Woodpecker Agency dashboard can be purchased as an add-on in the Marketplace tab. Click here to see how it works »


First Setup

Switching between Company and Woodpecker Agency panel

Woodpecker Agency is where you can manage all your client Companies and their campaigns. Company panel allows you to run campaigns for your own company, and change any settings (such as Billing Data, and Agency Options).

To switch between your Company and Agency panels, just expand the menu in the upper-right corner and select “Agency” or “Team“.

Switching between panels

In this dashboard, slots are shared between your Agency account and companies under you. There is no Marketplace tab in the company account.

Company panel allows you to run campaigns for your own company, and change any setting (such as Billing data or Agency Options).


Note: If you decide to purchase any add-ons, remember that you can only do so for all the slots under your Agency, which means that you’re buying them for all of the slots and their price will be multiplied by the number of slots you currently have.


Agency Options

Agency Options is where you can set up email notifiers that will be sent to your clients. You can write any notifier yourself, and don’t need to mention using Woodpecker – they are white-labeled.

Custom notifiers are available for:

How to set it up?

In your Company panel, navigate to Settings → Agency Options.

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Billing Data and Pricing

You can review your payments and pricing, and update your Billing Data at any time in your Company panel.

Navigate to Settings → Billing → Summary to take a look at your estimated amount for the next payment and payment details. Learn where to find your invoice.

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Note: the final price of your slot can be calculated by dividing Estimated Payments by the number of slots you have. All the discounts we agreed to will be implemented there, so you’ll always see the base price of the slot ($60 as above for example) in the first panel of Summary.


Companies

In this panel, you can see all your Active companies (at the top), as well as the Inactive ones.

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Active companies

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Inactive companies

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How to use this panel:


Managing Email Accounts and Slots

If you stumble upon an error pop-up while trying to activate a greyed-out email account informing you about no empty slots, you’ll need to go to your main Agency Account to purchase them.

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In your main Agency Account go to Settings → Marketplace → Slots and click on the “Add slots” button. Remember, that you need admin user privileges to do so.

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Remember, that while adding a slot, you’ll pre-pay prorated amount for it for the time left till the next payment date. Alternatively, to empty the slot, you can deactivate one of the connected email accounts which you do not need for sending. Here you can learn more about Managing Email Accounts »

Once you’ll have an empty slot you can activate the email account which you want to use for sending and use it in the campaign.

Keep in mind that managing slots under Agency works in the same way as in the Main Account. After you deactivate your chosen email account, you need to disable the slots in use in order to avoid paying for them.

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Daily sending

Daily sending is where you can review all campaigns (for all Companies) which have been sent Today.

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What you can get from the list:

Expanding (5) entry gives you a brief overview of all campaigns and emails in that company.

To narrow down the list, use filters (6), and filter by Owner.

That’s all there is to it!

Deliverability

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Here you can see your company’s performance in a given period of time. For more information about the Deliverability tab, check our help article under the Woodpecker Agency section »

UPDATES

9 Dec 2021

Warm-up & Recovery

The process of warming up your email or domain and their recovery can now be automatic, thanks to our new tool. Learn how to use Woodpecker Warm-up & Recovery module »

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16 Nov 2021

Bounce Shield

Bounce Shield is our system that protects your deliverability by stopping sending process before the provider’s limit is reached. Read more about how it works »

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9 Nov 2021

Deliverability Tab

Deliverability tab is the best place to check your sending trends track your sender reputation from one place. You can review 6 types of stats there: Emails Sent, Delivered Emails, Views, Replies, Bounces, and Interest Level. Read more about Deliverability tab »

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23 Aug 2021

Woodpecker Calls

Our call scheduling & tracking app for Android has seen the light! With it, you’re able to call your prospects directly from your phone wherever you are. You can also change your prospects’ statuses and mark call-tasks as done. Learn how to use Woodpecker mobile app?

woodpecker mobile app screen view

24 Jun 2021

Start your campaign with condition

Place a condition before an opening email and conduct more personalized campaigns without splitting your prospect’s base into different campaigns. Starting your campaign with the condition »

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14 May 2021

Call tasks

A new manual task type will help you contact your prospects faster. And there’s more to come – let’s stay in touch, so you don’t miss it!

view of task call in woodpecker editor

29 Apr 2021

Calendly integration

Simple, yet powerful integration is available! All prospects who schedule a meeting with you will be automatically marked as RESPONDED. How to integrate Calendly with Woodpecker »

description of how Calendly integration works with Woodpecker


29 Mar 2021
LinkedIn tasks

Manual tasks have a new option. With this feature you’ll find your prospects on Linkedin in a blink of an eye… or with two mouse clicks. How to use LinkedIn Tasks? »

List of LinkedIn taska available from Woodpecker


13 Feb 2021

New-billing

A new, more flexible billing system in our app, which lets you create a perfect set of features tailored for your needs. No more standard pricing plan – you can now create your own. Read more »

Marketplace view with different add-ons icons in Woodpecker app


16 Nov 2020

Snippet-based condition

Split your email sequence into two paths based on prospects’ data and add even more personalization to your messages. Read more »

Example of snippet based condition in the campaign flow


14 Oct 2020
Manual Tasks

It’s the first step towards multichannel campaigns in Woodpecker. Add a manual task and never forget to close your deals via LinkedIn, Twitter, or phone. Read more »

Example on how to mark task as done in the Woodpecker app


11 Aug 2020

Google Sheets Integration

Spread the word about your business faster with our Google Sheets integration. Easily import your spreadsheets to Woodpecker and start contacting your prospects right away. Connect Woodpecker to your Google Account and forgot about exporting CSV files. Read more »

Example of how you can import prospects from Google Sheets integration


09 June 2020

Attach the previous message to your follow-up sent separately

Now, when sending follow-ups separately, you can also decide whether you’d like to include the content of your previous email or not. Click the quotation mark icon to attach the previous message. Read more »

Image on how the quation mark icon looks like in the email editor in Woodpecker


01 Jul 2020
Hunter Integration

Spending a lot of time on hunting up your leads in Hunter? Use our simple integration and import them to Woodpecker effortlessly. No more CSV files with prospects – import them straight into your campaign from your Hunter account. Read more »


20 May 2020

A/B tests in campaign

A/B testing, also known as split testing, is a process of comparing two or more versions of your email. Optimize your campaigns by creating up to 5 versions of one email. Test its copy and subject to find a version that is most appealing to your customers. Learn how to carry an A/B test » and check out our A/B Testing: FAQ »

Image showing how to add additional A, B versions in the email editor in Woodpecker


19 May 2020

Sending follow-ups in the same thread or separately

Throughout the years we learned that sending follow-ups is the key. That’s why by default we attach their content to your previous message and send them in the same thread. All you need to do is to leave your subject line blank, and we do the rest. If you wish to send your follow-ups separately, however, type in a new subject. Read more »

Image showing wiritng a subject line into Woodpecker


30 April 2020

AI-powered Interest Level

AI-powered Interest Level automatically analyzes English-language replies from prospects and determines a prospect’s interest level. You’ll still be able to change the interest level manually. Read more »

Image showing the prospects with marked intrested levels


24 Mar 2020

Edit Email #1 in preview – customize your Email #1 in preview

We added a little twist to editing the email in the preview. Email customization in preview allows you to tailor your opening messages while previewing them. Correct errors or build a stronger relationship with some of your prospects by sending them a unique message. Read more »

Image with arrow poiting to a customize option for the first email


19 Mar 2020

In-app notifications

Never lose track of your campaigns. You’ll get an in-app notification every time something’s not right with your email account and campaigns are not being sent. Read more »

image of the in-app notification icon, which is a bell


11 Mar 2020

Edit Email #1 in preview

Correct errors or build a stronger relationship with some of your prospects by sending them a unique and more personalized message. How does it work? Editing email in preview allows you to make changes to the opening message (Email #1) from the preview level. Read more »

Image of an arrow poiting to the edit option of the opening email


3 Mar 2020

Bulk change of prospects’ statuses in the ‘To Check’ tab and when importing contacts

Checkmark the prospects whose status you want to bulk change. Next, use the ‘Change status in bulk’ icon and then click ‘save’. Please mind that in some cases you may be requested to verify and confirm your action.

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Filter prospects by status NONRESPONSIVE

Now you can look up the unresponsive prospects also when editing a campaign. Download those contacts with a few clicks. First, use the filter ‘Status’ → NONRESPONSIVE. Secondly, checkmark the prospects you want to export. Thirdly, click the ‘Actions’ → ‘Export as .csv’. Done! Read more »

Image showing Nonresponsive status for the prospects in Woodpecker


25 Feb 2020

Bulk change of prospects’ statuses

Image showing icon which is used to change the prospect

Bulk actions allow you to update the data of multiple prospects at once. Now you can bulk change the status of your prospects with a few clicks. This option is available in the edit mode of a campaign and on the main Prospects list. Read more »

Gif showing bulk action in a main prospect base


5 Feb 2020

Deliverability report

Now, when connecting your email account, you can check your deliverability report. Why did we introduce it? To make you aware of the deliverability parameters. Here you can check the correctness of the set SPF and DKIM records.

Image with massage about successfull email account connection with the red check marks next to the SPF and DKIM settings

Deliverability tab

The deliverability tab is available in “Settings” → “Email Accounts” → “Deliverability”. The deliverability tab contains SPF and DKIM data completed when connecting the mailbox. Below, you can also find the “Refresh” button, which allows you to update the results. Read more »

Image poiting to the position of the Deliverability tab in Woodpecker app


14 Jan 2020

Clicks-based condition

Set up tracked links as a Condition in If-campaigns to control the email sequence based on your prospects’ level of engagement. Read more »

Image showing conditions based on the tracked links


Import prospect from files also in .xls and .xlsx formats

Add your prospects directly from your CSV or Excel files. Read more »

Image with the import panel in Woodpecker


18 Nov 2019

If-Campaigns

Recently, we’ve introduced If-campaigns which allow you to adjust your communication according to your prospect’s engagement level. Share your thoughts with us at [email protected].

IN THIS ARTICLE

Reasons for getting a bad domain reputation
How to find out what went wrong?
Domain reputation recovery process


Reasons for getting a bad domain reputation – bad sending practices

Sending to a low-quality prospect list

Your prospect list should be verified and up-to-date. An attempt to send your campaign to non-existent or invalid email addresses will result in bounced messages, which can put your domain reputation at risk. The more bounces you receive, the higher the chance of being marked as a spammer.

For the same reason, you shouldn’t buy ready-made prospect lists. You can’t be sure if the data was acquired in a legal way. Also, the contact info may be outdated and unverified, thus your emails will bounce.

Bad targeting

Make sure your prospects belong to your target groups. If the people you send your message to think that your email not relevant to their scope of business, they may mark your messages as spam manually. It’s a sign for their email provider that the messages from that sender are considered unwelcome. To avoid such a situation, define your target group and contact only those individuals who could actually benefit from your solution.

Spammy and impersonal email content

Every email is scanned by spam filters before it gets to the addressee’s inbox. If the content of a message looks alarming (for example, contains words overused by spammers), spam filters direct such an email to the SPAM folder. Especially if they notice that exactly the same email is sent out to hundreds of email addresses.

Check your content against a list of SPAM words, remembering to edit it every now and then. Also, personalize the content with snippets. The level of personalization: basic, or more advanced, will significantly affect the effectiveness of your cold email campaign and its deliverability rate.

Suspicious, non-human-like sending behavior

Sudden high peaks in your sending activity look very suspicious to the SPAM filters, which are especially sensitive to any unusual sending activity. Avoid sending out hundreds of emails per hour, having in mind that this is not quite humanly possible. Take into consideration your email provider’s sending limits when scheduling a campaign. Exceeding the limits results in blocking your email address for some time.


How to find out what went wrong?

Analyze your campaign and identify the reason behind a low deliverability rate:


Follow our detailed instructions on How to Check & Improve the Reputation of Your Domain and Email Server IP »


Now that you have identified the reason for the bad reputation of your domain, you can work on improving it. Start a recovery process.


Domain reputation recovery process

STEP #1 Pause all your running campaigns

Put your campaigns on hold until you find out what negatively affected your email deliverability.

STEP #2 Send a couple of personalized messages manually

Send a few emails a day from your own mailbox to the contacts you know or to your other email addresses. Make sure your messages are unique and personalized.

Keep in mind that sending all the messages to the same domain won’t help. Choose addresses at different email providers. You can set up a free account at some of them and use them anytime you need to check your deliverability.

STEP #3 Ask for reporting the emails as not SPAM

Your recipients may mention that they can’t find your emails in their mailboxes. Ask them to check their spam or junk email folders, as most probably the messages landed there. If that’s the case, ask your addressees to manually report the emails as not spam. How? Look for buttons like “Report not spam” (in Gmail) or “It’s not junk” (Outlook).

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After you click the button, your message gets moved to the main inbox. That tells the email provider that the emails coming from you are safe.

STEP #4 Have a natural email conversation

Continue this process for a couple of weeks. Next, check your domain reputation again to see if it has improved. If necessary, continue the process.

Domain reputation recovery process is quite similar to the domain warm-up process. The difference is that it takes a bit more time and effort because your starting point is negative, not neutral, reputation. The recovery process requires much more effort on your part. identify the reason why your domain reputation got damaged and avoid those bad sending practices in the future.

IN THIS ARTICLE

I. Campaigns list
→ Management
→ Quick stats

II. Campaign overview: Stats
→ Infographic – general stats for the campaign
→ Table – stats for individual emails

III. Campaign overview: Prospects
IV. Campaign overview: “To Check”


I. Campaigns list

Campaigns list is the default view you will see each time you log in. Here is where you can see all of your campaigns, together with their status. There are also some basic stats available for each campaign in the list.

Management

A campaign’s current status is represented by an icon on the left.

You can see any campaigns that you have running, any drafts of new campaigns, campaigns that were paused or stopped, as well as those that already finished sending which means that are completed.

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When you open a campaign and edit it, it will be paused. You can resume, delete, preview or temporarily save it as a draft by clicking the buttons in the upper-right corner, or at the bottom of the screen. You can also send a test email.

Running campaigns will always be displayed at the top.


Tags

User’s initials/ created by – this tag that tells you who created that campaign and when.

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A/B – this tag is added to campaigns where you A/B tested your sending emails.

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IF – this tag marks campaigns with the added condition.

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TASK – this tag marks the campaign with the added task. Hover your mouse over the tag to see which kind of task is in this campaign.

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Folders

YOUR FOLDER’S NAME – the name of the folder you added your campaign to.

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CUSTOM EMAIL folder for emails created using an option New Email in Woodpecker Inbox.

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Quick stats

There are some basic figures here, too, summing up each of your campaigns: a number of prospects, emails delivered, opened and responded to, as well as the interest level.

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II. Campaign overview: Stats

When you open a campaign, you’ll see all stats that Woodpecker collects for it, presented in:

Infographic – general stats for the campaign

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In the infographic, starting from the left, you’ll see:

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Looking further to the right, you’ll be able to check how many:

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Point any element with your cursor to convert the percentage into exact numbers or the numbers into the percentage.

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Also, we highly recommend checking out our article on How to Analyze Campaigns Beyond Open Rates? »


To the right, there is the most anticipated status:

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Below, you can find the interest level which shows you the messages you marked as ‘Interested’, ‘Maybe later’ or ‘Not interested’.

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Table – stats for individual emails

Aside from the overall stats, you can check the statistics for each email in the sequence, and see how it performed. Here you have access to the same stats described above, but with each set referring to the particular email in the sequence.

Simple Campaigns

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If-campaigns

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A/B Tests

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Manual Tasks

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Can I see the email copy without editing the campaign?

To quickly access the content and settings of each email in the sequence (without editing the campaign), click the arrow on the right.

Simple campaigns

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If-campaigns with conditions

In case you’ve added a condition to your campaign, you’ll see 2 paths. Click the arrow on the right of either Path YES, marked in green color) or Path NO, in blue, to see all the emails you have in the sequence. Expand to see their details.

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With this table, you can:

Analyzing these elements can help you improve your outreach.


III. Campaign Overview: Prospects

When you click the second tab, “Prospects”, it will show you a list of contacted prospects (SENT), the ones who RESPONDED or BOUNCED or INVALID message, ordered from the most recent ones.

This view gives you information about:

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You can click the arrow on the right of any entry to quickly view the reply and the entire email thread.

LAST ACTIVITY

On the right side, there is the “Last Activity” window, which lists all events related to this prospect, such as when the email was sent, when the prospect opened it, and when they responded.

Simple Campaigns

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If-campaigns

Depending on the condition you set for a campaign, your prospect will be sent a follow-up either from Path YES or Path NO. Check “Last Activity” to see to which Path your prospect was assigned.

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If you receive a negative reply, saying that the prospect is not interested in your offer, you can change the status for that email, and prospect, to “OPT-OUT”. This way, you can completely exclude any email address – even when you accidentally add it to a new campaign. Assign this status manually by clicking the dropdown and selecting it from the list. Remember that it can be changed back only manually.


Read about statuses » and how to bulk change them »


Sometimes you will receive out-of-office or vacation responders in your campaigns. Woodpecker distinguishes autoresponders, and marks any such emails accordingly, assigning the status AUTOREPLIED to the relevant prospect locally, that is in the campaign. The follow-ups are then suspended. You are able to review all emails with this status in Woodpecker Inbox, and for a specific campaign, this is available in the prospects list right here: just click the “AUTOREPLIED” circle above. Go to the To-Check tab to review your prospect.

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Whenever you want, you can select all prospects with a specific status (or using any of the other filters), and export this list to a CSV file. First, select them all by clicking the checkbox in the upper-left corner, and then “Select all prospects” right above. Next, click the “Actions” menu on the right side, and select “Export as CSV”, then save the file to your computer.


Learn more about exporting data from Woodpecker »


4. Campaign Overview: “To Check”

When you click the last tab, “To Check”, you will see a list of prospects that were not contacted yet, and sending for them was suspended. When you click the tab “To Check”, you’ll see 5 categories there:

  1. Missing Snippet – Woodpecker cannot send a message to a prospect with a missing a snippet,
    • assigned status: PAUSED (MISSING SNIPPET)
  2. Autoreply – you received an autoresponder, set a new date for the follow-ups,
    • assigned status: AUTOREPLIED
  3. Other campaign – your prospect has been added to or found in another campaign,
    • assigned status: PAUSED (OTHER CAMPAIGN)
  4. Secondary Reply – your prospect has replied from another email address,
    • assigned status: PAUSED (SECONDARY REPLY)
  5. Manual – a prospect’s status has been changed manually,
    • assigned status: PAUSED (MANUAL)

You will need to decide whether you want to continue sending emails to these prospects or keep them paused. Fill out the missing data, change the status or set a new date for the follow-ups.

Check all the prospects and categories. If your prospect is in more than one campaign, you’ll have to adjust their status in all of them. Remember to save your changes and click “Send”, only then they will be added back to the sending queue.


Have a look at our article What does the tab “To Check” mean? to learn more.


IN THIS ARTICLE

1. Why do you want to set it up?
2. How do you set up the SPF record?
3. Common ESP
4. FAQ

1. Why do you want to set it up?

SPF records tell mailboxes which hosts are allowed to send mail from a given domain. You can add SPF records in your DNS settings to easily prove your authenticity and help your email deliverability. So, why would you want to add the SPF record to your domain?


2. How do you set up the SPF record?

The way you set up your SPF record depends on your domain host. Make sure you include all the applications which send emails for you in your SPF record. For example, if you’re using Google Apps (G Suite) to send your messages, you should include the following record:

v=spf1 include:_spf.google.com ~all

Keep in mind:

Sendgrid

v=spf1 include:sendgrid.net ~ all

Mailgun

v=spf1 include:mailgun.org ~ all

Below, you’ll find the guides to the most common email service providers (ESP):


Head over to our blog to learn more about What is DKIM & SPF? And How to Set It Up? »


FAQ

Q: Should I include Woodpecker in my SPF?

There’s no need to include Woodpecker in your SPF. Woodpecker sends emails using your own servers (SMTP.) That means that the emails are going out from your own mailbox, the App only triggers the sending.

Q: Should I include Woodpecker’s IP in my SPF?

You don’t have to include Woodpecker’s IP in your SPF because campaigns are being sent from your mailbox.

Q: I’m not sure how to set up SPF. What should I do?

Please consult your domain host and ask them for help. They know best what your SPF is and how to set it up swiftly on your DNS.

Q: What about DMARC? Do I need to set it up?

Although DMARC isn’t obligatory and there is no need to have it, we advise you to give it a go. DMARC is an extra safety measure that helps to protect your brand reputation. All in all, you want to have your emails delivered directly to your prospects’ inboxes, and DMARC is that one more extra super-power worth to arm your domain with. Read more »


Learn more about Deliverability »

Also, find out how to make your emails hit the inbox – read the guide »
Get more cold emailing know-how. Check out our ebooks »


IN THIS ARTICLE

Why would you warm up a domain?
What are the steps of warming up a domain?


Why would you warm up a domain?

Before you start

Check our article Deliverability: Introduction in case you haven’t heard the term “deliverability” before. Learn about processes that help your emails hit your prospect’s inbox, without landing in the spam folder. Domain warm-up is one of them. Read on.

Warm-up – how it works

Start off by registering a new domain that will be used for outbound. Next, warm up an email address. It’s actually one of the first things you need to do before you get on with email outreach. Start off by registering a new domain that will be used for outbound.

Sending emails from a new, fresh domain can be found suspicious by anti-spam filters. When doing so, you’re risking burning your domain and destroying its reputation. What happens next? Your emails get rejected, or as we call it – bounced. With time, you’ll notice more and more prospects with status BOUNCED assigned to them.

The more bounced messages you receive, the higher the chance of getting on the blacklists and being blocked. As a result, your open and reply rates drop and the deliverability of your emails starts to suffer. Here you can read about the errors which you can see when your sending is put on hold »

How long does the warm-up take?

You should spend at least 3 months working on your domain’s reputation before you start an email outreach. Why? A good reputation is earned over time. When you buy a new domain, it is being treated as a neutral one. Domain’s age is one of the first factors which is checked by anti-spam filters, playing an important role in email deliverability. Warm-up is a process when you gain trust as a sender.


Read about 8 Things to Take Care of In the Meantime You Warm up a Domain for Outreach »


What are the steps of warming up a domain?

First and foremost, take it slow. Spend at least 3 months on the warm-up, keeping in mind factors that may disturb the process and you should stay away from them.

Things to avoid:

Important notice about domain name

The name of your new domain should be consistent with the name of your main one. For example, we use getwoodpecker.com for outbound, which resembles our main domain woodpecker.co. Why? Domain name appears in your email address and is a part of the message. Choosing a domain name that’s not similar to your main website is inconsistent.


STEP 1: Set up an email account – no more than one

Set up a new email account for outbound. Don’t forget to warm it up. Here’s how. Don’t exceed your email provider’s sending limits. After 1 or 2 months you can add another email address on your domain if you want and start warming it up too.

Info for G Suite users

Daily sending limit for G Suite trial users is set to 500 emails. If you’d like to increase this limit, you may want to upgrade your account. Learn more »

STEP 2: Configure your email address

STEP 3: Send a couple of emails manually

STEP 4: Prepare a test campaign in Woodpecker


Am I ready?

If you’ve followed all the steps we mentioned earlier and warmed up your domain for at least 3 months without rushing the process, you are on a good path.

There’s one last thing before you click the “SEND” button though. Visit our blog and learn about 14 Deliverability Checks to Carry Out Before Sending Your Cold Email Outreach »

Find out how to make your emails hit the inbox – read the guide.

IN THIS ARTICLE

Step 1: Connect your email to Woodpecker

Woodpecker sends your campaigns from your own email account, without the use of any additional mail servers. That is why the first thing to do is to connect your email to Woodpecker. Here’s how:

1. Click “Connect your email”

Once your campaign is created, open it (click “Campaigns” in the black bar at the top, then click your campaign), and click “Connect your email”, right below the campaign’s name.

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Alternatively, you can go to Settings (expand the menu in the upper right and click “Settings”), then click the green “Add Email Account” button.

2. Choose your email provider

Woodpecker has native, one-click integration with Google’s Gmail, and Microsoft’s Office 365 and Exchange. For any other email service provider, you should select “Other (IMAP)”. The setup will not be long either way!

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Note that when you select one of the available options, you will be informed about the sending limits for this provider. The default limit in Woodpecker will be set according to your choice. You can change it later in Settings.

3. Choose “Automatic” or “Advanced”

Choose “Automatic integration” and the App will auto-detect settings and quickly configure the email for you.

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If you are using a third-party app for sending (such as Mailgun or Sendgrid), or would simply like to configure your email yourself, select “Advanced”. Check Email Account: Advanced setup to learn more.


Troubleshooting


4. Set your “From name” and “Signature”

This screen allows you to set the sender’s name that will be visible to your recipients, and a signature that will be attached to emails in your campaigns.

You can skip this step, and set both later by clicking “set it later in Settings”.

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5. Click “Save”

… and give Woodpecker a few moments to complete the setup. Afterward, you will be able to select this email as a sender in your campaign.

6. Finalize the setup

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7. Check your inbox for “Testing your email connection” message

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Once you connect your email account to Woodpecker, the App will send you the message confirming the successful connection. You will see it in your primary inbox. Its subject is “Testing your email connection with Woodpecker.co” and should look like the one on the image above.

Don’t worry, this is an automatic message sent from our internal email address [email protected].


In case you’re connecting a mailbox to a company under the Agency panel, we will send the message from the email account connected to your Agency account. The content of that message can be crafted by you in the Agency panel settings. Have a look at the Agency Quickstart Guide »


You can’t find the test message in your inbox?

  1. You might have been connected conditionally.
  2. Check your SPAM or junk folder.
  3. If the message is there, move it to the primary inbox.
  4. Try connecting your mailbox again. Remember to remove any labels or forwarding options. Learn why »
  5. Your email address should be connected successfully!

Step 2: Compose a personalized email

Each campaign consists of 3 parts:

  1. PATH – this is where you create a sequence of emails for your campaign. By adding a condition, you decide about what kind of email and when your prospect receives it.
  2. PROSPECTS – here you import and add your recipients to the campaign.
  3. SUMMARY – preview and send or save the campaign. Here you can also send a test email.

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Your message can be created right in the campaign’s email editor. You can use both plain text and snippets, for a mixture of good, catchy content and personalized information. Let’s see how to make it happen:

1. Start the path

Let’s start the Path! You can start your path in a couple of ways – either with one of our Manual Tasks, Snippet-based Condition, or traditionally, with an email. Above we will show you a campaign with email in the first step.

You can type in the content of your message right here, in the editor, or paste it from a plain text editor, such as Notepad or TextEdit.

You can use versions to A/B test your emails. Learn how to carry an A/B test » and check out our A/B Testing: FAQ »

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Important

Make sure that you’re not copying formatted text from editors such as Word, as it might cause your email to not render properly in your prospect’s inbox.

For copying and pasting formatted text, paste it into Notepad/TextEdit first (to remove formatting), and copy it again from there, then paste it into Woodpecker’s editor.

2. Insert snippets for personalization

Always use the blue personalization buttons – our custom fields, available in the email editor, right below the Subject line, and styling options. They are called snippets, and their task is to insert information specific to your prospect into your email.

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This information can include first name, company or website, and is used in individual messages, making each of them unique and much more interesting to your prospects.

Learn more about how to use our snippets »

Wondering how to add them to your CSV, XLS or XLSX file and then import to Woodpecker, to begin with? Here is our CSV and Excel guide »

3. Add a follow-up message or add a Condition

You can follow up with the prospects who have not responded to your email. To create a follow-up message, click “ADD EMAIL” right below the editor that contains your first message.

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Just like with the first email, you can compose the follow-up message in the editor, and personalize it with snippets. You can send your follow-up in the same thread (as a sequence) or as a separate message »

Here you can read about Stats That Prove The Importance of Follow-up Emails »

Follow-ups
You can create up to 8 steps in a sequence within a single campaign. You can play around with your campaign flow and mix emails with Manual, Linkedin, or Call Tasks.

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How does it work?
If your prospect responds to your previous message, the next follow-up won’t be sent. Learn what happens when a prospect replies to your email »

Add a Condition

Click ADD CONDITION to decide what kind of emails you want your prospect to receive.

By adding a condition you create 2 paths:

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In Woodpecker you can find different types of conditions such as:

How to set up an open-based condition »
How to set up a click-based condition »
How to set up task-based condition »
How to set up snippet-based condition »


If-campaigns are part of our add-on, Advanced Campaigns. You can learn more about them from the article on What are Advanced Campaigns »


Step 3: Set up Daily limit and Delivery time

Once you composed your cold email campaign, you can set the Delivery time for all emails. You can also change the default Daily limit for the opening emails, and add delay time for the follow-ups.

1. Set up Daily limit for the opening emails

Set the maximum of opening emails (Email #1) that you want to be sent a day. The default is 50 opening emails a day, but you may want to send fewer or more than that.

The limit is capped at the maximum of your currently active Daily Sending Limit Add-on. What is Daily Sending limit? »

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Check your Sending limits to measure if you can send all your scheduled emails in one day. Go to Settings → Accounts → Sending.

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Remember that you’ll be sending these emails from your own mailbox, and there are sending limits established by your email provider. Your campaigns must be set up so that these limits are not exceeded.

2. Set up the delay for your follow-ups

For each of your follow-ups, set the number of days to wait before sending. By default, Woodpecker adds 3 more days after each email. This always relates to the time the previous email was sent (for each prospect).

1. Click the clock icon to open follow-up settings.

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2. On default, Woodpecker waits 3 days. You can change this number. Choose between days and hours after the previous email.

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3. Set up Delivery time for all emails

For each of your emails, both the opening email and the follow-ups:

If you want to send your emails before noon, set the time frame to, for example, 7 AM – 11 AM.

If you don’t want any emails to be sent on weekends, uncheck Sat and Sun.

Read more about how Woodpecker sends emails in our help article and on our blog.

Step 4: Add prospects to your campaign

As you scroll down below the email sequence, you’ll see the Prospects section. There are three options for adding prospects to your campaign:

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Add prospects to Woodpecker

A) Import – if you have a long list of prospects, collected in a spreadsheet (CSV, XLS or XLSX file).

  1. Prepare your spreadsheet. It should contain at least a column with email addresses. 1. There should also be some columns that will correspond to fields in Woodpecker (such as First Name, Company or Website); this is not required but recommended – the better the database, the greater your options for personalizing your emails. Next, save your spreadsheet to file in CSV, XLS or XLSX format (when saving, make sure you have UTF-8 encoding selected).Here’s our CSV and Excel guide, please have a look!
  2. Example spreadsheet
  3. Back in Woodpecker, click “Add prospects” on the right, and select “Import”. In the new screen, click “Browse…”, and select your file, then click “Upload and Import”.
  4. In the next screen, map Woodpecker fields to those in your spreadsheet. Any unmapped fields will not be imported. If the first row contains column headers, check “Ignore the first row when importing”, right below. When this is done, click “Import”.
  5. In this last screen, you are given a summary of your input and choices. Before you click “Add” to confirm and add these prospects to your campaign, you can also:
    • review the list of all imported prospects (click “see details”) – here you can deselect any that you don’t want to add, using the checkboxes in the leftmost column;
    • check any errors in imported prospects’ data (click “download” on the right) – that’s a file containing any entries that returned an error;
    • preview your emails (click “Preview” below) – you’ll be shown what the emails will look like once they are sent;
    • send a test email to your own address (click “Send Test Email”) – the whole sequence of emails from your campaign, containing example data, will be sent to your own address.
    • Summary screen

B) Manually – if you’d like to add just a few prospects.

  1. Click “Add prospects”, on the right, and select “Manually”.
  2. In the table that appears, in the first column, type in the prospect’s email address (required). Hit [Enter] to add another.
  3. Fill the other fields with the information you want to use (First name, Last name, etc.).
  4. Click “Add” to add these prospects to your campaign.

Add Prospects: Manually

C) From database – you can select individual prospects from your database in Woodpecker, once it is populated.

  1. Click “Add prospects”, on the right, and select “From database”.
  2. Select any prospects you previously uploaded, and click “Add” to add them to your campaign.

Please remember that you can filter your prospects by Status, Campaign they are in, Contacted (YES/NO), the file they were Imported from, or by Tags.

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Learn more about adding prospects to Woodpecker »

D) From Integrations – you can also add your prospects directly from some of the prospecting tools which are integrated with Woodpecker » or directly from your Google Sheets »

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Step 5: Preview and send the campaign
Here you can see a summary of your campaign:

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Before we send any emails, we usually want to check if everything looks as it should. There are two ways to do that in Woodpecker:

Optional: “Preview”

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The red color is a sign of a missing snippet. Check what it means here »

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Optional: “Send test campaign”

Click “send test campaign”, and the whole sequence of emails from your campaign, containing example data, will be sent to your own address – you can check them all in your own inbox.

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Optional: “Save as draft”

Click “save as draft” if you just want to save the campaign as a draft, and don’t want to start it yet. You will see it on your “Campaigns” list so you can always go back to it.

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Click the green “RUN” button to start sending the campaign

If everything looks okay, and you want to start your campaign pronto, click the green “RUN” button at the bottom. Your campaign will now be running and sending emails according to your settings.

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Remember that you can edit your campaign at any later time, to add prospects or change the message content. To do that, open it and click “Edit“ in the upper-right corner.

You can click “Add prospects” to quickly add new prospects to that campaign.

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To view or edit the list of all campaigns that you created (both the drafts and running campaigns), click Campaigns at the top.

IN THIS ARTICLE

Is my bounce rate too high?

Reasons why email bounce

How to lower your bounce rate


Is my bounce rate too high?

Where can I check my bounce rate?

You can check your Bounce rate by going to Campaign view and looking through general statistics or those per step in your sequence. Here you can read more about How to use cold email stats »

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In the Woodpecker Inbox, you can also find a separate folder for Bounced emails where you can review return massages from your prospects’ servers.

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Learn more about How to manage your Woodpecker Inbox »


When should I start to worry?

You should pay close attention to this stat from the moment you start your campaign and especially close once you’ll notice that your open/reply rate is dropping down.

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We recommend keeping your Bounce rate below 5% per campaign. Keep in mind that this is the general number and it might differ depending on other aspects such as, for example, your prospect base volume or quality of your content.


Reasons why email bounce

Once the email bounced you’ll receive a response from your prospect’s server with the reason why the email couldn’t be delivered. You can review them in the Woodpecker Inbox:

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It is worth looking through them from time to time to check for signs suggesting that your emails might be getting blocked because of SPAM content or your reputation as a sender is getting worse.


Bounce reasons

In bounce messages, you can find the response from your prospect’s servers why the email couldn’t be delivered. You should look out for those who will suggest that your email couldn’t be delivered because you’re not recognized as a valid sender – those might indicate problems with your domain or email reputation. Also, for the ones pointing out your content.

The reasons you should watch out for:

Access denied, traffic not accepted from this IP

550 High probability of spam

Message blocked due to spam content in the message.

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Sometimes your email may bounce because the address of your recipients is invalid or deactivated.

If you’ll get a lot of those, it’s a sign that it might be a good idea to work on the quality of your prospects’ list. How to Build a Quality Prospect Base for Outbound: 5-Step Tutorial »

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How to lower your bounce rate

Check your reputation and domain settings

Domain settings

Raising bounce rate is one of the first indicators that there might be a problem with your deliverability. That is why the first thing you should do once you notice it is to check your SPF and DKIM in our Deliverability Tab »

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Setting up an SPF record is crucial in order to achieve good email outreach results, so if you’re missing this one, check out our article What is SPF? » which will help you with setting it up.

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DKIM record is nice to have, but not crucial for lowering your bounce rate, especially since not every provider support it. Here you can learn What is DKIM? » and how to set it up.

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Once you’ll add those records to your domain settings, resume your Woodpecker campaign and check if the stats will improve.


Domain reputation

The next thing worth checking is your domain reputation to make sure you’re not listed on any blacklists, which might cause your emails to bounce.

You can check your domain reputation using websites like Cisco Talos ». Just enter your domain or IP address and check the results for it.

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In case your reputation will show different than Trusted, you might want to consider starting regain process, which we’ve described in our Step-by-Step Guide to Regain a Good Domain Reputation »


How to regain a good domain reputation? »


When it comes to checking if your domain is listed in one of the public blacklists, just use an online tool like MXToolBox » and simply type in your domain name.

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If your domain happens to be listed on one of the lists, you’ll need to contact its owner in order to get delisted or get instructions on what you need to do in order to have them delist you.


Domain age

After creating a new domain it is important to warm it up properly before you can start using it for cold mailing. The warm-up process lets you establish and verify your domain reputation for sending.

Usually, if the warm-up process is skipped or shorten up, there will be bigger chances of a high bounce rate than with the domain that had proper time to be warmed up for email outreach.

How to check your domain age

STEP 1: Open a domain age checker

For example, who.is and paste in your domain name.

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STEP 2: Look for information like:

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If your domain is younger than 3 months, you need to stop your sending through Woodpecker and proceed with the warm-up process, which you can learn all about in our article How to warm-up a domain »

Also, newly created email addresses also need to be warmed up before you can start sending emails using them. This process is similar to warming up your domain but shorter and you can read more about it in our article How to warm up an email account »

After the proper warm-up process, you can resume your cold mailing campaigns and you should notice that your bounce rate will be lower than before.


Q.: When I will notice an improvement in my bounce rate?

It depends on the cause of your issue: in case you need to warm up your domain or regain its reputation you can go back to sending campaigns after a few weeks or even months. However, if you simply need to update your domain settings, you can resume your campaign right after making those changes.

IN THIS ARTICLE

I. How the messages are sent and what you can control

II. Examples

III. Why can you sometimes see delays while sending your campaigns?


We believe that the solutions we have designed are crucial in cold email delivery. We have created them as tools you can use to achieve maximum deliverability and visibility of your messages. Understanding how cold emails need to be delivered will give you proper control over your campaigns. Your emails will be sent right on the schedule and the good timing will increase your deliverability, visibility, and in turn, your reply rates.

We also wrote a blog post on that topic. You can read it here How Your Emails & Followups Will be Sent by Woodpecker.


I. How the messages are sent and what you can control

1. Woodpecker acts like a user of your email address.

Woodpecker sends emails directly from your mailbox
Most email providers will show you messages sent by Woodpecker in your “Sent” box. For that reason, Woodpecker can send emails according to the rules set up by your email provider. You should know how many emails your provider allows you to send per day. You should also be aware of what content your email provider considers to be spam so that your outgoing messages do not trigger the safety mechanisms for outgoing emails.


Exceeding limits

If you exceed the sending limits (eg. 100 emails for free Gmail accounts when using automated tools, like Woodpecker) or send emails containing spam words your email provider will send us a server notification that your mailbox was suspended (usually for 24 hours). In such a case, Woodpecker will show an error on the campaign list. Learn more »


Woodpecker sends messages using your email SMTP address
Our server IPs are used to initiate the sending, and your provider’s IPs are used to actually send the emails. That means your messages appear as if they were sent manually.


2. Woodpecker throttles and randomizes sending from your email address.

Sending and SPAM-filters
People are rarely able to send an email more frequently than every 45 seconds. Sending multiple emails in a short time and divided by even time intervals might alarm SPAM filters. Those filters are sensitive to such regularities. For that reason, we have designed Woodpecker to imitate human behavior in terms of sending emails. By default, Woodpecker will send your messages divided by random time intervals, yet no more frequently than every 90 to 140 seconds.

Learn how to check if your campaign is sending emails (sent stats) »

30 emails per hour on default
That means you can send around 30 emails per hour from a chosen email address (additional seconds are used for procedures like checking the validity of an email address). We generally do not recommend lowering those default settings.

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Separate settings for each mailbox
This setting is separate for each email address, though.

Sending several campaigns from one mailbox
If several campaigns are set to go out from one address simultaneously, the emails from all those campaigns will be sent from your mailbox in an interweaving way (1st email in one campaign, 2nd in another). All the emails planned to be sent at the time will be put into the single queue, with the follow-ups having priority over Emails #1.

For example, you have 2 campaigns running, Campaign A and Campaign B at the same time from one email address. According to these settings, you can send out around 30 emails per hour, which makes 15 emails in each campaign (15 messages in Campaign A and 15 messages in Campaign B (providing there was no delay or errors.)

Prioritizing a campaign
If you want to prioritize one of your campaigns, pause all the remaining ones to be sure the messages get into your prospects’ inboxes on time.

Learn more about settings for boosting sending in Woodpecker.


Edit ‘Sending limits’ in SettingsAccounts → select your email account → Sending → SENDING LIMITS

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3. Decide how many prospects will get your opening email each day.

In the campaign editor right next to the text editor, you will be able to set the “Daily limit”. With this function, you can choose how many prospects will receive Email #1 every day (according to your schedule). You can send your emails according to the idea of Aaron Ross’s Revenue. For example 50 per day, Mon-Fri.

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By default, this limit is set to 50 new prospects contacted per day. If you wish to increase this limit, you’ll need to buy one of the add-ons. You can either increase it up to 200 new prospects per day or go unlimited. Here you can read more about Getting Add-ons on Marketplace »


4. Set your emails to be delivered at a specific time and get to your prospects’ inbox right when they’re checking the email.

It’s good to schedule your emails to be delivered within some specified time window, for example between 9 AM, and 1 PM. To give you this possibility, we have created a function to select hours and days when each part of the sequence will be sent. You can also set the time zone specific to your target group.

While adding a follow-up to the sequence, the settings will get copied from the settings for the previous message.

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5. Add a new sending window

Set a break between the daily sending. Let’s say you’d like to reach your prospects in the morning when they usually check their emails, and in the afternoon before they leave work. Add up to 3 windows to adjust the Delivery time to your prospects’ daily schedule.

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In case hours overlap or are set incorrectly, Woodpecker will notify you about that (pay attention to the red color!)

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6. Schedule emails using your prospect’s timezone

Schedule campaigns in your prospect’s timezone. This feature makes contacting your prospects easier. Learn how to schedule emails using your prospect’s timezone.

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7. Set an automated follow-up

From the second email in the sequence onward, the “Daily limit” window will be replaced by the “Follow-up” window, marked as the clock icon.

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Follow-ups stop when your prospect replies to your email
Woodpecker won’t send any more messages in case your prospect replies to your email, sends you an out-of-office reply or unsubscribes from your campaign. Also, if you decide to pause sending for specific prospects.

Hours and days
You can specify the number of hours or days after which another email will be sent. By default, Woodpecker always adds 3 more days unless a prospect replies. The minimum value here is 1. One day is exactly 24 hours after the previous email, two days are 48 hours, and so on.

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If your previous email was released on 2:34 PM, and you set your first follow-up to be sent after 1 day, the next email to this particular prospect will queue to get sent after 2:34 PM of the next day (if the sending for that day is allowed, that means check-marked in Delivery time.)

Follow-ups have priority over Email 1
Sending follow-ups is not affected by the daily limit, but scheduled follow-ups have priority over initial emails and you should consider this when setting delivery times.

Learn how to set up the delay between follow-ups. If you wish to send follow-ups as separate emails, click here.


II. Examples

In sum, these settings give you control over the way your emails are being sent. You can control how many emails per hour will be sent, on what days, and after how many days the prospect will get a follow-up. Having all these variables combined, you can create various campaigns fitting your needs.

1. Short and quick campaign settings

This is an example of a campaign set to send 50 emails in the two-hour time window between 9:00 and 11:00 AM before a lunch break. The copy is short and I’m asking if the person is available to chat now (and I’m ready to call/chat in 3 minutes after receiving a reply ).

Campaign editor → Delivery time

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2. Highly targeted campaign

This is an example of a highly targeted small campaign set to send messages early in the morning when your prospect is checking the email on their smartphone. The time window is really narrow and snippet research takes some time but good cold email is all about quality.

Campaign editor → Delivery time

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Settings → Email accounts → Edit email → Sending

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To either disable or enable the open rate counter please switch off/on Open tracking in the Campaign editor. This article about open rates explains how tracking works.

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III. Why can you sometimes see delays while sending your campaigns?

Your campaigns might get delayed if your settings don’t match the number of emails you want to send. Improperly set sending conditions may be a bottleneck for your campaigns, especially if the campaigns are sent from a single email address. Consider the conditions from the examples below:

A: Delayed campaign

In this example, Woodpecker will be able to send 120 from the planned 200 emails. Woodpecker will send 120 prioritized follow-ups on Monday and the rest 30 follow-ups along with the 50 Emails 1 will be postponed to be sent a week later.

B: Sender Quota exceeded

On the third day, Woodpecker will try to send around 300 follow-ups + additional 300 Emails 1. Since your Delivery Time settings are not limited to send 500 Emails per day (24 x 40 = 960 not 500). In this situation, Woodpecker will attempt to send 600 emails. At 500th Email your Email provider will block your email address for 24 hours for “exceeding sender quota”. Read more »

That’s why it’s important to assess how much time your emails will need to get sent and adjust the settings to your goals across all campaigns. Too narrow settings will be bottleneck and delay will happen. If the settings are too wide, you will be blocked by your email provider for exceeding the sender quota.


Your campaign is running, all settings are correct but no emails are being sent? Have a look here!

IN THIS ARTICLE

1. What is DKIM?
2. Why do you want to set it up?
3. How do you set up the DKIM?
4. Common ESP
5. FAQ


1. What is DKIM?

DKIM uses a pair of keys, one private and one public, to verify messages. By encrypting private and public keys in the email header, your domain gets validated. In short, by setting DKIM on your DNS, you let your recipients know that your emails come from authorized servers. Learn more about DKIM by consulting your hosting’s help page.


2. Why do you want to set it up?

Have a look at our Blog to learn more.


3. How do you set up DKIM?

The way you set up your DKIM record depends on your domain host.

General rules

To set DKIM on your server, first, you need to generate the public key. To do that, you need to log in to your email’s provider admin console. The next steps may differ depending on your email provider.

If you’re using Google Apps to send your emails, here’s a step-by-step instruction. Google Apps email users, you should know that on default the DKIM signatures are turned off, so you need to turn them on manually in your Google Admin console.

When you have the public key, you take the generated txt record and paste it in the right place into your DNS records. Here’s the example:

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Finally, you need to turn on email signing to start sending emails including your signature encrypted with your private key. Here’s how to do it, if you’re using Google Apps to send your emails.

DKIM Key Rotation

The security community recommends regularly changing the encrypted tokens of your DKIM records to enhance the security of your authentication configuration. The typical schedule for rotation is at least once every 12 months.


4. Below, you’ll find the guides to the most common email service providers (ESP):


Head over to our blog to learn more about What is DKIM & SPF? And How to Set It Up? »


5. FAQ

Q: What about DMARC? Do I need to set it up?

Although DMARC isn’t obligatory and there is no need to have it, we advise you to give it a go. DMARC is an extra safety measure that helps to protect your brand reputation. All in all, you want to have your emails delivered directly to your prospects’ inboxes, and DMARC is that one more extra super-power worth to arm your domain with. Read more »

Q: I’m not sure how to set up DKIM. What should I do?

Please consult your domain host and ask them for help. They know best what your DKIM is and how to add it swiftly to your DNS.

IN THIS ARTICLE

What is domain age?
Does the age of a domain matter for email deliverability?
How do I check how old my domain is?
FAQ & Troubleshooting

What is domain age?

The term “domain age” shows how old your domain is. In other words, how long your domain has existed.


Does the age of a domain matter for email deliverability?

Domain age is one of the first factors checked by anti-spam filters. The general rule is the older the domain, the more trustworthy it gets, provided it has been used with care and following good practices of email deliverability. Keep in mind that your domain reputation equals your sender reputation. Fresh domains start off as neutral ones and have to be prepared for cold email outreach – warmed up – for at least 3 months.


How do I check how old a domain is?

STEP 1: Open a domain age checker

For example, who.is and paste in your domain name.

Alternatively, you can use Cisco Talos or any other domain age checker. In the example below, we used our domain getwoodpecker.com.

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STEP 2: Look for information like:

Examples:

Who.is

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Cisco Talos

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DomainTools

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Step 3: Check the results

Our domain getwoodpecker.com was registered 2014-12-31, which means that it’s around 1,862 days old.

Is your domain older than 3 months?


More about Warm-up:

Domain
Email address


FAQ & Troubleshooting

Q: I’ve just bought a new domain. Can I start sending emails?

TLDR: Warm up your domain to avoid spam issues and ensure you reach your prospects’ Inboxes.

Before you start your campaign, you should prepare your domain. Why? Each domain has a reputation. The reputation, good, neutral, or bad, can only be earned over time. Each new domain starts as neutral, but from starters, it is considered suspicious by its host.

If you start sending mass emails automatically from an address on a new domain, you actually show that you may be a dangerous user (a spammer). If your email provider gets a signal like that, you might get blocked right away. So the key is to give yourself some time to work on your domain’s good reputation. We call this process “warm-up”. Domain warm-up is essential for email deliverability.

Q: I’ve noticed a sudden drop in my open and reply rates recently. What should I do now?

TLDR: Check & improve the reputation of your domain.

Lower open and reply rates that correlate with a higher bounce rate can suggest spam issues. When this happens, we suggest pausing your campaigns. Check your campaigns for spammy content, images or heavily HTML-coded messages. Next, start the recovery process to regain your domain good reputation.

Q: In Woodpecker, the following message appears: “You have reached your provider’s sending limit”. How can I solve this?

TLDR: Your account was temporarily blocked due to suspicious sending activity. Here’s how to fix it.

This message means that your email provider blocked your sending for 24 hours due to the high sending rate and exceeding a daily email sending limit. Another reason can be a young domain age. Pause your campaigns to avoid burning your domain. Check your sending limits and adjust the Delivery time of your campaigns. Don’t worry, after some time you’ll be able to send emails again. In the meantime, use your time wisely: check your campaign, edit the content, remove HTML code or unnecessary images. Read more »


Email deliverability – good practices

Free ebook Deliverability 101
Webinar Control Cold Email Deliverability – Basic Settings + Q&A


Wanna learn more? Head over to our blog to read about the benefits of the Woodpecker Partner Program.

How to join?

Woodpecker partner program is open to anyone. You don’t need to be a premium user to join. We don’t expect that our partners are paying customers, but it helps to be familiar with the tool to refer to it. If you are a customer, we’d be glad to have you onboard too.

And don’t worry. User onboarding is totally on our side. Apart from the regular customer support that we offer to Woodpecker users, our Business Growth team has dedicated themselves to help the leads from Partner Program get full advantage of their trial at Woodpecker.

In case any questions arise feel free to discuss them with us at [email protected] »

Head over to our page and get started!

Read our full Terms of Woodpecker Partner Program »


Already a member of our Woodpecker Partner Program?

Log in to your Partner Program Panel

IN THIS ARTICLE

What is a deliverability report?
How does it work?
Why did we introduce it?
Where can I find my deliverability report?
What does deliverability mean and why is it important?
Troubleshooting

What is a deliverability report?

Now, when connecting your email account, Woodpecker checks if your domain is correctly configured.

How does it work?

Click the DELIVERABILITY REPORT button to visit your deliverability tab.

deliverability-report image

How to read results

Green tick Everything looks fine. Your domain settings are correct. To update the results click the refresh button. That means your SPF and DKIM records are valid, test OK.

deliverability-report image

Red × It looks like your domain settings are not correctly configured. Wrong records, the test failed. The SPF and DKIM records need to be updated.

deliverability-report image

Minus, no infoWe could not validate your domain settings. Try to refresh later or contact support. Results couldn’t be collected due to temporary issues. Read more »

deliverability-report image

Why did we introduce the report?

To make you aware of the deliverability parameters. Here you can check the correctness of the set SPF and DKIM records. This is a report from the connection moment. You can refresh it afterward.

Where can I find my deliverability report?

Your deliverability report is available in the Deliverability tab.

  1. Go to “Settings”.
  2. Open the “Email Accounts” tab.
  3. Click “Deliverability”.

deliverability-report image

What does deliverability mean? Why is it important?

Deliverability is the number of emails that have reached the recipients’ inboxes compared to the number of sent messages overall. The goal is to have as many of your emails land in your prospects’ inboxes rather than going to spam folders. To ensure high deliverability rates, make sure you set up SPF and DKIM correctly. Also, don’t forget about the domain and email address warm-up. Learn more »


Troubleshooting

My domain settings couldn’t be verified. Why?

Woodpecker couldn’t verify your settings due to a temporary issue. Click the ‘Refresh’ button to check your settings again. Give it some time. If the test failed, please update your domain settings and then try over again.

deliverability-report image

The refresh button doesn’t work. Why?

You can’t refresh the results because your email is disconnected. Reconnect your email. Read more »

deliverability-report image


IN THIS ARTICLE

Why would you warm up an email address?
What are the steps of a mailbox warm-up?

Why would you warm up an email?

Before you start

Check our article Deliverability: Introduction in case you haven’t heard the term “deliverability” before. Learn about processes that help your emails hit your prospect’s inbox, without landing in the spam folder. Email warm-up is one of them. Read on.

Warm-up – how it works

For IP/domain reputation safety reasons, we recommend setting up a new email address on a separate domain for outbound. However, before you start sending your email, both your new email and the domain should be warmed up. Why?

When you start, your sending reputation starts as neutral but is considered suspicious. Sending automatically a high volume of emails is seen as an alarming activity and make you come as a dangerous user – a spammer.

How long does the warm-up take?

The email warm-up takes around a month, while the domain warm-up should last at least 3 months. Learn how to warm up the domain.


What are the steps of the mailbox warm-up?

First and foremost, take it slow.

STEP 1: Configure your email account

Set up an email account and learn about its capabilities

Make sure you set up an email account that fits your needs. Different accounts from various email service providers offer different sending limits. Those limits will matter when you start sending outbound campaigns. Follow the sending limits to avoid being blocked by your email provider.

Set up an the from line and signature

Once your email account is set up, you should take some steps to configure it properly. The first thing to do is to set up your from line and signature. You are a real person, so there’s no reason why you should make your email provider think you’re not.

If you use an HTML signature, make sure it’s properly created.

Set your SPF and DKIM records


STEP 2: Send a few emails a day by hand

Once your email is set up, you can start warming it up. Start slow and simple.

Write like a human

Collect a few responses and reply back

A regular mailbox is not just used for sending messages, but also for receiving them.


STEP 3: Set up a test campaign in Woodpecker

Wait at least 12 weeks, if your domain is fresh


Read about 8 Things to Take Care of In the Meantime You Warm up a Domain for Outreach »


Prepare your email address for a first campaign

Take a few weeks to carry out the manual warm-up before you start using any kind of email sending automation. In the meantime:

So on the one hand, you work on your domain and IP reputation, and on the other hand, on the quality of your actual cold email campaigns.

Set up a test campaign in Woodpecker

Once you’ve done the manual warm-up, you can set up a first automated test campaign in Woodpecker.

Test your campaign.

Patience is the key.

Don’t send too many at once

If you try to fit into “the best hours to send business emails” you may end up sending too many emails for very short periods of time. Set up a steady number of emails, not too many, and send them during the working hours. For example, from 6 AM to 5 PM.

#1 AVOID: This is how your mailbox activity looks like this when you try to send all your campaigns during a two-hour-or-so time period one day, and you’re not sending anything at all on other days.

warm-up-email-account image

#2 GOOD PRACTISES: Sending activity that looks normal to email service providers. This is, more or less, how your mailbox activity looks like when you don’t try to squeeze too many messages into the best days and hours, but you send them steadily.

warm-up-email-account image

Sending cold emails you probably won’t be able to send a very similar amount every day. What you can do, however, is to try to send the emails more steadily by giving Woodpecker more time to send a batch of emails.

So instead of setting your delivery hours like this:

warm-up-email-account image

you can set them up like that:

warm-up-email-account image

Setting your delivery time to 6 AM – 5 PM is your safe bet.

Whether you’re just sending a test campaign or a real cold email campaign, remember that 50 opening emails a day are enough. Especially if you have planned a few follow-ups – because the opening messages and the follow-ups will overlap after a few days.

Learn how to set delivery time and timezone »

Do I need to warm up each new mailbox on my domain?

Taking good care of your first mailbox that was set up on your new domain is a must. Its sending reputation will affect other mailboxes on your domain that’s why you should pay extra attention during the first weeks of your warm-up process. So if you’re planning on setting up more mailboxes, focus on the warm-up of that first mailbox. New mailboxes don’t have to be warmed up. However, sending any mass emails from the newly created ones may put your sending reputation on risk. That’s why you should stay calm and keep it peaceful at first. Send a couple of emails directly from your mailbox, ask for replies, but don’t start with the cold campaigns straight away. Give it some time.


Am I ready?

There’s one last thing before you click the “SEND” button though. Visit our blog and learn about 14 Deliverability Checks to Carry Out Before Sending Your Cold Email Outreach >>

One of core functions of Woodpecker is to detect messages and stop sending emails if the prospect has responded.

Woodpecker needs around 20 minutes to detect a message and can synchronize only with the main “Inbox” folder of your email address.

Setting up forwarding, folders or archiving the message may interrupt the process and Woodpecker will continue to send messages despite the response.

If you need to have folders, label, or forwarding set up, please make sure that the copy of the message is visible in the main inbox folder of your mailbox.

An example of email forwarding set up to leave a copy of the message in the inbox:

how-woodpecker-detects-emails image

IN THIS ARTICLE

What is deliverability?
Why is deliverability so important?
How do we measure deliverability?
How to take care of your emails’ deliverability?
Common email providers and hosts
Check & improve domain’s reputation


What is deliverability?

Deliverability is the number of emails that have reached the recipients’ inboxes compared to the number of sent messages overall. The goal is to have as many of your emails land in your prospects’ “inboxes” rather than going to “spam”, as one instance.

Why is deliverability so important?

High email deliverability is crucial if you want to reach your prospects and get them interested. If your emails don’t reach their inbox, they don’t have the chance to familiarize themselves with it and consider your offer.

How do we measure deliverability?

Measuring deliverability is usually associated with the percentage value available in most applications for email marketing, where it is determined as sent emails minus bounced divided by sent emails again. It is, however, not reliable, because in reality the number of emails that reach their recipients’ inboxes might be (much) lower than this value could suggest. A lot of messages end up in folders such as “spam” or get blocked by email servers or client applications.

How to take care of your emails’ deliverability?

  1. Set up SPF records and DKIM.
  2. Start warming up your domain.
  3. Warm-up your email address.
  4. Mind your domain age.
  5. Use only verified emails to create your prospect list.
  6. Write your personalized email copy – avoid spam words.
  7. Take care of your signature.
  8. Learn how Woodpecker sends emails.
  9. Follow your email provider’s sending limits when scheduling your campaigns.

Start by setting up Custom Domain Authentication: SPF and DKIM. In short, Sender Policy Framework (SPF) is a security mechanism that confirms that your email address is safe, the domain’s reputation good and you are a trustworthy sender. What does it mean to you? Your campaigns will reach your prospects’ inboxes, bringing you more replies and revenue or contacts.

DomainKeys Identified Mail (DKIM) is another way to authenticate and protect your domain. By encrypting private and public keys in the email header, your domain gets validated. In short, by setting DKIM on your DNS, you’re letting your recipients know that your emails come from authorized servers. Learn more about DKIM by consulting your hosting’s help page.

Check your email provider or hosting server’s help page to learn more about setting up specific TXT records which you should include in your SPF. You must have it set up correctly.

Watch out: Invalid or incorrect SPF record will harm your domain’s reputation, thus deliverability. Make sure you always create only one record. Use “include” statement if you wish to add more values, for example, Sendgrid or Mailgun.


Here is the list of the most common email providers and hosts:

Google SPF and DKIM

Microsoft SPF and DKIM

Zoho SPF and DKIM

Namecheap SPF&DKIM

GoDaddy SPF

Amazon SES


When you feel that you’re ready to hit the “Send” button and start sending your emails, we suggest visiting our blog to learn about 14 Deliverability Checks to Carry Out Before Sending Your Cold Email Campaign.

Check & improve the domain’s reputation

If you see that your campaign’s open and reply rates are decreasing, while at the same time the bounced rate is increasing, that may be a sign that your messages don’t hit your prospects’ inboxes. Instead, they land in a spam or junk folder. When this happens, we suggest pausing your campaigns and performing the recovery process. Here’s our article about How to Check & Improve the Reputation of Your Domain and Email Server IP.

Image showing the Bounced statistics in the campaign panel


Email deliverability – good practices

Learn how to create and schedule cold emails that get delivered straight to your prospect’s inbox – read our free guide.
Check out our webinar Control Cold Email Deliverability – Basic Settings + Q&A