Email Setup
Configure IMAP monitoring and custom domain sending.
Email Setup
Receive emails in your existing inbox. Send from your own domain.
Two Parts to Email
- Receiving — IMAP monitoring captures lead replies
- Sending — Custom domain improves deliverability
Option 1: IMAP Monitoring (Receive Emails)
Let AI monitor your inbox for lead replies.
How It Works
┌──────────────────┐
│ Lead Replies │
│ to Your Email │
└────────┬─────────┘
│
▼
┌──────────────────┐
│ IMAP Monitors │ ← Checks for new emails
│ Your Inbox │
└────────┬─────────┘
│
▼
┌──────────────────┐
│ Email Added to │ ← Appears in conversation
│ Conversation │
└────────┬─────────┘
│
▼
┌──────────────────┐
│ AI Responds │ ← Continues the conversation
└──────────────────┘Setup IMAP Monitoring
Step 1: Get IMAP Credentials
Find your email provider's IMAP settings:
| Provider | IMAP Server | Port |
|---|---|---|
| Gmail | imap.gmail.com | 993 |
| Outlook | outlook.office365.com | 993 |
| Yahoo | imap.mail.yahoo.com | 993 |
| Custom | Check your provider | 993 (SSL) |
Step 2: Enable IMAP Access
Gmail:
- Go to Gmail Settings → See all settings
- Click Forwarding and POP/IMAP
- Enable IMAP
- Create an App Password (required with 2FA)
Outlook:
- Sign in to Microsoft 365 admin
- Enable IMAP for your mailbox
- Create an app password if using 2FA
Other Providers: Check your email provider's documentation.
Step 3: Connect in Rocket Agents
- Go to Settings → Email Setup
- Click Add IMAP Connection
- Enter:
- IMAP Server
- Port (usually 993)
- Email address
- Password (or app password)
- Click Test Connection
- Click Save
Gmail App Password
If using Gmail with 2-factor authentication:
- Go to Google Account → Security
- Under "Signing in to Google," click App passwords
- Generate a new app password
- Use this password (not your Gmail password) in IMAP settings
Option 2: Custom Domain (Send Emails)
Send from your@yourdomain.com for better deliverability.
Why Custom Domain?
| Benefit | What It Means |
|---|---|
| Professional | Emails come from your domain |
| Deliverability | Better inbox placement |
| Branding | Consistent company identity |
| Trust | Leads see your real domain |
Setup Custom Domain
Step 1: Add Your Domain
- Go to Settings → Email Setup
- Click Add Custom Domain
- Enter your domain (e.g., yourcompany.com)
Step 2: Add DNS Records
You'll need to add these DNS records:
SPF Record (TXT):
v=spf1 include:your-mail-provider.com ~allDKIM Record (TXT):
selector._domainkey.yourdomain.com
[Generated DKIM value from settings]DMARC Record (TXT):
_dmarc.yourdomain.com
v=DMARC1; p=quarantine; rua=mailto:dmarc@yourdomain.comStep 3: Verify Domain
- After adding DNS records, click Verify
- DNS can take up to 48 hours to propagate
- Once verified, you can send from your domain
DNS Record Examples
If using Resend:
| Type | Name | Value |
|---|---|---|
| TXT | @ | v=spf1 include:amazonses.com ~all |
| TXT | resend._domainkey | [from dashboard] |
| TXT | _dmarc | v=DMARC1; p=quarantine |
Check your email provider's specific requirements.
Email Tracking
When you send emails, track engagement:
| Metric | What It Shows |
|---|---|
| Opens | When lead opens your email |
| Clicks | When lead clicks a link |
| Open Count | How many times opened |
| Last Opened | Most recent open time |
Tracking appears in the conversation thread.
Best Practices
For Deliverability
- Warm up new domains — Start slow, increase volume
- Use real reply-to — Let leads respond
- Avoid spam words — "FREE", "ACT NOW", etc.
- Clean subject lines — Professional, relevant
- Include unsubscribe — Required for compliance
For Monitoring
- Create a dedicated inbox — Separate from personal
- Use filters — Organize lead emails
- Check connection — Ensure IMAP stays connected
- Monitor bounce rates — Clean your list
Troubleshooting
IMAP Connection Failed
| Issue | Solution |
|---|---|
| Wrong credentials | Double-check server, port, password |
| 2FA blocking | Use app password instead |
| IMAP disabled | Enable in email provider settings |
| Firewall | Check if port 993 is blocked |
Emails Not Sending
| Issue | Solution |
|---|---|
| Domain not verified | Complete DNS verification |
| SPF/DKIM missing | Add required DNS records |
| Low reputation | Warm up domain gradually |
| Bounce rate high | Clean your email list |
Emails Going to Spam
- Verify SPF, DKIM, DMARC records
- Check domain reputation
- Review email content for spam triggers
- Reduce sending volume temporarily
- Ensure unsubscribe link is present
FAQs
"Do I need both IMAP and custom domain?" IMAP is for receiving. Custom domain is for sending. Use both for full functionality.
"Can I use Gmail for sending?" Yes, but custom domain is better for deliverability and professional appearance.
"How often does IMAP check for emails?" Every few minutes. Replies appear in conversations quickly.
"What if my email provider isn't listed?" Any IMAP-compatible provider works. Contact support for help with setup.
"Will this affect my normal email use?" No. IMAP monitoring reads emails but doesn't modify your inbox.
"How do I warm up a new domain?" Start with 10-20 emails/day. Increase gradually over 2-4 weeks.
"Can I use multiple email addresses?" Yes. Add multiple IMAP connections for different inboxes.
"What's the difference from bulk email?" Regular IMAP is for conversational email. See Bulk Email for high-volume sending.
Related
- Bulk Email — High-volume email sending
- Integrations — All integration options
- Conversations — See email threads