Auto-Warmer Feature

 In this article:

Why use it?

The Auto-Warmer feature establishes a good sender reputation for new and old inboxes (email accounts). It helps improve email deliverability and reduces the chance of being suspended by their email provider.

How does it work?

The Auto-Warmer feature generates email exchanges between members of the Auto-Warmer Group, which are real email accounts (from different email providers) of QuickMail users. 

The volume of auto-warmer emails will gradually increase by 1-2 daily. To avoid cluttering the inbox, we automatically archive auto-warmer emails for Gmail and Outlook inboxes. On the other hand, auto-warmer emails for custom inboxes are automatically deleted. 

In addition, when an auto-warmer email lands in spam, we automatically take it out of the spam folder to improve deliverability.
Note that when an inbox joins the auto-warmer group, auto-warmer emails may not be seen immediately. The inbox will wait up to 48 hours before sending its first auto-warmer email. 

Can I warm up an IP or SMTP?

QuickMail's Auto-Warmer feature might not be suitable for warming up new IPs. It will require a massive volume of emails to warm up a specific IP.

How to set up the Auto-Warmer feature?

Step 1. To use the Auto-Warmer feature, the email account that needs to be warmed up has to be added first as an inbox in QuickMail.

To add an inbox, go to Settings →  Inboxes →  Add an Inbox.

If you need more help with adding an inbox, check this guide How to Add An Inbox

Step 2. After adding an inbox, the inbox needs to join the auto-warmer group. 

To join the auto-warmer group, go to Settings →  Inboxes →  Select an Inbox 

Step 3. From the inbox settings, go to the Auto-Warmer tab and click Join Auto-Warmer Group.

Alternatively, inboxes can be bulk added to the Auto-Warmer group by going to the Settings  →  Inboxes  →  Select All Inboxes → Join Auto-Warmer Group

Note:  In some cases, if the inbox has just been added to QuickMail, it will show a message that the inbox is still being synchronized. Just give the system up to 60 minutes to synchronize the inbox, and then try joining the auto-warmer group again.
Step 4. After clicking 'Join Auto-Warmer Group', set the maximum number of emails the inbox can send and the number of emails it should start sending. . 

The maximum daily Auto-Warmer Limit for each inbox is 10 on the free Auto-Warmer Plan, 20 on Basic Plan, and 30 on the Pro Plan.

Step 5. After requesting to join the auto-warmer group, we will verify if it can send or receive emails and have SPF & DKIM records correctly set up. It usually takes about an hour.

Note:  To see if the inbox's domain has the correct SPF or DKIM records setup, visit MxToolbox or Google Admin Toolbox. Alternatively, it's possible also check the deliverability report of the inbox. If the domain doesn't have these records setup, check this guide on how to setup SPF, DKIM, and DMARC records

Step 6. In about an hour or so, an Auto-Warmer email confirmation will be sent to the email address you're using to log in.

If the inbox is confirmed to join the Auto-Warmer Group, we will send an email confirmation stating it has been accepted to the group.

Here's what the email confirmation looks like:

Once confirmed for Auto-Warmer, the inbox will wait up to 48 hours before sending its first auto-warmer emails. 

However, if an inbox got rejected from joining the group, an error will show up on the Auto-Warmer page.

Additionally, we will also send an email notification stating the reason for the rejection. 

To see how to solve the issue, check out this guide: Why can't I join the auto-warmer group?

Step 7. When the inbox is confirmed for auto-warmer, it will show that the Auto-Warmer feature is ON on the Inbox Settings.

How many Auto-Warmer Emails can I send? 

The maximum daily number of auto-warmer emails per inbox at the moment is:
  • 10 on the free Auto-Warmer Plan
  • 20 on the Basic Plan
  • 30 on the Pro Plan

Cold Email experts suggest keeping the volume of daily emails low to reduce the risk of spam issues and email account suspension. So, we don't see the need to have more than 30 auto-warmer emails per inbox. 

Note:  Auto-warmer emails will gradually ramp up by 1-2 emails daily. It is done by design to avoid a sudden spike in the email volume which can get the inbox flagged.

Where do I see the Auto Warmer emails?

To avoid cluttering the inbox, we automatically archive auto-warmer emails for Gmail and Outlook inboxes. However, auto-warmer emails may sit in your inbox for a few minutes before they get automatically archived.

On the other hand, auto-warmer emails for custom inboxes are automatically deleted. 

Outgoing Auto-Warmer emails

Auto-warmer emails sent and replies from the inbox can be seen in your email account's Sent items or on QuickMail's Sent Emails page. 

Incoming Auto-Warmer emails

To not clutter your inbox, we automatically archive auto-warmer emails for Gmail and Outlook inboxes. On the other hand, auto-warmer emails for custom inboxes are automatically deleted. 

To look for auto-warmer emails in your email account, search for ' Sent with love using QuickMail Auto-Warmer feature'. 

Note: All auto-warmer emails are randomly generated from a book we published and have a footnote:  Sent with love using QuickMail Auto-Warmer feature

Why are auto-warmer emails not getting auto-archived?

We automatically archive auto-warmer emails for Gmail and Outlook inboxes. However, auto-warmer emails for custom inboxes are automatically deleted. 

If auto-warmer emails are sitting in your Gmail or Outlook inbox for a while, there might be something in the inbox settings that could prevent us from archiving the auto-warmer emails. 

Alternatively, it might be worth setting up an email filter/rule to automatically archive auto-warmer emails. This must be set up directly on the email account settings. 

You may use the footnote: ' Sent with love using QuickMail Auto-Warmer feature' when creating email filter/rule 

How do I check for the Auto-Warmer Report?

The Auto-Warmer Report will show information about the number of auto-warmer emails sent daily and where they are landing. 

Note:  You may see more auto-warmer emails in your email account than what the auto-warmer report shows. The number of auto-emails sent shown on the report doesn't include the number of auto-warmer replies.

There are two ways to check the Auto-Warmer Report:

1. Inbox Settings 

To see the Auto-Warmer Report, just go to Settings →  Inboxes →  Select an Inbox →  Auto-Warmer Report

2. Agency Dashboard

If you have an Agency account, the auto-warmer reports for all inboxes across all accounts can be viewed or downloaded on the Agency Dashboard.

Why is my inbox not sending auto-warmer emails?

Once confirmed for Auto-Warmer, the inbox will wait up to 48 hours before it sends its first auto-warmer emails. So, it's normal not to see auto-warmer emails immediately.
Auto-Warmer emails are automatically archived, so they might not always be visible in your inbox.
If you can't find anything in Settings, it might be worth creating an email filter/rule to automatically archive auto-warmer emails. This must be set up directly in your inbox. 
The phrase ' Sent with love using QuickMail Auto-Warmer feature' (every auto-warmer email has this footnote) can be used for creating an email filter/rule. 

How can I increase/decrease the maximum Auto-Warmer limit?

Go to Settings →  Inboxes →  Select An Inbox 

Head to the Auto-Warmer tab →  Edit value of Maximum Daily Emails

How to set the volume of auto-warmer emails an inbox will start sending?

Go to Settings →  Inboxes →  Select An Inbox 

Head to the Auto-Warmer tab →  Edit value of Current Daily Emails

How long should I warm up an inbox? 

There's no approximate time in warming up an inbox. However, give it at least two weeks for new inboxes to warm up before sending actual emails.
There could be several reasons why the inbox is still experiencing spam issues despite warming up the inbox.
If the inbox is used outside QuickMail, spam issues might be caused by the current email volume or email content.
Or it could be because there's something wrong with its DNS records.
However, sometimes, the inbox may need a few more weeks to warm up.

Why am I getting bounced auto-warmer emails? 

There are several reasons why an auto-warmer email will bounce. The problem could be coming from your inbox or the recipient's inbox.
The inbox that has an issue will be removed from the auto-warmer group to prevent further bounces, which may hurt the sender's reputation of other group members.
Look for the bounce notification/code on the auto-warmer email to see where the issue is coming from.
If the bounce code is '550 5.7.708 Service unavailable', you may check this guide on how to fix it: Bounce 550 5.7.708 Service unavailable.

However, if the bounce code is different, send a screenshot of the bounce code to support@quickmail.io

Is Auto-Warmer really free? 

Yes, auto-warmer is free for the first 49 inboxes on the Auto-Warmer Plan. Beyond that, each costs $4.90 per inbox. 

Note that upon signing up for a new account, it'll be on a 14-day trial. The subscription must be manually updated to the Auto-Warmer Plan to continue warming up the inboxes even after the 14-day trial. 

To update the subscription to the Auto-Warmer Plan, go to Settings →  Billing/Plan →  Choose the number of inboxes →  Choose Auto-Warmer Plan.

Note:  If the subscription is not updated after the trial, the account will expire and the auto-warmer feature will stop.