Aimly Email overview

Aimly Email (email.aimly.online) is the outbound campaign workspace for managing sender identities, mailboxes, verified leads, email templates, and multi-step follow-up automations.

Core domain model

Concept	Role in Aimly Email
Brands	Your business identity: name, business description, and optional inline logo. Brands hold no credentials or email addresses.
Mailboxes	Your sending account: email address, Google/Microsoft OAuth or SMTP/IMAP credentials, signature, BCC, and daily sending rate limits.
Campaigns	A named outreach effort permanently bound at creation to one Brand and one Mailbox, with its own templates, enrolled leads, preferences, and automation sequence.
Automations	An ordered sequence of delay-and-email follow-up steps inside a campaign that executes automatically per lead until completed or answered.
Leads	Individual prospect contacts (each storing both a person's name and their organization) enrolled directly into campaigns.
Categories	Reusable tags attached to leads for segmentation, filtering, and targeted enrollment.
File Manager	Central attachment library supporting additive linking across individual emails, campaigns, and global defaults.
Globals & Settings	Account-wide defaults for content guidelines, global attachments, sending schedules, and reply notifications.

Email dashboard metrics

Opening Dashboard in the Aimly Email sidebar summarizes account-wide outreach health:

• Top KPI cards — Campaigns, Brands, Mailboxes, and Leads.
• Sending activity — daily sent volume over the last 14 days, filterable by total and by campaign.
• Email distribution — status breakdown across Sent, Scheduled, Draft, and Failed messages.
• Top campaigns — active campaigns ranked by total emails sent.
• Recent activity — chronological feed of lead replies, email opens, emails sent, completed Finder searches, and new campaigns.

Standard outbound workflow

Full Walkthrough: Launching an Outreach Campaign

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1. Create a brand and connect a mailbox — configure your business profile in Brands and connect a sending account in Mailboxes.
2. Create a campaign — pair a brand and mailbox, and inherit or customize content guidelines, attachments, and sending days in Campaigns.
3. Prepare email copy — edit the campaign's saved template using {{lead_name}} and {{company_name}} merge tags (or configure an AI provider key in Integrations to generate personalized copy per lead).
4. Add and enroll leads — add contacts manually, via CSV upload, or from Finder from inside the campaign to enroll them directly, or add them under Leads and enroll them afterward.
5. Configure follow-ups (optional) — add multi-step follow-up nodes in Automations.
6. Generate, review, and send — generate drafts from your template or with AI, inspect the rendered messages, and send immediately, schedule for a specific time, or dispatch in staggered batches.

Operational rules and delivery behavior

Campaign locks during automation runs

A campaign is structurally locked whenever it has at least one Active or Paused automation execution. While locked, you cannot enroll additional leads or add, edit, reorder, or delete automation steps.

Pausing does not unlock structural edits

Pausing an execution holds its next scheduled email, but keeps the execution live. To unlock lead enrollment or sequence editing, wait for running executions to finish or end them explicitly with Mark as Complete in the execution view opened from the campaign overview.

Queued, cancelled, and failed statuses

• Queued — the message is waiting for its mailbox's adaptive rate-limit window or for the next allowed day on the campaign's Sending Calendar. Queued delays are normal pacing behavior, not delivery errors.
• Cancelled — sending was intentionally withheld because the lead opted out, already replied to that mailbox, failed an email verification check under your current Verification Strictness, the campaign was archived, or it was manually cancelled from the queue. Cancelled emails can be re-drafted or resent if the blocking condition is resolved.
• Failed — the mail server or provider API rejected the message during delivery.

Attachment resolution timing

One-off emails resolve inherited campaign and global attachments when saved as a draft, sent immediately, or scheduled. Automation emails resolve them when sequence drafts are generated. Either way, attachments are not dynamically re-read when the queue worker dispatches the message, and later changes to campaign or global attachments do not alter those emails; edit a saved draft's attachments directly, or regenerate the automation drafts.

Read confirmation, replies, and unsubscribes

• Read tracking without pixels — Aimly does not embed invisible tracking pixels. Outgoing emails include a Confirm Email Read button; Read status and Read Rate measure confirmed clicks on that button.
• Reply detection — Aimly polls connected mailboxes every 30 seconds. Any mail from a lead that mailbox has already emailed counts as a response, even if it isn't a reply in the thread; automatic mail such as out-of-office and no-reply messages is ignored. The lead is marked Engaged and remaining automation steps stop for campaigns using that mailbox.
• Unsubscribes and hard bounces — outgoing emails include a signed Unsubscribe footer link scoped to the (mailbox, lead) pair. Permanent SMTP 5xx rejections and bounce DSNs record a global Hard Bounce status that blocks future sends to that address everywhere in Aimly.