ReflexWare

Email marketing

Send from your own domain and build reusable templates.

Send email from your own domain — design reusable templates, reply to leads, and let automations send messages for you. This guide covers setting up a sending domain, building templates, sending email, and the basics of getting your mail delivered.

Quick start

  1. Go to Domains → Email Domains and add your sending domain.
  2. Add the DNS records it gives you, then click Verify.
  3. Add inboxes (mailboxes) on that domain so you have sending capacity to rotate.
  4. Build reusable messages under Marketing → Email Templates.
  5. Attach those domains to a campaign so sends rotate across them, then watch replies in the Inbox (filter by campaign or domain).

Setting up an email domain

To send email that looks professional and reaches inboxes, you send from your own domain (like yourbusiness.com) instead of a generic address.

  1. Go to Domains in the left menu and open the Email Domains tab.
  2. Click Add email domain and enter your domain (just the domain — no http:// or www).
  3. Choose a region (the data center closest to you or your audience).
  4. The app shows you the DNS records to add. Add these at your domain registrar or DNS provider — they typically include records that prove you own the domain and authorize sending on your behalf.
  5. Come back and click Verify. The app checks your records and updates the status.

A domain must reach Verified status before you can send from it. DNS changes can take time to take effect — if it isn't verified right away, wait a bit and use Verify or Refresh to check again.

Email tracking

For each email domain you can turn tracking on or off:

  • Open tracking — see when recipients open your emails.
  • Click tracking — see when recipients click links in your emails.

You can also pause sending for a domain entirely if you ever need to.

Email templates

Templates are reusable, designed messages you can send again and again — welcome emails, follow-ups, receipts, newsletters.

  1. Go to Marketing → Email Templates.
  2. Click New template, give it a name and a subject line.
  3. Design the body in the visual editor by adding blocks:
    • Heading, Text, Button, Image, List, Columns, Divider

Personalization with variables

You can insert variables into a template — like the lead's first name — so every email is personalized automatically. The editor shows you the available variables to drop in.

Preview and test

Before you rely on a template:

  • Preview it to see how it looks with real data filled in.
  • Send a test email to yourself to check it in a real inbox.

Organizing templates

Use folders to keep templates tidy. Create folders, move templates between them, and duplicate a template to use as a starting point for a new one.

Sending email

There are three main ways email goes out:

1. Reply to a conversation (Inbox)

When a lead messages you, reply directly from the Inbox. Your reply is sent from your verified domain and kept in the conversation thread.

Filter the inbox by campaign or sending domain to see only replies from a given outreach. Use Suggest replies in the composer to draft a response in your voice — if you have a booking calendar, one of the drafts includes the public booking link so the lead can pick a time. Sends stay human-gated: the draft fills the composer; you hit send.

2. Send a new email to a lead (Inbox)

From the Inbox you can compose a brand-new email to any lead — search for the contact, write a subject and message, and send. The exchange is saved to that lead's conversation history.

3. Automated email (Automations)

Use the Send Email action in an automation to send messages automatically — for example, a welcome email when a form is submitted, or a follow-up two days after a booking. You can send a saved template or a custom message, and it's personalized with the lead's details. See the Automations guide.

4. Broadcast to a list (Campaigns)

To send one email to a whole lead list at once — a newsletter or announcement — create a campaign under Marketing → Campaigns. Pick a template (or paste HTML), choose the audience, then send now or schedule it, and track deliveries, opens, and clicks. See the Campaigns & SMS guide.

Deliverability basics

"Deliverability" means how reliably your email lands in the inbox instead of spam. A few simple habits help a lot:

  • Verify your domain. This is the single most important step — it tells email providers your mail is legitimate.
  • Send to people who expect it. Email leads who signed up, bought, or contacted you — not purchased lists.
  • Use a clear subject and real sender name. Avoid spammy, all-caps, or misleading subjects.
  • Make it easy to unsubscribe from marketing messages.
  • Keep your lists clean. Repeatedly emailing addresses that bounce or never open hurts your reputation.
  • Warm up gradually. If you're sending from a brand-new domain, start with smaller volumes and build up.

Tips

  • Set up and verify your email domain first — nothing sends until it's verified.
  • Always send yourself a test before sending a template to customers.
  • Use variables to personalize at scale.
  • Pair templates with automations so the right email goes out at the right moment without you lifting a finger.