Owner routine¶
As the owner, you're responsible for your workspace's sending reputation, its team and its plan. These short routines keep things healthy without taking much time.
Daily (5 minutes)¶
| Check | Where | What to look for |
|---|---|---|
| Notifications | Bell in the header | Mailbox alerts, failed preparation, finished campaigns |
| Sending capacity | Dashboard | Daily capacity and Today's volume look normal; no Action needed tiles |
| Mailbox health | Mailboxes → each mailbox | Healthy; no rising Provider errors or bounce rate |
| Paused campaigns | Campaigns, filter Paused | A paused campaign with a mailbox banner needs the mailbox fixed first |
If a mailbox is Paused for safety, follow Mailbox recovery before resuming.
Weekly (20 minutes)¶
- Analysis: set the Reporting period to the last 7 days. Review Reply rate, Positive rate, Hard bounce rate and Unsubscribe rate, and compare with the previous window.
- Team workload in Analysis: is Needs response growing for one person? Reassign conversations in the Inbox.
- Campaigns: look for Uncertain or Failed messages on active campaigns and decide whether to retry. See Campaign monitoring.
- Imports: any import left at Needs attention or Completed with issues?
- Raise a mailbox's daily limit gradually only if bounces stay low and replies are healthy.
Monthly¶
- Organization → Usage: review AI credit activity. Organization → Plan: check limits such as Active leads and Mailboxes.
- Check the monthly email volume against your plan. If you regularly hit the allowance, request a larger plan in Subscription. See Plans and credits.
- Team & Users: remove access for people who left; revoke old Pending invitations.
- Settings → Organization → Workspace activity: scan for unexpected changes.
- Settings → Workspace: check that the timezone and New campaign defaults still fit how you work.
- Settings → Workspace → Open sending domains: every domain still Ownership verified.
- Archive completed campaigns you no longer need to see.
When someone joins or leaves¶
- Joins: invite with the narrowest role that fits (usually Member). See Users and invitations.
- Leaves: deactivate the account, reassign their Inbox conversations, and if they owned a mailbox password, change it at your email host and use Update password in Cadensiq.
- Handing over the business: use Transfer ownership. See Organization settings.
