Mailboxes

A mailbox is the business email account your campaigns send from, such as sales@example.com. You connect the account you already use with your email host (any standard SMTP provider), so messages leave from your own address and replies arrive in your own inbox. Cadensiq also reads that inbox in the background to spot replies, bounces and unsubscribes, and keeps a health view for every mailbox so a problem never goes unnoticed.

Who can use this

• Owners and managers can connect, edit, test and disconnect mailboxes and repair passwords.
• Only the owner can resume a mailbox that Cadensiq paused for safety.
• Members do not see Mailboxes in the menu.

Before you start

From your email host, have ready:

• The outgoing mail server (SMTP) address, port and username, usually the full email address.
• The mailbox password (or an app password if your host requires one).
• Optionally, the incoming mail server (IMAP) details if they differ from the usual pattern.
• Access to your domain's DNS settings, for the sending domain checks that follow.

Key concepts

Connected is not the same as ready to send

A mailbox can be connected (the password works) but not yet Ready to send. Before a mailbox sends campaign email, it must pass the Sending readiness checks: domain ownership, DNS records, an inbox connection, and a real-message authentication check. See Sending domains.

Status badges

Badge	Meaning
SMTP active	The outgoing connection works.
Checking setup	Cadensiq is checking the mailbox right now.
Setup required	Some readiness checks have not passed yet.
Ready to send	Every check passed. Campaigns can use this mailbox.
Not verified	The connection has not been verified yet.
Needs attention	Something stopped working, for example the password was rejected.
Paused	Sending is paused, for example by the safety policy.

Mailbox health

The Mailbox health card on the detail page shows SMTP connection, Inbox sync, Remaining today and Provider errors, with an overall state:

Health	Meaning
Healthy	Sending and inbox sync are working.
Needs attention	Review the details before sending more.
Authentication error	The email host rejected the saved password.
Provider error	The email host returned repeated errors.
High bounce risk	Many recent messages bounced.
Paused for safety	Your organization's safety policy paused sending. New messages wait until the mailbox is reviewed.

Daily sending limit

Each mailbox has a Daily sending limit (default 500, between 1 and 10,000). It is a ceiling that keeps sending steady and protects your reputation. A campaign also has its own daily limit; the lower of the two applies. Messages beyond the limit wait for the next day.

How to connect a mailbox

1. Go to Mailboxes and select Connect mailbox.
2. Server step (Mail server):
   • Enter the SMTP host, choose the SMTP port (465 · SSL/TLS · Recommended or 587 · STARTTLS), the SMTP username and SMTP password.
   • DKIM selector is optional. Use the selector your mail provider publishes for your domain if you know it.
   • Under Reply and bounce detection, leave Track replies and bounces on. You can leave the IMAP host, username and password blank to use the standard IMAP host and your SMTP login. Keep Secure IMAP on.
   • Select Continue to sender.
3. Sender step (Sender details):
   • Mailbox name: an internal name your team will recognize.
   • Sender name: the name recipients see, for example Alex from Sample company.
   • From email: the address this mailbox sends from.
   • Reply-to email (optional): a different inbox for replies.
   • Select Continue to verification.
4. Verify step:
   • Select Test SMTP connection and wait for "Connection verified".
   • Set the Daily sending limit.
   • Switch on Use as the default mailbox if new campaigns should preselect it.
   • Select Save mailbox.
5. Open the mailbox and complete Sending readiness. See Sending domains.

Tip

Start new mailboxes with a modest daily limit and raise it gradually as replies come in and bounces stay low. See the Deliverability checklist.

How to send a test email

1. On Mailboxes, open the mailbox actions and choose Send test email (or select Send test on the mailbox details page).
2. Enter a Destination email you can check now and select Send test.

This checks delivery only. It does not start a campaign.

How to check a connection again

• On the list, select Refresh to check all mailboxes, or choose Verify connection for one.
• On the mailbox details page, select Check mailbox connection. This checks sending and, if needed, restarts the inbox check in the background. You can leave the page.

How to edit a mailbox

1. Open the mailbox actions and choose Edit mailbox.
2. Change the server, sender details or limit. Leave SMTP password blank to keep the current one.
3. On the last step, select Test SMTP connection, then Save changes.

Routine edits do not reset your domain or authentication checks.

How to repair a mailbox password

When the email host rejects the saved password (for example, after you changed it), the mailbox details page shows Mailbox connection needs attention.

1. Select Update password.
2. Enter the current Mailbox password.
3. Select Save and reconnect.

Cadensiq checks sending again and restarts inbox sync. Everything else about the mailbox stays as it was. See Mailbox recovery.

How to retry inbox sync

If inbox sync is delayed or a temporary error is shown, select Retry inbox connection on the mailbox details page. Cadensiq retries in the background and the page updates on its own. If the inbox password itself was rejected, use Update password instead.

How to disconnect a mailbox

Open the mailbox actions and choose Disconnect mailbox, then confirm. Campaigns can no longer send from it.

Rules to know

• Mailbox passwords are encrypted before they are saved and are never shown again.
• A mailbox only sends campaign email after every readiness check passes. Test send, approval, launch and each delivery use the same checks.
• Temporary problems (a slow DNS lookup, a timeout, a short outage at your email host) are retried automatically and do not invalidate a working mailbox. Only a confirmed password rejection asks you to re-enter the password.
• If a sending campaign's mailbox needs your action, the campaign is paused and its queued messages wait safely. Resume it after fixing the mailbox.
• Your organization's safety policy can pause a mailbox automatically after repeated provider failures or a high bounce rate.

What happens next

• Replies, bounces and unsubscribes found in the inbox update the campaign, the lead's status and the Inbox.
• If inbox sync fails three times in a row, the owner receives one notification; a recovery notification follows once sync works again. One-off hiccups stay quiet.

Common questions

Symptom	Cause	What to do
Test SMTP connection fails	Wrong host, port, username or password, or the host blocks the port	Check the details with your email host. Try port 465, then 587.
The mailbox is SMTP active but not Ready to send	Readiness checks are incomplete	Complete Sending readiness.
Inbox password needs attention	Sending works, but the inbox login was rejected	Select Update password and save the correct password.
Sending is paused for safety	The bounce rate reached your safety threshold	The owner selects Review recovery. See Mailbox recovery.
Replies don't show up	Inbox sync is off, failing or still catching up	Check Inbox sync on the health card; select Retry inbox connection.

Related pages

• Sending domains
• Mailbox recovery
• Deliverability checklist
• Organization settings