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How to Send Emails

This guide walks you through setting up and sending emails to leads directly from Sellfaster, including SMTP/IMAP configuration, email field setup, and reply tracking.

This guide walks you through setting up and sending emails to leads directly from Sellfaster, including SMTP/IMAP configuration, email field setup, and reply tracking.

What is the Email Feature?

Sellfaster allows you to send emails directly to leads without leaving the app. When you send an email:

  • The email is delivered via your team's configured SMTP server
  • An interaction is automatically recorded on the lead
  • The email is stored for threading so replies can be tracked
  • If IMAP is configured, incoming replies are captured automatically

This keeps all communication history in one place alongside visits, calls, and other interactions.

Prerequisites

Before you can send emails, the following must be in place:

  1. Email settings configured - Your team administrator must set up SMTP (and optionally IMAP) in Team Settings
  2. An email custom field - Your template must include a custom field with type email (see Custom Fields)
  3. A lead with an email address - The email field must be filled in on the lead you want to contact
  4. Permission - You need the interactions:create permission

Step 1: Configure Email Settings

Your team administrator configures email in the team settings page.

  1. Navigate to /home/[team]/settings
  2. Scroll to the Email Configuration section
  3. Fill in the required fields

SMTP Settings (Outgoing Email)

FieldDefaultDescription
Host—SMTP server hostname (required)
Port587SMTP server port (required)
Use TLSOffEnable TLS encryption
Username—SMTP authentication username
Password—SMTP authentication password

IMAP Settings (Incoming Email / Reply Tracking)

FieldDefaultDescription
Host—IMAP server hostname (required)
Port993IMAP server port (required)
Use TLSOnEnable TLS encryption
Username—IMAP authentication username
Password—IMAP authentication password

General Email Settings

FieldDescription
From EmailEmail address used as the sender (required)
From NameDisplay name for outgoing emails (optional)
Email SignatureSignature appended to all outgoing emails (optional)

When updating email settings, you can leave password fields blank to keep the existing password. A placeholder will indicate if a password is already set.

Step 2: Create an Email Custom Field

To send emails to leads, your template needs a field that stores the lead's email address.

  1. Navigate to /home/[team]/custom-fields
  2. Click Create Field
  3. Set the field type to Email
  4. Give it a name (e.g. "Email Address") and a field key (e.g. email_address)
  5. Configure validation and visibility as needed
  6. Add the field to a template
  7. Assign the template to your campaign

The email field type includes built-in email validation, ensuring only valid email addresses are accepted.

For detailed instructions, see Custom Fields.

Step 3: Add an Email Address to a Lead

Once the template is assigned:

  1. Navigate to the lead's detail page: /home/[team]/projects/[campaign]/addresses/[address]
  2. Find the email custom field in the lead's details
  3. Enter the lead's email address
  4. Save the changes

Sending an Email

With setup complete, you can now send emails:

  1. Navigate to the lead
    • Go to the lead's detail page
    • Or find the lead through your campaign's address list
  2. Open the interaction form
    • Click the Add Interaction button
  3. Select the email option
    • Click the email action to switch to the email compose form
  4. Compose your email
    • The To field is pre-filled from the lead's email custom field
    • Enter a Subject line
    • Write the Body of your email
    • Your configured email signature is appended automatically
  5. Select an interaction state
    • Choose the appropriate state for this interaction
  6. Set a follow-up (optional)
    • If the selected state has follow-up enabled, set a reminder date
  7. Send
    • Click send to deliver the email and record the interaction

Email Form Fields

FieldTypeDescription
Topre-filledRecipient email address from the lead's email field
SubjectrequiredEmail subject line
BodyrequiredEmail message content
Interaction StaterequiredSelect from configured states for the campaign
Follow-Up Dateconditional & optionalOnly appears if the selected state has follow_up: true configured

What Happens When You Send

When you click send:

  1. Email is delivered - Sent via your team's SMTP server to the lead's email address
  2. Interaction is logged - An interaction is automatically created on the lead with the selected state
  3. Email is stored - The email content is saved and linked via a transaction ID for threading
  4. AI Summary updates - The lead's AI-generated summary may be updated to reflect the new interaction

Email Reply Tracking

If your team has IMAP configured, Sellfaster can automatically capture email replies:

  • Incoming replies are matched to the original email via threading
  • Matched replies are logged as interactions on the lead
  • Your team may have specific interaction states marked as is_email_reply for these automatic entries
  • Reply content is stored for reference in the interaction history

This means you can see the full email conversation history directly on the lead's detail page.

Best Practices

Email Content

  1. Keep it concise - Short, clear emails get better responses
  2. Personalize - Reference previous interactions or specific details
  3. Clear call to action - Tell the recipient what you need from them
  4. Professional tone - Remember emails represent your team

Follow-Ups

  1. Set reminders - Use follow-up dates for emails that need a response
  2. Track replies - Check the lead's interaction history for incoming replies
  3. Follow up promptly - Respond to replies while context is fresh

Signatures

  1. Configure once - Set your email signature in team settings so it's consistent
  2. Include contact info - Make it easy for recipients to reach you by other means

Troubleshooting

Email Not Sending

If emails fail to send:

  1. Verify SMTP settings are correct in team settings
  2. Check the SMTP host, port, and credentials
  3. Ensure TLS settings match your email provider's requirements
  4. Contact your team administrator to review the configuration

No Email Option Available

If you don't see the email action on a lead:

  1. Confirm your template includes a custom field with type email
  2. Verify the template is assigned to the campaign
  3. Check that the lead has an email address filled in

Can't See the Send Button

If the email send option is not visible:

  1. Verify you have the interactions:create permission
  2. Contact your team administrator to check your role

Replies Not Appearing

If email replies aren't being tracked:

  1. Confirm IMAP settings are configured in team settings
  2. Check the IMAP host, port, and credentials
  3. Ensure TLS settings are correct for your email provider
  4. Verify your team has interaction states with is_email_reply configured