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Mail

Configure your mailbox, schedule sends, and track engagement analytics.

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.

Tips and tricks

Connect your own mailbox to boost deliverability, emails are sent directly from your domain, not a third party. Use scheduling and optional BCCs to control timing, track engagement, and keep internal records effortlessly.

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.

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.)

Tips and tricks

Use the Dashboard to spot high-intent contacts quickly. Prioritize follow-ups based on opens and clicks, test new subject lines for non-openers, and let engagement data guide smarter next steps.

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.

Tips and tricks

Schedule emails using the recipient’s local timezone for better open rates. Stay within mailbox sending limits by splitting campaigns across days or mailboxes, and monitor replies directly in your inbox for timely follow-ups.

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.

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.

Tips and tricks

Use opens and clicks to prioritize follow-ups and create smart segments. Celebrate strong results with your team and reuse high-performing campaigns as proven templates for future outreach.

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Blueprints
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