Managing Warmbots
Chris Traczyk avatar
Written by Chris Traczyk
Updated over a week ago

Important note:

Please note that since 1 June 2023, the warm-up functions are disabled for emails connected via Google API. You can still enable Warmbots, but it will only provide you with the ability to monitor your deliverability, without the warm-up capabilities.

You can read more about the decision and how to maintain good deliverability in Gmail here: click!

For Outlook and all IMAP/SMTP email accounts warm-up is still on.

NOTE2: Warmbots for SMTP/IMAP email accounts is now working in the same way as for other integrations, so the tool is available to a broader spectrum of email accounts! Read how to connect Gmail account via IMAP/SMTP here.

Warmbots improves sender reputation in multiple ways:

  1. By pulling your Warmbots messages out of spam in the recipients’ inbox & marking them as important,

  2. By replying to about 30% of your messages,

  3. By gradually ramping up the number of messages sent through Warmbots.

In the following article you'll learn more about managing Warmbots and how to monitor their results:

How many messages to send using Warmbots

Generally, the more messages you send in Warmbots, the faster your sender reputation will increase. That's why we recommend to set up the number of messages sent by Warmbots to 40. No worries - it doesn't mean that it will send 40 messages on the first day - the numbers will be ramping up gradually, starting with just a handful of messages on the first day.

NOTE: We're reducing the maximum Warmbots limit for Gmail accounts to 20, due to Google's recent policy changes.

Once you start sending out big numbers of messages in your campaigns (over 100), you need to consider the overall number of messages sent (Warmbots messages + campaign messages). It's a good idea to check what is the limit of daily messages for your email provider and make sure you're not exceeding it with the total messages sent in your campaigns + the ones sent by Warmbots.

NOTE: Keep in mind that we highly recommend not to send more than 100 messages/day in campaigns, especially if your email provider is Google.

How to adjust the Warmbots sending limits

You can easily adjust the number of messages sent by Warmbots by going to the email integration settings - you can do that straight from the Warmbots dashboard:

or by going to Settings Email accounts Edit settings:

Warmbots dashboard

Here you can monitor the results of the warm up process - just go to your main Growbots dashboard and switch the tab on the top to Warmbots:

Here you can see the progress of the warm up process, the current SPAM rates for your email accounts and the Status of your inbox.

Warmbots statuses

There are 4 Warmbots statuses:

Warming up - it means that the Warmbots is ramping up the number of sent messages and is building the reputation for this inbox. You shouldn't start sending any campaigns with this email just yet - wait the number of days specified below the status and check the status. Once it changes to Good - you're good to go.

Good - this status means that the deliverability for this email account is on point and you can send out your campaigns. Just remember not to change your daily sending limits drastically, keep them below 100/day and maintain stable sending habits (try not to send out 98 messages on one day, and 16 messages on another day).

Medium - this status means that your deliverability has recently dropped and some of your messages started landing in SPAM. At this point, it's recommended to lower your daily sending limits for this email account to about 30 messages/day (it's best to set the advanced limit up, and send 10 initial messages and 20 follow-ups). Once you do that, keep monitoring the status and once it changes to Good - you can start increasing the daily sending limits to 27 initials and 53 follow-ups after 2 weeks, and to 35 initial messages and 65 follow-ups after another 2 weeks.

Poor - when you see this status, it's strongly advised to pause all the campaigns going out from this inbox and make sure that Warmbots is set up to send out the maximum number of messages per day, so that it rebuilds the reputation of this inbox as soon as possible. The process of rebuilding the reputation can take up to 1-2 weeks. Keep monitoring the Warmbots status, and once it changes to Good - you can start sending out your campaigns again.

DNS records

On the Warmbots dashboard you can also see the status of your DNS records. If it shows that one or both of the DNS records are not set up correctly, please take a look at our article on General DNS setup and add the remaining DNS record(s) to ensure better deliverability.

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