Email System

Email System

Add sending domains, verify DNS, create email addresses, and warm up mailboxes for better deliverability.

What is Email System?

Email System is where you set up email sending (and optionally receiving) for your brand — separate from Email Outreach campaigns. Open it at app.swai.ai/setting/email-system.

You use it to:

• Add and verify Sending domains
• View DNS records and Check status
• Create Email addresses under verified domains
• Issue IMAP/SMTP passwords for mail apps
• Turn on Warmup so new or idle addresses build sender reputation before heavy sending

Main screens

Tabs: Domains, Email addresses.

Warning: Do not confuse this with Settings → Domains (open) (funnels, websites, stores, blogs). See Domains for those.

Tip: For mass email and outreach, it is usually better to send from a different domain than your main website domain. That protects the reputation of the brand name customers visit on the web. See Domains and email marketing. If you buy through SWAI, you can add an optional email / campaign domain in the same Buy flow.

Before you start

1. Own a domain where you can edit DNS.
2. Plan usernames (hello, support, sales) after the domain is verified.
3. Allow up to 48 hours for DNS to update.
4. For warmup, keep enough credits (see Warmup).

Tip: Verify at least one domain before creating email addresses — Add email address stays unavailable until then.

Quick start

1. Open Settings → Email System → Domains → Add domain (or go to app.swai.ai/setting/email-system).
2. Enter the domain → Add domain.
3. In DNS configuration, use Set up DNS with {provider} when offered, or copy the records manually → Got it.
4. Click Check status until status is verified.
5. Open Email addresses → Add email address → set Username and Domain → Create email address.
6. (Recommended for new domains) Turn on Warmup for that address and wait until the badge shows Warming or Healthy before large campaigns.

Domains tab

Section: Sending domains — Add and verify domains used for outbound email.

Status and receiving

Add domain

Modal Add domain — Enter the domain you want to use for sending emails. → Add domain.

Helper: Supports root domains and subdomains such as mail.company.com or postmailing.example.com.

DNS configuration

Actions: Check status, View DNS, Delete.

Modal DNS configuration.

When your domain provider supports it, SWAI offers Set up DNS with {provider}. That applies the verification records for this domain. Optionally enable Also add MX records for receiving. You confirm on the provider site, return to Email System, then use Check status.

Otherwise (or via Set up manually instead):

Subtitle: Add these records at your DNS provider to verify the domain and enable receiving. → Got it.

Alert After adding records: Use "Check status" in the domains list to refresh verification once DNS has propagated.

Delete domain

Delete domain — Are you sure you want to delete this domain? This action cannot be undone. → Delete / Cancel.

Email addresses tab

Section: Email addresses — Create addresses under your verified sending domains. Warmup costs 90 credits per mailbox each month. Use the key icon for IMAP/SMTP mail-app passwords.

Add email address

Modal Add email address — Choose a verified domain and set the username for the new address. → Create email address.

Alert Verified domain required: Email addresses can only be created under verified domains. Complete DNS verification first if your domain is still pending.

If incomplete: Alert / Please select a domain and enter a username.

IMAP / SMTP password (mail apps)

Use the key icon on a row to issue an IMAP/SMTP password for Gmail, Outlook, Apple Mail, or similar.

Modal IMAP / SMTP access — Copy these settings into Gmail, Outlook, or Apple Mail. The password is shown once.

Warning: Save the password immediately. Issuing again replaces it. Warmup uses a separate password and is not affected when you re-issue the mail-app password.

Delete email address

Delete email address — Are you sure you want to delete this email address? This action cannot be undone. → Delete / Cancel.

Deleting an address also turns off warmup for that mailbox (if it was enabled).

Email warmup

Warmup gradually builds sender reputation for a SWAI mailbox by exchanging realistic mail with a trusted network. Use it for new domains and addresses before high-volume Email Outreach or agent sends.

Warmup is not the same as Progressive Drip / Drip Sending Mode in Email Outreach (that only ramps campaign volume). Warmup builds engagement signals with inbox providers. See Email Outreach.

Cost

• 90 credits per mailbox, per month, while warmup stays on
• Charged when you enable warmup (and again each billing period while it remains enabled)
• Turn the switch off to stop warmup and avoid the next monthly charge for that mailbox

Tip: You need enough credits before enabling. If balance is too low, enable fails with a message about the 90-credit cost.

How to turn warmup on

1. Open Settings → Email System → Email addresses.
2. Find the address → in the Warmup column, turn the switch on.
3. Wait for the badge to leave Connecting and show Warming (or Healthy later).
4. Keep DNS (SPF/DKIM/DMARC as required) correct — warmup cannot fix a misconfigured domain.

Warmup does not start automatically when you create an address. Opt in per mailbox.

Warmup status badges

Refresh the page if the badge looks stuck. Status also updates in the background (about every 20 minutes).

How long to wait

• Plan about 14 days of warmup for a typical new address
• Newer domains may need 21–30 days before large campaigns
• Keep warmup on while you send campaigns when possible — it continues to protect reputation at a lower volume

What warmup does not do

• It does not appear as fake contacts or Journey activities in CRM
• It does not replace verifying your domain or adding SPF/DKIM/DMARC
• It does not send your Email Outreach sequences (those stay in SWAI)

Common warnings and troubleshooting

Domain stuck on pending

1. Re-open View DNS and compare every name and value.
2. Wait for DNS to update (up to 48 hours).
3. Click Check status again.
4. Confirm you edited DNS for the correct domain at your provider.

Automatic DNS setup isn’t offered

Not every domain provider supports one-click DNS setup. When it isn’t available, copy the verification and MX records shown in DNS configuration. The screen explains the reason when SWAI can detect it.

Receiving disabled

Add the MX records from DNS configuration. Sending can work when verified even if receiving is still disabled.

Can’t add an email address

Verify a domain first. Select a verified domain and a non-empty username.

Warmup stays Off or shows Error

1. Confirm the domain is verified and the address is Active.
2. Check you have at least 90 credits.
3. Toggle warmup off, wait a moment, then on again.
4. Confirm receiving/MX is set if the warmup network must deliver replies.
5. Contact support with the email address and any error text if it still fails.

Warmup badge stuck on Connecting

Refresh the page after a minute. If it never changes, treat it like Error above and contact support.

Wrong page for my website domain

Use Domains for funnels and websites. Use Email System only for mail setup.

Should I send campaigns from my website domain?

Usually no for high-volume outreach. Prefer a separate sending domain so complaints and spam signals do not damage the name on your public site. See Domains and email marketing.

Glossary

Need more help?

1. Note domain name, Status, Receiving, and Warmup badge.
2. Confirm which DNS records you added.
3. Contact support with DNS screenshots if verification never completes, or with the mailbox address if warmup stays on Error.

Related Help: Getting Started, Domains, Email Outreach, Notifications, Billings.