How to set up and manage multiple inboxes in Mailwarm for agency clients

If you’re running email outreach for clients, you know the pain: keeping dozens of inboxes warm, organized, and deliverable without turning your day into a never-ending game of whack-a-mole. This guide is for agency folks who need to set up and manage multiple inboxes in Mailwarm — and want to do it without losing their sanity.

Let’s get you set up right, skip the fluff, and deal honestly with what works (and what’s just noise).

Step 1: Get Your Client Inboxes Prepped

Before you even touch Mailwarm, pause. Make sure every client inbox you’re adding is legit and prepped:

  • The inbox must be real (not a throwaway or burner). Deliverability tools don’t work magic on spammy, poorly set-up accounts.
  • Set up SPF, DKIM, and DMARC. If you don’t know what these are, ask your client’s IT or hosting person. Mailwarm isn’t a bandage for bad DNS records.
  • Start with a fresh inbox (or one that hasn’t already been blacklisted). If the account is toast, warming won’t save it.

Pro Tip: Make a checklist for every client: SPF/DKIM/DMARC? ✔️ Custom domain? ✔️ Not on any blacklists? ✔️

Step 2: Plan Your Folder Structure (and Access)

If you’re juggling lots of clients, things get messy fast. Get ahead of chaos:

  • Decide who gets access. If your team needs to see stats or make changes, set up user roles in Mailwarm. Don’t just share one login for everything.
  • Name inboxes clearly. Use a client-inbox naming convention like ClientName - Campaign Purpose (e.g., AcmeCo - Cold Outreach).

You’ll thank yourself later when you’re staring at a dashboard with 27 inboxes.

Step 3: Add Client Inboxes to Mailwarm

Now, let’s actually hook up each inbox.

  1. Log in to your Mailwarm dashboard.
  2. Hit “Add Inbox” or the equivalent button. Every inbox gets added one at a time.
  3. Pick the right service type. Is it Gmail, Outlook, or something else? Choose carefully—getting this wrong leads to connection headaches.
  4. Authenticate. You'll need the inbox login or OAuth permissions. If you don’t have this, you’ll need the client to grant access.
  5. Double-check permissions. Make sure Mailwarm can both send and receive emails for the inbox.

What to ignore: Don’t bother adding shared or “catch-all” inboxes unless those are specifically being used for outreach. Only warm what you plan to send from.

Step 4: Configure Warming Settings — Don’t Overdo It

Here’s where a lot of people get tripped up. You want to look human, not like a bot army.

  • Keep warming volume low at first. Start with Mailwarm’s recommended minimum (typically 10-20 emails/day) and ramp up slowly if needed.
  • Randomize sending times. Don’t blast out emails at the same second every day.
  • Avoid weird content. Mailwarm handles this, but don’t set up custom templates that look like spam or gibberish.
  • Set a schedule. If you only send mail during business hours, warm during those hours too.

Pro Tip: If a client is especially cautious, show them the warming settings and let them weigh in. Transparency saves headaches.

Step 5: Organize Inboxes by Client or Project

Mailwarm lets you group or tag inboxes. Use this.

  • Tag by client name so you can filter quickly.
  • Group by campaign type if you’re running multiple per client.

This isn’t just for neat-freaks. It cuts down on time spent hunting for the right stats, and keeps you from accidentally messing with the wrong account.

Step 6: Monitor Deliverability — But Don’t Obsess

Mailwarm gives you dashboards and stats for every inbox. Here’s what matters:

  • Watch for sudden drops in inbox placement or reply rates. That’s your canary in the coal mine.
  • Ignore tiny daily fluctuations. Don’t panic over a 2% drop one day. Look for trends, not noise.
  • Set up alerts if available (or check the dashboards regularly). Don’t just “set and forget.”

What doesn’t work: Don’t waste time tweaking settings every day. Chasing perfection here is a time sink.

Step 7: Keep Clients in the Loop (But Not Too Much)

Your clients want results, not technical play-by-play.

  • Send a monthly summary. Include deliverability trends, any issues, and proof that you’re keeping their inboxes healthy.
  • If there’s a problem, tell them fast. No one likes surprises when emails start hitting spam.
  • Skip the jargon. Most clients don’t care about the difference between SPF and DKIM. Translate deliverability into outcomes.

Step 8: Audit and Prune Regularly

Over time, you’ll have inboxes that go stale or get replaced. Don’t let them pile up:

  • Remove unused inboxes. If a campaign is over, disconnect the inbox to avoid clutter and save on Mailwarm costs.
  • Double-check permissions and access. Especially if staff or clients change.
  • Review warming schedules. Adjust if you notice deliverability slipping, or if usage patterns shift.

Pro Tip: Put a quarterly calendar reminder to audit all active inboxes. You’ll avoid messes down the line.

What Actually Works (and What’s Just Hype)

  • Warming helps, but it’s not magic. If your content is spammy or your domain/domain reputation is bad, Mailwarm won’t save you.
  • Consistency beats fiddling. Set up warming, monitor, and only adjust if you see real problems.
  • Don’t pay for more than you use. Agencies often over-buy inbox slots “just in case.” Add as needed.

Ignore: Fancy “AI” or “smart warming” features that promise too much. The basics — steady, realistic warming with good DNS — are what matter.

Wrapping Up: Keep It Simple, Iterate Often

Setting up and managing multiple inboxes in Mailwarm isn’t rocket science, but it does take some planning. Prep the inboxes, use a clear system, and don’t drown in dashboards. Warm just what you need, check your stats weekly, and prune the dead weight regularly.

Keep it simple, stay organized, and tweak as you go — you’ll have happier clients (and a lot fewer headaches).