for replies and team email, not first outreach.

Weekly paid spam checks and buying mailboxes through GTM are not enabled.