Outreach and your inbox

RecruitAffiliates.ai emails affiliates from your own Gmail or Outlook. Replies land where you already read mail, and RecruitAffiliates.ai moves the card on the Pipeline for you.

Connect an inbox

Open Settings, then Inboxes, and press Connect an inbox. Only the account owner can do this.

• You sign in on Unipile's page, not ours. Unipile is the service that sends and reads mail for RecruitAffiliates.ai.
• Gmail asks for permission to read and send your mail. It also asks to add labels.
• Outlook asks to read and send your mail. It also asks to change messages, for example marking one as read.
• Yahoo and other mailboxes use an app password. That's a separate password you make in your mail settings, so your real one stays private.
• Gmail and Outlook mailboxes send through Google and Microsoft, with your own history behind them.
• A new custom domain works too. Give it a few weeks of normal two-way mail first, because Outlook and Yahoo often junk emails from senders they have never seen.
• Launch connects 1 inbox and Grow connects 3. Enterprise gets inboxes to fit, set when we agree your plan. The trial connects 1.

After you sign in, you land back on Inboxes. A note at the top says how it went:

• It worked. The note says the mailbox is connected, with a Go to Saved link. Saved is where you pick who to email first.
• It didn't work. The note says it didn't connect, and Connect an inbox is there again. Try once more, or use a different mailbox.

The inbox may show Checking for a minute while the mailbox syncs. When it's ready, it shows Connected. That also ticks the inbox step on your setup checklist.

More inboxes

Inboxes shows how many you've connected out of how many your plan allows, for example "1 of 1 inbox connected". While there's room, you'll see Connect an inbox under that line, ready for the next mailbox you want to send from.

On Launch and Grow you can add more, at $15 a month per extra inbox, or $150 a year on an annual plan. When you're at your limit, press Add an inbox. It shows the price. Then:

1. We ask Stripe what you'd pay today, for what's left of this month or year, and show you that number first. No charge yet.
2. Press Yes, add the inbox. Stripe charges your card. Connect an inbox appears.

Each extra inbox renews with your plan on one bill, and moving from monthly to annual moves your extra inboxes to the annual price too.

To stop paying for one, press Remove an extra inbox. Nothing is disconnected. Stripe credits the unused part to your next bill. Let's say you're on Launch with one extra inbox and two mailboxes connected, and you remove the extra one. Both keep sending and a note says you're over your limit. You can't connect a third until you disconnect one.

The trial has 1 inbox. It can't add more. On Enterprise, email support@recruitaffiliates.ai and we'll change your number.

Sender checks

When you connect a mailbox, we read your domain's records once. SPF and DKIM are the two records that prove an email really comes from your domain. Gmail and others ask every sender for one.

• Sender checks pass. You're set.
• One thing to fix. It works, but a record is missing. Most often that's DMARC, the record that tells inboxes what to do when a check fails. It won't stop sending.
• Sender checks fail. Neither SPF nor DKIM is there, or your SPF is broken. You can have only one SPF record, and it can't need more than 10 lookups. When inboxes can't confirm the email is yours, more of it lands in spam.

Each problem shows the exact record to add. Changed it? Press Check again. A Gmail, Outlook or Yahoo address passes without a check, because the provider signs for you. Nothing here stops an email going out.

If a mailbox stops working, a banner at the top of Inboxes says sending is paused. It names the mailbox, says how many campaigns are waiting, and has a Reconnect link. It shows the worst problem only, and says if other mailboxes need a look too. A mailbox that hasn't synced in over a day gets a gentler warning. RecruitAffiliates.ai can't see when a connection will run out, so there's no countdown.

What RecruitAffiliates.ai keeps

• Only the emails RecruitAffiliates.ai sent and the replies to them. The rest of your mailbox is never copied into RecruitAffiliates.ai.
• Those emails are stored encrypted.
• Their words are deleted after 30 days. The timeline keeps a line saying a message was there, so the history still makes sense.

Write an email

Open a saved affiliate and press Write an email. Nothing is sent yet. The composer opens with a draft of four emails. If they stay quiet, the second goes 2 days after the first, the third 4 days after that and the fourth 5 days after that. Each one waits for a weekday inside your sending hours, so nothing lands on a Sunday night or in your lunch gap.

The draft is written from facts your account already holds. Open Where the facts come from under each email to see them:

• The rate and how long you pay it come from the deal on that affiliate, or your default offer.
• The piece of their content you mention comes from their Evidence tab.
• The line about their own link and dashboard appears only when you have an AffiliateRail program. The payout methods it names are the ones you've connected there.
• Social proof comes from your How you sound tab, and only if you wrote some.

If a fact is missing, its line is left out. No guessing. RecruitAffiliates.ai never makes up a rate. With no offer at all, the composer sends you to the What you offer tab instead of drafting.

Edit anything. Remove an email, or press Rewrite this email for new wording built on the same facts, the same rate and the same content. If you type a number the draft didn't have, the composer names it and the words around it. For example: The 40% in 'We pay 40% forever' has no source. Check it before you approve. A number inside the affiliate's own name or site never counts.

Preview what they see shows the email exactly as it goes out, with your signature and the unsubscribe line at the bottom. Send a test to me sends one email to your own address from the connected inbox.

How the emails are written

Most of each email is fixed text with your facts filled in. Nothing is sent until you approve each email. Code writes the fixed parts. A small AI model writes only what code can't. That's the subject, one sentence about who you are, and the opening line when code has none.

• Email 1. It opens on one of their pieces: its title in quotes and one thing it says. Code writes that line where it can. Then come your offer as short bullets, one question and your sign-off. The email carries no link.
• Email 2. A follow-up under the first email's subject, so it threads. It says you're following up on your note. It offers a free account to try the product first, or an answer to any questions. Then it asks "Would you like to join?".
• Email 3. A recap of the offer in a line. It carries your signup link, once, if you've set one, and asks a question about signing up.
• Email 4. A plain last note. It says it's the last one, thanks them for reading and asks for nothing. If they want in later, they reply "link". Each affiliate gets one of a few versions, and the same affiliate always gets the same one.

The rules every email follows:

• Ask only about joining. The first email mentions one thing from their post or video, to show you did your research, and never asks about it. A question about their post gets a reply about the post. Every question asks about joining your program instead, for example "Want me to send you the link to join?". Got a free account in your offer? Then you can pick Ask them to try it first on the Emails step. The first email then asks "Want a free account to try it first? No need to write about it." The follow-ups still ask about joining.
• Keep to what's true. It won't say your product does something your brand facts don't say. It won't guess what the affiliate's readers are. It won't call a piece upcoming unless a fact says so.
• Stay honest when it only has a title. The first email says why your brand fits that topic. It doesn't claim to have read or watched anything.
• Use only facts your account holds. A fact here means something true and checkable, like your rate or a piece of content the affiliate made, never a guess about them. If a draft can't back up a claim, it doesn't ship.
• Sign off with your name. Code adds the greeting and your first name at the bottom, so every email ends with your name. If your account has no sender name, the sign-off is left off. It never shows a placeholder.
• Fall back to the standard template on its own if a draft fails a quality check. You'll never see a broken or half-written email.
• Rewrite one email at a time. Rewrite this email in the composer asks the writer for that one email only, with the emails before it as context. The others stay as you have them. If the writer can't deliver, you get the standard template's next wording instead.
• Keep every draft next to the version you sent. That's how we measure the drafts and make them better.

The first email runs 120 to 180 words by default. You can pick shorter ones when you set up a campaign.

The new first email (rolling out)

We're moving every account to a new first email that reads like a note to someone you know. Once it's on for yours, new campaigns get it. Emails already written stay as they are.

• Up to 150 words, greeting to sign-off. Short is the default. You can still pick Long, up to 200.
• "Hey" and their name. We use the name on the email address we found. If there isn't one, we use the host or author their own description names, like "Join your host, Lee-Ann". If there's no name anywhere, it's "Hey there".
• One opening line about their work. It names one of their pieces by its exact title, in quotes, and one thing that piece says. We pick the piece that names your rivals first, then the one closest to your topic, then their newest. For example: Your post "YNAB vs Goodbudget" is the reason I'm writing. It compares the two apps for couples who share bills. We read the piece's own page when we write, so the point comes from its summary or its section headings. If the page won't load then, we use what your scan read from it, and for a podcast the episode's full description. Every word of the line has to be on their page or in what we stored about them. If a line fails that check, it isn't used.
• When there's nothing to name. Some leads have no piece we can quote, for example a YouTube channel while its details are held back. Their first email gets a plain opening line and a Needs a look note in review, so you write that line before it sends. A title with nothing from it gets the same note.
• What you do, in two short lines. Code writes them from Why promote us? on What you offer, and Who buys from you on How you sound. If Why promote us? is empty, it uses the summary of your product on Brand. It says straight away that you're inviting them to an affiliate program. For example: "I'm Sam and I run the Pennypair partner program. It splits shared bills between housemates and couples." If the email runs long, the second line goes first, and your name and brand always stay.
• Your offer as a percentage. The first email states your rate as a percentage and how long it runs, never as money per customer. A small amount can put someone off, and a percentage lets them picture it bigger. If you give affiliates a free account, the first email offers it. Every number comes from your offer. For example: "You'd get 30% of every payment for 12 months."
• A link is enough. The email says "A link in the post is plenty, no video or new post needed."
• Your name at the bottom. "Cheers," then your full name and your signature, or your brand's name if you haven't set one.
• Follow-ups on days 3, 7 and 12, in the same conversation. Each one goes out as a reply, with "Re:" and the first email's subject, so it sits under the first email in their inbox. The second can mention another piece of theirs and adds one thing from your offer, or offers to send screenshots and a short write-up. The third carries your signup link. The fourth is a short last note.

Approve it

Nothing sends until you press Approve and schedule. The approval records who pressed it and when. Save draft keeps your edits without sending anything.

You can copy up to three other people on an email, with Cc and Bcc together. Only the main recipient gets the notice and the opt-out link, so a longer list is refused.

Once you approve, the composer shows the scheduled email right away: how many have gone and when the next one goes. Pause holds it, Stop ends it, and See the conversation opens the emails for that affiliate.

For a campaign, approving happens lead by lead. Starting it sends nothing: you read each lead's emails in Review the emails, edit what you like, and approve. The page on campaigns covers it under Review every email before it sends.

Before anything sends

RecruitAffiliates.ai checks a few things before the first email goes, and again at the moment it sends. If one fails, nothing goes and you see why, in the same words everywhere: the composer, the campaign launch step and a paused campaign.

• One tick from you. Before your first send, you confirm you're the sender, you choose who to contact, and you cover RecruitAffiliates.ai against claims that come from your emails. It links our Terms and our Acceptable Use Policy. Each teammate ticks for themselves: one person's tick doesn't cover anyone else. If we change the Terms, everyone ticks again before their next send. For a campaign, both the person who approved it and the person who started it need a tick.
• A page the address came from. We only email an address we can point to a page for. Each revealed address keeps the page it was read on and the date. An address with no page on file doesn't send.
• Nobody is held back for who they are. Who you write to is your call. Whether an address belongs to a company or a person never stops an email, and neither does the country someone lives in.
• Not someone who asked to go. A creator who asked to be removed, by email address, channel link or site link, is never emailed again. A running sequence to them stops with that reason.
• Not a children's channel. If YouTube marks a channel as made for kids, we never email it. That holds even if you saved it before we knew. Its sequence stops with that reason.
• An account in good standing. If we pause sending on an account for breaking our Acceptable Use Policy, nothing sends until we lift it. Email support@recruitaffiliates.ai to sort it out.

If something changes after you approve, like a missing address or a new version of the Terms, the sequence pauses with that reason. Fix it, then press Resume.

When it sends

Every email to an affiliate follows one set of rules, whether it comes from the composer or a campaign.

• Weekdays, 09:30 to 15:30 in the affiliate's time. If their country has more than one time zone, RecruitAffiliates.ai picks the middle one (Central for the US), and the composer says so. With no country, it uses your brand's time zone.
• Every step is checked when it goes out, not only the first. A follow-up that comes due inside a lunch gap waits until the gap ends.
• Two to five minutes apart on the same inbox.
• At most 30 first emails a day from one inbox, counted across every sequence and campaign. You can set a lower number on Brand, How you send. Follow-ups don't count toward it.
• A new inbox warms up. It sends up to 5 first emails a day in its first week, 10 in its second, 15 in its third and 20 after that. It stays under 25 until 200 emails have gone out, then it can send 30. The count starts on the later of two days: your mailbox's first sent message, or the day you tell us the domain started sending. If we know neither, it starts at your first send here.
• Does your mailbox already send plenty of email? When you connect it, we read its Sent folder. If it shows at least 60 sent messages to 20 or more different people over 90 days, it skips warm-up. It can then send 30 a day straight away. We read only the dates and recipient addresses, and we store the counts, not the mail. If we get it wrong, the account owner can press My mailbox already sends email every week in Settings, Inboxes. Turn warm-up back on undoes it, even for a mailbox we detected.
• If 3 of an inbox's last 50 first emails bounce (come back undelivered), it drops to 10 a day until more of them get through.
• An inbox pauses itself on any spam complaint, or when more than 2 in 100 of its emails bounce in a day. See An inbox pauses itself.
• No open or click tracking on any email: no tracking pixel, no rewritten links and no images. Your words go out as plain paragraphs. The only link is one line at the bottom that lets the person opt out.

When it stops

• They're interested, or they ask a question. The sequence stops, the thread becomes yours, and the reply sits at the top of your Mailroom. RecruitAffiliates.ai never answers for you.
• Wrong person. The sequence stops and that address is closed for you. If they name someone else, the new contact shows on the reply so you can add them as a new lead.
• Not now. The sequence pauses. About 75 days later we offer to ask again, and nothing goes out until you approve it.
• Not interested. The sequence stops and they go on your Do not contact list. Only you stop emailing them. Other RecruitAffiliates.ai accounts can still write to them.
• Out of office, or any other automatic reply. The sequence waits until the return date in the auto-reply. If there's no date, it pauses and waits for you to resume it. We spot automatic mail by its standard markers, like Auto-Submitted, before reading a word. So a helpdesk "we got your message" never counts as a person answering. An opt-out written in one still counts.
• We can't tell what it means. Take "Will have a look". The sequence stops and the reply shows under Unclear in your Mailroom for you to read. We read only their own words: quoted history, signatures and legal footers are left out first.
• It bounces. The sequence stops. A dead address (it doesn't exist, or the domain is gone) is blocked for every account. A "try later" bounce, like a full mailbox, blocks nothing.
• They ask to be removed. "Remove me", "stop", "unsubscribe" and "take me off" in a reply count as an opt-out, even when the reply asks a question as well. They are blocked for every account at once, and removed from every account's list and from our shared index.
• They're angry. A reply with abuse, a threat, "spam", "report you" or "how did you get my email" counts as a complaint. The sequence stops, they are removed everywhere, and the reply shows in your Mailroom under Complaints.
• The address fails a fresh check. Addresses go stale. If we last checked an address more than 14 days ago, we check it again just before the first email. If it doesn't work anymore, that person's emails stop and nothing is sent.
• They press the link. Every email ends with one line and a link. Pressing it stops everything waiting to go to them, from every RecruitAffiliates.ai account, for good. We keep a scrambled code for the address, never the address itself.
• The inbox disconnects. Every sequence on it pauses. Nothing moves to another inbox. Reconnect the same mailbox in Settings, Inboxes, then resume.
• Your plan ends. Sending stops at once. 7 days later RecruitAffiliates.ai disconnects the inbox, and every sequence on it pauses. Reconnect it in one click after you pay.

If no one replies after the last email, RecruitAffiliates.ai waits 4 more working days, then moves the card to Went quiet.

Complaints pause your sending

We can't see spam reports from mailbox providers when you send from your own Gmail or Outlook. Replies are the only complaints we can see. If more than 3 of your last 200 emails get a reply that reads as a complaint, RecruitAffiliates.ai pauses all your sending and tells you. Your emails stay paused until our support has read the replies with you and lifted the pause. Bounces are handled on their own. One bounce stops that one sequence, and a dead address is blocked for every account. If 3 of an inbox's last 50 first emails bounce, that inbox drops to 10 a day until more of them get through.

An inbox pauses itself

One complaint, or a bad day of bounces, can hurt how Gmail and others treat all the mail from that inbox. So an inbox stops sending on its own when:

• someone marks one of its emails as spam, or
• more than 2 in 100 of the emails it sent in the last day bounce. At 30 a day, that's one bounce.

You get an email, and Settings, Inboxes shows Paused and why. Nothing is lost: its emails wait. When you've checked your list, the account owner presses Resume. We count again from that moment, so the same old bounce can't pause it twice. A test email to yourself still sends while it's paused.

Hours and signature for each inbox

The account owner can narrow when one inbox sends, and give it its own signature. Open Settings, Inboxes, then Hours and signature under the inbox.

• Sending hours. Pick the days, a start and an end, and an optional lunch gap with no sends. They can only be shorter than Monday to Friday, 09:30 to 15:30. An inbox with no hours of its own follows its campaign.
• Lunch gaps stack. A campaign's lunch gap and an inbox's lunch gap both apply. A send waits until it is outside both.
• Signature. It replaces the sign-off at the end of each email from that inbox, up to 600 characters. Leave it empty and the brand's signature is used. The signature goes on when the email leaves, because the inbox is only picked after the email is written.
• Last synced. Each inbox shows when its mailbox last synced. Synced within 24h is healthy, Slow means it's older than that, and Never synced means it hasn't synced since you connected it.

What the creator sees

Every email ends the same way: your signature, then one short line, "Not for you? Unsubscribe here:", and the link. Nothing else. No postal address, no company block and no line about where we found them, so the email reads as one you typed yourself. Every email also carries the hidden unsubscribe headers, so Gmail and other mail apps can show their own Unsubscribe button next to your name. Outlook mailboxes differ: there, the button opens the same page as the link, and the person presses once more to confirm. Pressing it, or the line in the body, removes the person from every campaign and every RecruitAffiliates.ai account at once.

The link opens a page that says what the email doesn't:

• Who sent it: you and your brand. You chose to email them.
• That RecruitAffiliates.ai delivered it for you.
• The page their address came from, and the date we read it.
• One big button, Remove me everywhere. One press, no sign-in and no form. Nobody using RecruitAffiliates.ai can email them again.
• A privacy address to ask for what we hold to be deleted. We answer within 7 days.

You can't edit the line or the page. Preview what they see shows you the line.

For a YouTube creator, the email writer uses channel and video details collected through the YouTube Data API. It leaves watch pages and captions out of the draft.

Remove me everywhere

Any creator can take themselves out at app.recruitaffiliates.ai/creators/remove, with no account. They type their email, channel or website and confirm by email. After that, no one using RecruitAffiliates.ai can email them, and they no longer show up in anyone's results, saved list or the MCP. The page never says whether we held their details.

Which address we pick

When RecruitAffiliates.ai finds more than one address, it picks the business one, like partners@ or hello@.

Read replies

Open Mailroom to see every reply from every mailbox in one list. Interested replies and questions sit at the top, because those are the ones waiting on you. Every other reply follows, newest first. Each thread is pinned to the affiliate it came from. Mailroom covers the views, filters, snooze and replying from the right mailbox.

What the chips mean

Every thread carries a chip that says what the reply was:

• Interested, Question, Not now, Wrong person and Not interested.
• Complaint, Out of office, Bounced and Unsubscribed.
• Unclear: we couldn't tell what the reply means, so it's waiting for you to read.
• Asks to be paid: they asked for a fee, a paid post or a rate card. We count these, so you can see how often it happens. The prepared answers have three ways to reply.

The filters above the list show one kind at a time. A thread marked Yours now is yours. Answer it from your own mailbox. RecruitAffiliates.ai never sends on it again. An interested reply or a question reaches your bell within 30 minutes.

Invite an interested affiliate

Someone said yes? Your bell tells you and opens their thread, with the reply already written and ready to send. It has:

• Their link. If your tracking tool already made them a link of their own, it's that one. If you run an AffiliateRail program, it's your program's signup page. If not, it's your own signup link, from Brand, then What you offer, in Your signup link.
• Your terms. The commission as a percentage, how many days a referral counts and how you pay, all from your offer. It never turns the percentage into money per customer, because a small sum can put someone off.
• One next step. Usually that's signing up with the link. If it's a link of their own, it's adding it wherever they mention you. With your own signup page, the reply also promises you'll approve them within 48 hours.

Edit it. Then press Send. It goes from the mailbox the thread came in on and marks the lead Invited with the day. Copy reply and mark invited and Open in your mail app still work if you'd rather send it yourself. On a Question, press Invite to the program to open the same reply. No sequence follows.

When that person appears as a partner in your AffiliateRail program, matched on their email address, the card shows Signed up. If they sign up somewhere AffiliateRail can't see, press Mark as signed up on the card.

If you track affiliates in your own tool (Rewardful, FirstPromoter, Tolt, PartnerStack or Dub), the invite shows Add to your tool once they've signed up. One press makes them a partner there. If the tool isn't connected, it links to Integrations first.

To take the list with you, press Download interested leads (CSV) on Pipeline. Each row has the lead's name and channel, their email and the page we found them on. It also shows the reply class and date, your notes, and the days they were invited and signed up. Anyone who asked to be removed is left out.

Onboarding emails

When your account has them switched on, a new affiliate gets four emails after they sign up. We draft each one on its day and you send it:

• Day 0: a welcome with their link.
• Day 3: something to post with, like a ready line and your discount code.
• Day 7: a check-in.
• Day 14: a nudge, only if their link has no click yet. If we can't see their clicks, the draft says so, so you check first.

Each draft waits on their thread in the Mailroom, with your bell telling you. Edit it and press Send, or press Skip this one. Nothing sends on its own. Day 0 is the day they appear as a partner in your AffiliateRail program, or the day you press Mark as signed up.

Where did you get my data

Someone may ask. The reply then carries a draft answer. It names the page their address was published on and the day we read it. We never send it. You do. If we hold no source for the address, the draft says so.

The Conversation tab on an affiliate shows the same emails for that one person.