...

Everything you need to know to create hyper-personalized emails

Intro

Welcome to Pitchkraft, the hyper-personalized email Krafter that turns cold outreach into warm conversations. This user guide will help you navigate the Pitchkraft web app and get the most out of its powerful features. Whether you’re looking to improve your sales emails, event invites, or any B2B/B2C outreach, Pitchkraft enables you to generate thousands of custom-tailored emails as if you wrote each one by hand, but in a fraction of the time.
 
Why personalization? People ignore generic copy-and-paste emails. With Pitchkraft, every message feels tailor-made for the recipient, dramatically improving engagement. Personalized emails can achieve significantly higher open and reply-to rates than mass emails. Pitchkraft uses advanced AI to research your contacts and create unique content for each, so your outreach stands out from the noise.
 
This guide is organized to walk you through the entire process. PitchKraft is user-friendly and intuitive so you don’t actually need to read anything before diving in, but if you want to be an expert then check out the user guide.
 
Let’s get started on turning your emails into revenue machines!

Dashboard/Overview

The Dashboard on PitchKraft shows the main area and links to them. It also shows progress. If you’re eager to dive in, here’s a bird’s-eye view of using Pitchkraft.

Create an email template

You can use PitchKraft’s Campaign Builder to create hyper-personalized email templates, even if you have no content writing or design skills. Drop in an email which you are using now, answer a few questions and a template is created right before your eyes.

Import your contacts

Drop in a file of the people you want to send your hyper-personalized emails to (with columns such as Name, Email, Company). PitchKraft will help you map the columns. Create segments within contacts to target your clicks and opens.

Create campaigns

Go to Campaign, choose a contact list and a template. A 2 minute job.

Kraft emails

Choose a campaign and click Generate. It’s that easy. Hyper-personalized emails appear, as if by magic. Scroll through the emails. You’ll see that every word of every email is different, referring to details about each contact’s company or role. Make edits if you want to, tweak phrasing or regenerate. Subject lines are created either by AI or you can use the usual placeholders. Not quite right? Go back to Templates and edit the tone, ‘hooks’, greetings and every other detail.

Configure your sender

Before sending, head to Mail → Configuration. Connect your email account by entering email account details. This lets Pitchkraft send emails from your very own email domain. You can also specify a BCC address if you want a copy of every email sent.

Send or schedule your campaign

You can send individual emails from the Kraft Emails tab or creates schedules by going to Mail → Schedule. Select the list/segment, choose the sender account (if you added more than one) and decide when to send, immediately or set a future date/time. For example, schedule it for next Tuesday 9:30 AM for optimal open rates.

Track results
Finally, check the Mail → Dashboard for analytics. Here you’ll see how many emails were sent and how many were opened or clicked. View these metrics overall by campaign, date and see exactly who opened and clicked on your emails and when. Use this insight to create a follow-up campaign, hyper-personalized, to focus on contacts who clicked your link.
That’s the process in a nutshell. From uploading contacts to watching the clicks roll in, Pitchkraft streamlines personalized outreach. In the sections below, we’ll explore each step in detail with screenshots, tips and videos, so you can become a Pitchkraft pro.
Next up: Contact management – the foundation of your campaigns.

Blueprints

Now that your recipients are in place, it’s time to create the content — the template for the emails. In PitchKraft, this is called the Blueprint. We call them blueprints because templates don’t do it justice. When a template is created from a ‘lesser’ email generation software, it’s like writing a letter with specific blank areas (‘placeholders’), and those blanks are populated with, for instance, the prospect’s name: “Hi {first name}…”, “{company_name} might be interested in…”

 

PitchKraft changes the entire email according to the prospect’s information and the data that PitchKraft finds about the prospect, their job function, and the company that employs them. The entire email is a placeholder. The best way to understand it is by seeing it in action — let’s create one.

Creating a blueprint
The process of creating a blueprint is just a matter of having a chat with PitchKraft. The whole process is conversational. The Blueprint Builder will ask a series of questions to gather as much information as possible to work its magic and generate a blueprint. You can answer as much or as little as you want at this stage, save the blueprint, and make any changes or additions later. Test out the blueprint with real contacts in the Kraft emails section of PitchKraft, then come back and tweak it.
Chat with the Blueprint Builder as you would a human. Go back, ask for clarification, for suggestions, and test out ideas. Sometimes, especially if it’s researching online, it might take a minute to get back to you, so it will alert you with a ‘Snapchat’-style sound when it needs some more information from you. If you have kids around, it’s fun to see them diving for their phones 😊.
What will PitchKraft ask?
1. Your name
Blueprint Builder will ask your name. Why? Just to be friendly. Also, unless you say differently, your name will be used in the email signature of the emails which are created. You can change that anytime.
2. Your current email template
PitchKraft will ask if you are currently sending out an email campaign, and if so, to paste in the email that you are sending. Why does it ask this? This is the most important part of the process. The Blueprint Builder will take the content, the theme (the purpose of the email), the tone, and the identifiers (company name, website, signature, etc.) and create a blueprint so that every recipient of that email receives a personalized version.
It’s worth spending a little time creating an email if you don’t have one. Think about how you would write your email to a few different recipients. How would you like to make that email individual to a specific person, job title, or company? This is what we call the Hook.
Example: if you are an events company, perhaps the hook would be how important each prospect takes the core aspects of the theme of your event by searching online for what we call the Hook Search Terms, i.e. ‘{company_name} {theme aspect 1} {theme aspect 2}’. Take a few of your prospects, do that search, and then write a personalized email to one of your prospects.
Real world example: You are James Hammond, Strategic Partnerships Manager of the Global Climate Innovation Forum, an event promoting sustainability. You have a prospect company ‘Beiersdorf’ in your database. The hook is the efforts of the prospect companies in their sustainability and Net Zero initiatives. You search for Beiersdorf’s efforts in the core theme aspects of ‘Sustainability’ and ‘Net Zero’ using a search engine: https://www.google.com/search?q=Beiersdorf+sustainability+”net zero”
The top 3 links returned from that search: 1.www.beiersdorf.com/sustainability/reporting/highlights-2024 2.www.beiersdorf.com/newsroom/press-information/all-press-releases/2024/10/07-beiersdorf-set-standards-for-climate-neutrality 3.www.beiersdorf.com/sustainability/overview
You then search through those websites for pertinent information relating to the email theme and produce this:
Beiersdorf has embedded sustainability at the heart of its corporate strategy. Under its Win with Care framework, the company focuses on climate action, circularity, responsible sourcing, and community impact. It has committed to achieving Net Zero by 2045, targeting a 90% reduction in Scope 1, 2, and 3 emissions. Progress is already evident, with a 25% absolute reduction in greenhouse gases, climate-neutral logistics initiatives, and packaging innovations such as refill systems and recycled materials. In addition, Beiersdorf Connect, the company’s innovation and collaboration platform, highlights sustainability as a core theme, bringing together partners, employees, and experts to drive collective action. These combined efforts position Beiersdorf as a climate leader within the FMCG sector, uniting long-term commitments with tangible results and industry collaboration.
You then create an email for your prospect, Jean-François Pascal, Vice President Corporate Sustainability of Beiersdorf AG:
Hi Dr. Vincent Warnery,
I’m contacting you today because your ‘Win with Care’ strategy at Beiersdorf makes it clear that climate care, circularity, responsible sourcing, and community impact are not side projects but central pillars of your business. The recent highlights you published — a 25% reduction in greenhouse gas emissions and climate-neutral logistics — show tangible progress.
I also noted your ambitious commitment to achieve Net Zero by 2045, targeting a 90% reduction across scopes 1, 2, and 3. This level of accountability places Beiersdorf at the forefront of climate action in FMCG, setting an example for the wider industry.
What particularly stood out to me is how you bring these values into your innovation culture through initiatives like ‘Beiersdorf Connect’, where sustainability sits alongside digitalization as a core theme. That combination of bold commitments, practical results, and collaborative mindset is exactly what we’re curating at our Global Climate Innovation Forum 2025 (Berlin, 8–10 November).
I’d love to explore how Beiersdorf could contribute to the event’s agenda — whether through a keynote on integrating sustainability across the value chain, or by leading a collaboration lab with peers in FMCG, pharma, and retail. It would also give you an opportunity to showcase initiatives like refill systems and packaging innovation in front of an audience of global sustainability leaders, investors, and innovators.
Would you be open to a 15-minute call next week so I can share the agenda and discuss how this aligns with your 2025 goals?
Best regards, James Hammond Strategic Partnerships Manager Global Climate Innovation Forum
When you’re ready, paste this email into the Blueprint Builder. PitchKraft will use it to create the blueprint. Later in the process, you can paste in a summary of your services, products, events, or agenda — everything about your company — so that PitchKraft can personalize each email for each prospect.
You can ask the Blueprint Builder for ideas throughout the process and come back when you’re ready. Once the blueprint is saved, you can always come back and paste in an amended email.
3. Email structure stickiness
Email structure stickiness controls how closely PitchKraft follows the wording and structure of the reference emails when generating campaign emails. The setting runs from 1 to 5. Lower numbers give the system more freedom to rephrase and reorganise your content, while higher numbers keep it much closer to your original style.
1 – Very loose: the system keeps the core idea but feels free to change wording and structure a lot.
3 – Balanced: the reference email is the main template, although PitchKraft can be a little flexible in composition.
5 – Very strict: the emails stay very close to your original paragraphs, order and tone, changing only what is needed for each prospect.
If you are unsure where to start, a value of 3 usually gives a good balance between consistency and intelligent improvement.
4. Your company name
Blueprint Builder will ask for your ‘friendly’ company name — how you want your company to be referred to. If your company is ‘International Business Machines Corporation Limited Liability Company of Delaware’, then ‘IBM’ might be a better way of referring to your company in emails and campaigns 😊. If you have added a template in the process, then Blueprint Builder will derive it and ask you to confirm.
5. Your website
Blueprint Builder will ask for your website address. It can use this to find information about your company so you don’t have to. If you’ve added a template with your website address, then Blueprint Builder will derive it and ask you to confirm it.
6. Your email theme
This involves generating a summary of what you are actually promoting. For example, if you’re James Hammond at the Global Climate Innovation Forum, the theme might be:
“An invitation to participate in and contribute to a major sustainability-focused business event, the Global Climate Innovation Forum 2025 in Berlin. The email promotes the event as a high-level platform for companies to attend sessions on sustainability and Net Zero, showcase their climate commitments, and collaborate with peers, investors, and innovators across industries.”
If you added a template earlier, Blueprint Builder will derive the theme and ask you to confirm or amend it.
7. Sample prospect
The sample prospect is a test contact that exists to helps PitchKraft create a realistic preview email. Blueprint Builder uses the sample prospect details to show how the email theme, hook and search objective work together for one real-world style person. The sample prospect is not stored as part of the Blueprint and is not used for any bulk sending.
You can either type a real contact from your list or ask Blueprint Builder to create a plausible example. Typical details include name, company, website, work email, location and an optional LinkedIn URL. Once these fields are in place, PitchKraft can run the search objective on that prospect, apply your Blueprint logic and generate an example email that shows you what your campaign will look generally like in practice.
8. The hook
Blueprint Builder will ask for your hook — the unique, personalized element that grabs the recipient’s attention and makes them feel the message was written specifically for them.
In the example above, the hook is how important each prospect views the core aspects of sustainability and Net Zero, based on online research using Hook Search Terms, e.g. ‘{company_name} {theme aspect 1} {theme aspect 2}’.
If you added a template earlier, Blueprint Builder will derive the hook and ask you to confirm or amend it.
9. Search objective
The search objective describes the specific insight you want PitchKraft to find online for each prospect. It turns your personalization idea (the hook) into clear research instructions, so PitchKraft knows which facts to keep and which to ignore. A good search objective focuses on one main question you want answered, not every possible detail about the company.
Think of the search objective as a sentence that finishes the phrase: “PitchKraft should look online to find out whether/what/if/…” For example, you might want to know whether the company has run events on a certain topic, invested in a particular technology, or published content aimed at a specific audience. Once the search objective is clear, Blueprint Builder can filter the results of the online research so that information relevant to your email theme is used in your emails.
10. The hook search terms
Blueprint Builder will ask for search terms to use in finding online the information it needs to generate the personalized hook. It asks you this in a ‘Google-friendly’ way as it’s the easiest way to show how you’d manually search for relevant information.
Example: https://www.google.com/search?q={company_name}+sustainability+”net zero”
If you added a template earlier, Blueprint Builder will derive the hook search terms and ask you to confirm or amend them.
11. Example output email
Blueprint Builder will generate an example output email to showcase how a typical email will look. This is first generated at the end of Blueprint creation process at which point the example email output will be created based on the information you have agreed with the Blueprint Builder such as your company details, email theme, email hook and search objective. The email will be generated for an example prospect company. Blueprint Builder will generate an example contact within that company with a name, job title, country, company website, and LinkedIn profile URL. These may be real or invented for demonstration purposes.
When you are editing the created Blueprint you can use the ‘Email preview’ area to create example output emails for your actual contacts. If you haven’t added any contacts yet then just hop over to ‘Contacts’ and import some or add manually. You can edit and change the example output email directly in the ‘Email preview’ if you like. Just remember that this is just for tweaking rather than for the content of main elements. The example output email is to give PitchKraft the flavour of the email so if you would like one part moving above another, text or format changes then you can do it here, save the example output email and emails from then on should reflect those changes.
Managing blueprints
After saving, your new blueprint appears in the Blueprints list. You can create multiple blueprints (for different campaigns, follow-up emails, or split-testing different approaches). Each blueprint shows its default folder, creation date, and description. You can click on the blueprint name to view it, or click the Action icon to view, edit, or delete it.
If you click on Edit, you can change anything already created, and there are many other aspects of the email you can configure. Here’s the current list (with more in the pipeline!):
Company Legal Name
The full registered/legal name of your company.
Company Description
A short overview of your company’s products/services to help personalize emails.
Extra Info Block
Static info you want included in every email (optional, e.g. certifications, disclaimers).
Call-to-Action Text
The words shown above your Call-to-Action button (e.g. “Book a Demo”).
Email Signature
The closing block with sender’s name, job title, company details, and contact info.
Testimonial(s)
Quotes or feedback from happy clients to add credibility.
Words to Avoid
Terms you don’t want used in your emails (e.g. competitors’ names, jargon).
Banner Image
URL of the banner image shown at the top of the email.
AI-Generated Subject Line?
Yes/No option for whether the subject line should be generated by AI.
Manual Subject Line
Custom subject line you write yourself, can include placeholders like recipient name.
Email Tone
The overall feel of the email (e.g. friendly, professional, persuasive).
Wordiness Level
How verbose the email should be (low, medium, or high).
Creativity Level
How creative the writing style should be (low = straightforward, high = imaginative).
Reasoning Depth
How detailed/analytical the email logic should be (low, medium, high).
Date Greeting
Adds a greeting linked to delivery day/holiday (e.g. “I hope you had a good weekend”).
Date Farewell
Adds a goodbye linked to delivery day/holiday (e.g. “Enjoy your weekend”, “Have a great Labor Day”).
Emoji Use
How many emojis to include (none, minimal, few, many).

Contacts

Your personalized campaigns utilize the contact data you feed into them. This section covers how to upload and manage your contacts in PitchKraft.

Importing a contact list
Before sending any emails, you need to tell PitchKraft who to send them to. Typically, you’ll have a spreadsheet or CSV file of prospects or clients. You might want to export that from your CRM, if you use one. PitchKraft makes it easy to import that list.Supported File Format: Prepare a spreadsheet or CSV file with a header row (the header row shows the column/field names).
What columns/fields can you import? The only essential columns are Full Name and Email address. However, the more columns you provide, the more information PitchKraft has to create hyper-personalized emails.
Including more fields can help the AI personalize better. Other columns that are very useful are the Job Title of the contact, Company (company name that the contact works at), Location (location of the contact), LinkedIn URL (LinkedIn profile page of the contact), and Company website (website of the company).
Step-by-step to import
    • Click on contacts in the left navigation menu.
    • On the contacts page, click the Create a list button.
    • Select your file from your computer or drag and drop it in. Any file with .xlsx, .xls or .csv will do.
    • These are the most common files for holding contact data.
    • PitchKraft will preview the file and show you how the columns ‘map’. The name above the pick list is a PitchKraft column, and the pick list shows the column headers identified in your file. PitchKraft will try and map its columns to yours. Make sure the columns correspond or change them as necessary. If you don’t want a column to be imported then leave it as — Do not include –.
    • Click continue to preview to confirm.
    • Check that the actual data in your list matches the correct columns. If not, then click on Back to mapping; or, if it looks good, then click on Process & save data.
    • Enter a file name for your data. Use something distinctive which identifies the data, but you can always change it later. A description is useful but not mandatory. Click on Save data, and that’s it.
You will now see your list in the Lists grid. Each contact list shows the number of contacts, a default folder, creation date, and the description (if you added one). You can click on the list name to view the contacts or click on the Action icon to view, edit, download the data to your device as a spreadsheet, or delete it.
Why would you want to download the data to your device as a spreadsheet when you have just imported it?
You may have processed the data in Kraft Emails so data such as Email subject and Email body will be populated and you might want to import that back into your CRM.
Viewing contacts:
When you open a list, you’ll see a table of your contacts. Each row will show fields like Name, Email, Company, etc. You can Show/hide columns as you prefer.
Creating segments
Contact segments:
If you have a large contact list and want to target specific subsets (e.g., only clients in the Tech industry, or only a certain job function), you can create segments. Use the Search box to filter by, for instance, ‘CEO’. Click the top check box to select all the filtered contacts (or select individually) then click on Create segment, name your segment (e.g., “All CEOs”), add an optional description of the segment and click Save segment — This segment will now appear in the Segments tab and behaves just like a list.
Segments are optional but powerful for targeting. If you don’t see a segment feature you need, you can also split your contacts into multiple files and upload them separately as needed.
Tips for contact management
  • Keep data clean: Remove invalid emails before uploading. Try to eliminate duplicates. If duplicates exist across lists (e.g., the same person in two different uploads), and you campaign both lists, that person could get two emails. Be mindful of overlap.
  • Target properly: PitchKraft helps by personalizing content which inherently is more compliant with legitimate interest requirements of privacy laws such as GDPR/CCPA than non-personalized bulk emails, but still, always ensure you are targeting prospects that may well want to hear from you. Spend some time really getting the most out of PitchKraft’s email personalization campaign skills.
Contact upload troubleshooting
  • Upload fails or freezes: If your file isn’t uploading, check the file size. Very large files could take longer or hit limits. Try splitting into smaller files. Also ensure it’s in a proper format (.xlsx, .xls or .csv).
  • Garbled text: If you see strange characters after upload, it might be an encoding issue. Ensure your CSV is UTF-8 encoded (especially if it contains international characters).
  • Columns mapped incorrectly: If after importing you see, for example, email addresses in the Name column, the header row might not have been detected properly. Make sure the first row of your CSV has clear headers like “Email”. During the upload mapping step, correct any mismatches.
  • Accidentally uploaded wrong list: Simply delete it (if you haven’t used it in a campaign yet) and upload the correct one.
Feel free to contact our support via the in-app Live Chat if you encounter any issues. Our team can assist in formatting your file correctly.
With your contacts successfully loaded into PitchKraft, you’re ready for the next step: creating the Campaign. This is a two-minute job and we’ll do that in the Campaigns section.

Campaigns

With your contact list loaded and your blueprint ready, it’s time to connect them. This happens when you create a Campaign. A campaign links a specific contact list (or segment) with a blueprint to produce emails based on the selected blueprint for the contacts in the selected list or segment. It’s just a few clicks.

Kraft emails

Now we can create the subject and body of actual emails, in bulk. Here we can view the generated hyper-personalized emails created using the chosen blueprint for your campaign and for the list/segment of contacts you have chosen for your campaign. You can also move between the emails, view the emails in mobile/tablet/desktop view, regenerate and edit individual emails, overwrite emails, and download the emails into a spreadsheet to import into your mailing software or CRM. If you prefer, use PitchKraft to send the emails. Within the Kraft emails section you can send the emails, an individual email or all, one-by-one. You can move to the Mail section of PitchKraft if you prefer to set up a schedule to send the emails.
Generate emails
Click on the Generate button to start creating the emails. If you want to skip the contacts that have already had emails created then don’t check the Overwrite check box. If you do check that box then all emails will be regenerated from the contact that is currently showing. All the emails, body and subject, are automatically saved. You will see a running commentary in the Output box, showing which contact PitchKraft is working on. As the email is generated, the Krafted label will change to show the date and time the email was generated.
Reset research memory
PitchKraft is clever enough to save research related to each company so, if you generate an email for someone in the same company later, it will save time by using that same research (it will still generate an entirely unique personalized email). If you want to clear that memory (maybe you have changed the Hook — the research into the prospect that ties in with your email theme) then click on the Reset all button.
Send the emails
Click on the Send emails button to open the Send emails panel. If you have set up a sending email account and BCC email address in the Mail – Configuration, you can now select from the relevant pick lists and send the emails one by one. If you click on the Send button you can send the email that is currently showing, and if you click on the Send all button then all emails will be sent one-by-one unless you click on the Stop button.
Viewing options
See how the emails will look on a mobile device, a tablet, or a laptop/desktop by selecting the relevant button located at the top right of the email.
Change the generated email
If you would like to regenerate an individual email or edit it manually, then click on the relevant button located at the top right of the email.
Download the emails
To download all the generated emails into a spreadsheet (to use in your CRM or email software), along with subject and pre-headers, click on the Download button. You can also copy the generated email into the clipboard. This button is located on the top right of the email area.
Stopping email generation

If you click on the Stop button, then the process of email generation will stop after completing the email that is currently being created. If you close the browser, the emails will also stop being generated.

Reviewing generated emails
As the emails are being created, you can review the output. You can use the navigation tools to move through the personalized emails and this will not interrupt the process. When a new email is created, it will navigate back to that email.
What if some emails don’t seem to have much personalization?
If the research on the Hook didn’t bring anything back, then the email might read more generic (still completely unique, though). If there is no information available then PitchKraft can’t invent it — and you wouldn’t want it to. If it happens often, then you might want to think about making the Hook and the Hook Search Terms that you have created in the Blueprint Builder broader or targeted differently.
Feel free to contact us for our assistance in this.

Mail

After generating your personalized emails, the next step is to send them out. You can do this individually within the ‘Kraft emails’ section of PitchKraft or set up a schedule in the Mail section. This ensures your carefully crafted messages land in inboxes at just the right moment. If you prefer to use your CRM or usual email sending software, then you can export the emails within the Kraft emails section.

 

Within the ‘Schedules’ section you can set email campaigns to run at any date and time in the future.

Once the emails have been sent, PitchKraft’s mail dashboard shows how recipients have engaged, opened, clicked on emails. first).

Configuration
Before you can send emails, you will need to head over to Mail → Configuration. Connect your email account by entering your email account details. This lets PitchKraft send emails from your very own email domain. You can also specify a BCC address if you want a copy of every email sent.
PitchKraft sends emails through your connected mailbox (the one you set up in Mail Configuration). This means emails are actually sent from you (your email address), not some third-party server. This greatly improves deliverability as recipients’ email servers trust it more since it’s coming from a legitimate account.
To add a mailbox, click on add mailbox.
The Add Mailbox form lets you connect your email account so the system can send messages on your behalf. To do this, you’ll need to fill in some details from your email provider. If you have already used an email client before (Outlook, Apple Mail, Thunderbird, etc.), then you will have added these then.
 
Steps to add a mailbox

1. Enter the mail server (host)

This is the address of the service that sends your emails.

Example: smtp.gmail.com, smtp.office365.com, or mail.yourdomain.com.

2. Enter the Port Number

This is like a “door” your email goes through. Common options:

  • 587 – Most common, works with TLS/STARTTLS.
  • 587 – Most common, works with TLS/STARTTLS.
  • 25 – Standard SMTP (rarely used, often blocked).

3. Type in your username

Usually your full email address.

Example: user@yourdomain.com.

4. Enter your password

The password for your email account.

Some providers (e.g., Gmail, Outlook) may require an App Password instead of your normal one.

5. Fill in the from email address

The email address that others will see as the sender.

This normally matches your Username.
Example: sender@yourdomain.com.

6. Choose encryption (use SSL)

Tick this if your provider requires SSL (usually with port 465).

Leave unticked if using STARTTLS (usually with port 587).

7. Click Add

After completing the fields, click the green Add button.

The system will test your details. If successful, your mailbox is ready to send emails.

Now you’ve added a mailbox, you can select that from the Mail → Schedules section and/or from the Send emails panel in the Kraft emails section.

If you would like to receive a copy of emails that are sent out, then use the BCC function wherever you send emails. You can create multiple BCC email addresses here by entering the email address in the text box and clicking the Add BCC button. If you want to delete a BCC email, then just click on the delete button next to the BCC email address.
 
Schedules
You can send individual emails from the Kraft emails tab or create timed schedules by going to Mail → Schedules.
Click on create schedule. Give the schedule (also known as a sequence) a name. Select the list/segment, choose the sender account and set the date and time when to send. Choose the timezone you want the time to be set in (if you want the emails to be sent at 9am, then set the Timezone to UTC – 05.00 and the time to 09:00). Set the BCC email address if you want to receive a copy of every email.
The schedule will be saved and shown in the grid below. To edit or delete a schedule, click on the Actions icon.
Once the send is triggered (at the scheduled date and time), PitchKraft takes each personalized email for that campaign and sends it via your chosen mailbox.
Because PitchKraft uses your mailbox, any sending limits are those of your provider. Typical limits are:
  • Gmail standard accounts: ~500 emails per day.
  • Google workspace (GSuite) accounts: ~2,000 emails per day.
  • Office 365: ~10,000 per day (varies by plan).
  • SMTP servers (custom): depends on your server settings.
If your campaign exceeds these, then the server might start rejecting sends after the limit is hit.
Recommendation: If you have more emails than your daily limit, use multiple mailboxes or split the send over multiple days.
Since emails are coming from your address, any replies from recipients will go directly to your email inbox (not into PitchKraft). That’s by design — you correspond with them normally.
 
Dashboard

After your campaign emails have been sent, PitchKraft’s Dashboard becomes your command center for monitoring engagement and results. These analytics help you gauge the effectiveness of your outreach and can guide your next steps (like who to follow up with first).

Accessing the dashboard

Click on Dashboard in the left menu. The Dashboard is divided into an Overview and a Details section. Click on Campaign to see metrics for a specific campaign. By default, the statistics will show for all dates for that campaign unless you filter using the Start date and/or the End date controls.

Overview Metrics
At the top of the Dashboard, you will see high-level metrics. These include:
  • Sent: total number of emails successfully sent (for the time frame or campaign currently viewed).
  • Unique Opens: the percentage (and raw number) of sent emails that were opened at least once by recipients. Example: “Open Rate: 52% (182/350)”.
  • Unique Clicks the percentage (and number) of recipients who clicked a link in the email. Example: “Click Rate: 10% (35/350)”. This counts unique clicks (each person counted once even if they clicked multiple times).
These metrics are also shown as a line graph below the metrics on the Overview tab, showing sent, opens, and clicks over time.
Switching to the Details tab will give you granular data in a list format. Here you can see each contact and their interaction. The table shows: Name, Email, Company, Job title, Location, Event type (Open, Click), Timestamp (last event date & time), and others.
Click on the Opens button to filter by all contacts that opened your email, the Clicks button to show all the clicks, Opens not clicked, All, and Sent. A very useful function is to create a segment once you have chosen filters and use those filters in follow-up emails.
Using analytics for follow-up
The data in the Dashboard is actionable:
  • High interest contacts (opened many times or clicked): You should prioritize reaching out to them with a follow-up. Perhaps give them a call if appropriate, or send a shorter email referencing the first one.
  • Moderate interest (opened once, no click): They read it but didn’t act. Maybe they’re interested but busy. Consider a follow-up in a week.
  • No interest yet (no open): It’s possible they ignored it or it went unseen. You could try a different approach in a follow-up (perhaps a different subject line).
  • Tracking conversions: If your email links to a sign-up page or something with conversion, you should see those conversions in your own system (like webinar sign-ups). Match those against who clicked to gauge conversion rate. (This is outside of PitchKraft’s scope but important for your ROI calculation.)
Celebrating your success!
Don’t forget to celebrate your wins! If your campaign performed well, that’s a direct result of your effort combined with PitchKraft’s technology. Maybe you got a dozen meeting requests from one send — that’s a fantastic outcome. Many users see substantially higher reply rates when using PitchKraft compared to generic outreach, and you might already be experiencing that. Share the success with your team. Perhaps even let us know — we love testimonials and could feature your story (with permission, of course).
By now, you’ve learned how to manage contacts, create blueprints, generate personalized emails, send them, and review engagement. You’re equipped to run sophisticated email campaigns that feel warm and personal to recipients.

Faqs

Q: How does Pitchkraft actually personalize the emails?
A: Pitchkraft uses the most advanced AI engines to research details about contacts and companies. It could be news articles, press releases, social media, company websites, LinkedIn, registers and directories etc. It then follows your blueprint and instructions to write an email tailored to that info based on your email theme/intentions. All this happens automatically for each contact when you generate emails for a campaign.
Q: Is the information used for personalization accurate?
A: Yes, it’s based on real data. It’s really quite amazing how it blends real-time information into email themese. PitchKraft has perfected the use of AI, using varied LLM models, so as to eliminate hallucinations (made-up date). If there is no relevant data for a contact/organisation then it falls back to a more generic email content.
Q: My colleague and I both want to use Pitchkraft. Can we have multiple users?
A: Yes, multiple team members can use Pitchkraft. You can either share an account (not recommended if you need separate analytics or sending identities) or ask us about adding team accounts under your organization. If each user has their own login, they can connect their own mailbox and run their own campaigns, and analytics will be separate. If you prefer one account, you can still add multiple mailboxes to that account and choose per campaign, but the tracking will be combined.
Q: Will recipients know these emails are AI-generated?
A: The emails come from your address and are written in a perfectly natural way, often with details that only a well-researched human would know. There’s nothing in the email that says “AI” or “Pitchkraft”. In fact, recipients often reply saying things like “Thank you for the very targeted message… it’s a welcome change from the generic spam I get”. That’s a real example of feedback such personalized content can elicit. As long as you’ve reviewed and made sure everything is coherent, the recipients will assume you took the time to craft each message personally (which, essentially, you did – with an AI assistant’s help!).
Q: What if I want to send a follow-up email to those who didn’t reply?
A: You can use Pitchkraft to do that too! For example, after a week or two, you could create a new blueprint, referencing the first email, and run it on the segment of contacts who opened or clicked. You can create a segment from Mail→ Dashboard→Details. Most systems don’t have the capability to include the original email in follow-ups. PitchKraft does. Even the follow-ups look hand-written and laser focused.
Q: Can I use Pitchkraft for languages other than English?
Yes! The AI supports almost any language you can think of. If your contacts are in Spain and you want to write in Spanish, simply choose Spanish in the Blueprint Builder. The subject and body and even the pre-header will change language. Even language nuances are taken care of, think English (US) and English (UK) when personalizing your emails this fall (aka personalising your emails this Autumn.
Q: Are the emails all unique?
A: Absolutely. Every email, even if you send to 100,000 contacts, is individually crafted and completely unique. This is a big advantage: aside from better engagement, it also improves deliverability since each email content is different (spam filters love that – it’s the opposite of a spam blast where all content is the same). Uniqueness is a core feature of PitchKraft’s generation.
Q: Is there a limit to how many emails I can generate/send with Pitchkraft?
A: Depending on your subscription, there might be plan-based. Also, the sending volume per day is naturally limited by your email account’s limits. If you have extremely large needs (100s of thousands of contacts per campaign), talk to us – we might recommend a staggered approach or multiple accounts to distribute the load.
Q: How safe is my data in Pitchkraft?
A: Data security is vitally important to us. Your uploaded contact lists and blueprints are stored securely in our system. We do not share your contacts or use them for any purpose other than generating your emails. The AI uses the data to generate content on the fly but does not retain it afterward. Additionally, our platform is GDPR compliant. , as the data controller, can ask us to delete data at any time and we will. We also ensure that the personalization data retrieved (like company info) is from public sources to remain compliant with privacy laws (it’s considered legitimate interest to use public info for B2B outreach).
Q: I have another question not covered here.
A: We’re here to help! You can reach out via the in-app Live Chat (the chat icon in the bottom corner of the app). Our support team is responsive, can answer any additional questions and are human beings! You can also email us at support@pitchkraft.ai. We value your feedback and aim to make your experience smooth and successful.

This will close in 0 seconds

This will close in 0 seconds

This will close in 0 seconds