If your sales or marketing team relies on email, you already know what a pain it is when your messages end up in spam—or when you have to switch between tools just to keep your outreach running. This guide is for anyone who wants to connect Mailivery with their existing CRM so emails land where they belong and workflows don’t get messy. Whether you use HubSpot, Salesforce, Pipedrive, or something else, you’ll find what you need here—without the hand-waving or hype.
Let’s get your CRM and Mailivery talking to each other, step by step.
Why bother integrating Mailivery with your CRM?
Before you start, here’s the honest truth: integrating isn’t always a magic fix. But if you’re serious about email outreach (and want to avoid the junk folder), setting up Mailivery with your CRM can:
- Improve your sender reputation and inbox placement.
- Cut down on manual list uploads and busywork.
- Make sure your CRM data reflects what’s actually happening with your emails.
If you’re happy with your current workflow, you might not need this. But if you’re tired of playing email whack-a-mole, read on.
Step 1: Get clear on what you want to automate
Here’s where a lot of people mess up—they try to automate everything “just because.” Don’t. Decide what’s actually painful in your workflow. Examples:
- Do you want every new CRM contact to get warmed up via Mailivery?
- Are you trying to sync email deliverability stats back into your CRM?
- Maybe you just want to keep your sender reputation high, nothing fancy.
Pro tip: Write down your “must-haves” and “nice-to-haves” before you touch any settings. It’ll save you time (and sanity) later.
Step 2: Check your CRM’s integration options
Not every CRM plays nice with every tool. Here’s the real talk:
- Popular CRMs like HubSpot, Salesforce, and Pipedrive: They usually have APIs, Zapier support, or native integrations.
- Lesser-known or custom CRMs: You’re probably looking at manual API work or CSV imports/exports.
What to check: - Does your CRM let you connect via API or OAuth? - Is there a Mailivery-native integration, or will you need Zapier/Make/another connector? - Can you customize field mapping (so your data isn’t a mess)?
If you’re not sure, search “Mailivery + [Your CRM] integration” or check both companies’ help docs. Most list what’s supported—and what’s not.
Step 3: Connect your email account to Mailivery
This is where everything starts. Mailivery needs access to your actual email inbox to “warm up” your sender reputation and simulate real conversations.
How to do it: 1. Log into your Mailivery dashboard. 2. Go to “Add Inbox” (or similar—wording may change, but you’ll find it). 3. Connect your email provider (Gmail, Outlook, custom SMTP, etc.). 4. Follow the prompts—grant permissions, confirm connection.
Heads up: If your company uses extra security (like 2FA or strict admin controls), you might need IT to whitelist Mailivery or approve the connection.
What works: Most mainstream email providers connect quickly. What doesn’t: If your inbox is locked down with heavy security, expect some back-and-forth with IT.
Step 4: Set up Mailivery’s warm-up settings
Mailivery works by sending and receiving “human-like” emails to train inboxes to trust you. But you don’t want this to interfere with your real campaigns or CRM data.
Recommended setup: - Pick sending times that don’t overlap with your main email blasts. - Limit the daily volume to something realistic (Mailivery usually suggests a safe range). - Exclude important contacts or internal domains (so fake warm-up emails don’t hit real prospects).
Ignore: The urge to crank up the volume to max. Slow and steady wins here—it’s about trust-building, not spamming the internet.
Step 5: Connect Mailivery and your CRM
Time for the real integration. This might be straightforward, or it might take some tinkering.
Option A: Use a native integration or connector - If Mailivery or your CRM offers a built-in connector (like HubSpot’s marketplace or Salesforce AppExchange), use it. Follow their step-by-step wizard. - Map fields so activity (like “warmed up” status, inbox health, or deliverability stats) syncs to the right CRM fields.
Option B: Use Zapier, Make, or similar - Create a Zap or scenario that triggers when something happens in Mailivery (e.g., inbox health drops below a threshold). - Set the action to update a contact, log an activity, or notify your team in your CRM. - Test with a dummy contact before rolling out.
Option C: Manual API integration - Only do this if you’re technical. Use Mailivery’s API docs and your CRM’s API docs. - Script the data sync you want (usually a daily or real-time push). - Make sure you’re not duplicating records or wiping out real data.
If you hit a wall: Most problems come from mismatched data fields or permissions. Double-check your API keys and field mapping. If it still won’t work, reach out to support—sometimes it’s a known issue.
Step 6: Test the integration (don’t skip this)
Most integrations break in small, annoying ways—wrong data in the wrong field, or nothing syncing at all.
Checklist: - Send a test email via Mailivery. Does the CRM see any activity? - Add a new contact in your CRM. Does it flow to Mailivery if that’s what you want? - Check for duplicate records, weird formatting, or missing data. - Review email logs to make sure real prospects aren’t getting “warm-up” messages.
Pro tip: Run your test twice—once as an admin, once as a regular user. Permissions can mess things up.
Step 7: Set up notifications and monitoring
You’ll want to know if something breaks, or if your inbox health drops.
- Enable email or Slack notifications for key events (like a deliverability dip).
- Set up regular reports in your CRM to track deliverability and inbox status.
- Review weekly—don’t just “set and forget.” Email deliverability can tank fast if something changes.
Step 8: Train your team (and document changes)
Even the best integration falls apart if your team doesn’t know how to use it.
- Write a quick “How this works” doc—keep it in plain English.
- Show your team what’s new, what to ignore, and what to watch for.
- Let them know who to ping if something looks off.
What works: Screenshots, short Loom videos, and real-world examples. What doesn’t: Long docs that nobody reads.
Step 9: Iterate—don’t overcomplicate
Start with the basics—get the sync working, make sure you’re not spamming real contacts, and keep your CRM clean. Only add complexity (like multi-step automations or fancy reporting) once the basics run smoothly.
- Check in after a week: Is your sender reputation improving? Is data where you expect it?
- Trim what’s not useful. More automation isn’t always better.
Honest FAQs
Is Mailivery safe with my CRM data?
Generally, yes, but always check the privacy policy and security docs. Don’t connect sensitive data you don’t need to.
Will this fix my deliverability overnight?
Nope. It helps, but if your domain’s already burned, you’ll need patience (and a cleanup).
Do I need IT for this?
If you’re using company email with tight security, probably. Otherwise, most folks can set it up themselves.
Keep it simple
Integrating Mailivery with your CRM isn’t about chasing the latest tech trend—it’s about making your email workflow less painful and more reliable. Don’t get sucked into endless automation; fix what hurts, keep an eye on your inbox health, and tweak as you go. The simplest setup that works is almost always the best.
Now, go get your emails out of spam and back in front of real people.