Setting Up an Email Campaign
Email campaign setup defines which mailboxes your AI agent sends from, how it receives replies, and how each message looks and follows up. A few minutes of configuration keeps your emails personal, professional, and deliverable.Creating a New Email Campaign
- Navigate to your Callers dashboard.
- Click the New Campaign button.
- Select Email as the campaign type.
- Enter a Campaign Name.
Connecting Mailboxes
Open the Mailboxes section from your campaign to connect the email accounts this campaign will use.Add a Mailbox
- Click Add Mailbox.
- Choose your provider - Gmail, Outlook, Yahoo, or a custom provider over SMTP.
- Follow the prompts to authorize the account.
- Once connected, the mailbox becomes available to select for this campaign.
A mailbox can be connected for sending, receiving, or both. To let the AI
agent read and reply to responses, connect the mailbox for both directions.
Sending vs. Receiving
- Sending (outbound) - The address your AI agent sends emails from.
- Receiving (inbound) - The inbox Callers watches for replies so the AI agent can respond. For custom providers, receiving uses IMAP.
For Gmail, Outlook, and Yahoo, connecting the account typically enables both
sending and receiving. For SMTP mailboxes, add an IMAP connection if you want the
AI agent to read and reply to responses.
Send Limits
Each mailbox has a Send Limit - the maximum number of emails it will send per day. Send limits protect your sender reputation and help you stay within your provider’s sending policies. Set a limit that matches your provider’s guidance and your account’s warm-up status.How Emails Are Sent
When you connect more than one sending mailbox, choose how Callers picks which address to use for each email:Rotating across multiple mailboxes is the recommended approach for larger
campaigns - it spreads volume, protects deliverability, and reduces the chance of
any single address being flagged.
Message Content
Default Subject
Set the Default Subject line used for the first email in the conversation. Replies continue in the same thread, so the subject is applied once when the conversation starts.Signature
Add a Signature to append to your emails so every message looks polished and consistent. Use this for your name, title, company, and any contact details or links you want to include.AI Instructions
Provide general guidelines for the AI agent’s tone and behavior across all emails in the campaign - for example, how formal to be, what to emphasize, and any topics to avoid.Follow-Ups
Follow-ups let your AI agent re-engage contacts who haven’t replied. Open the follow-up settings for your email campaign to configure them.- Send Follow-up when no reply - Turn this on to automatically send follow-ups. Follow-ups are auto-generated by the AI when there’s no response.
- Send in - Choose how long to wait after the previous email before the next follow-up is sent.
- Total Follow-Ups - The maximum number of follow-up emails the AI agent will send if a contact doesn’t reply.
- Min Wait Time Between Follow-Ups - The minimum gap between follow-ups, set in minutes or hours.
- Split Follow-Ups per Day - Spread follow-ups out so they aren’t all sent in a single burst.
- Follow-Up Prompt - Add custom instructions to shape the content and tone of follow-up messages.
Follow-ups stop automatically as soon as a contact replies - the AI agent then
switches to responding in context instead of following up.
Availability
Configure the time zone and the days and hours during which your campaign sends emails. Messages scheduled outside your availability window are held and sent at the start of the next available window.Saving and Launching
- Click Save Changes to save your campaign configuration.
- Review your mailboxes, subject, signature, and follow-up settings.
- When ready, click Launch Campaign to start sending.
Next Steps
- Upload contacts to your campaign.
- Review Analytics & Insights for monitoring performance.