Help & Documentation

🚀 Platform Overview

HitSnooze is an AI-powered cold email automation platform that helps B2B businesses find leads, personalize outreach at scale, and automate follow-up sequences to book more meetings.

🔍

Find Leads

AI-powered discovery or CSV import

✨

Enrich & Verify

Find emails and verify contacts

🤖

AI Personalization

Generate unique emails for each lead

📧

Send Sequences

Multi-step automated campaigns

Key Features

✅ AI Lead Discovery - Find businesses with AI-powered search and matching
✅ Smart Enrichment - Find contact emails with pattern generation and verification
✅ Email Verification - Verify emails before sending to protect deliverability
✅ Multi-step Sequences - Create automated follow-up sequences with smart wait times
✅ A/B Testing - Test subject lines and content with statistical analysis
✅ Auto-Optimization - Automatically shift traffic to winning variants
✅ AI Images - Create personalized images with dynamic text overlays
✅ AI Personas - Different sender identities with unique tones
✅ Email Warmup - Gradually build sender reputation
✅ Domain Management - Track DNS health (SPF, DKIM, DMARC)
✅ Unified Inbox - Manage all replies with AI-assisted responses
✅ Intent Detection - AI classifies replies (interested, not interested, question, etc.)
✅ Conversion Tracking - Track calendar bookings and positive replies
✅ Activity Logs - Full audit trail of all actions

⚡ Quick Start Guide

Get your first campaign running in 5 steps:

1

Set Up Email Account

Go to Accounts tab → Click Add Email Account → Enter your SMTP credentials.

💡 Tip: For Gmail/Google Workspace, you need an App Password from myaccount.google.com/apppasswords

2

Add Leads

You have two options:

Use Pipeline → New Discovery to find businesses with AI
Import a CSV file in the Leads tab

3

Enrich & Verify Leads

Select leads and click Enrich to find contact emails and verify them. Only send to verified emails!

4

Create a Campaign

Go to Campaigns → Create Campaign → Set up your email sequence using the AI builder or write manually.

5

Add Leads & Launch

Add verified leads to your campaign, review the sequence, then click Activate to start sending.

🔄 Typical Workflow

Discover Leads → Enrich (AI) → Verify Emails → Create Campaign → Send Sequences

Lead Status Flow

Status	Meaning	Next Step
new	Just imported/discovered	Run enrichment
contacted	At least one email sent	Wait for response
qualified	Showed interest	Follow up personally
unqualified	Not a good fit	Archive or remove
converted	Booked meeting / became customer	🎉 Success!

👥 Leads Tab

The Leads tab is your central database of all contacts. View, filter, edit, and manage all your leads in one place.

Features

Advanced Filtering: Filter by status, niche, email verification, lead score, location, and more
Saved Filters: Save frequently used filter combinations for quick access
Bulk Actions: Select multiple leads to delete, enrich, verify, or add to campaigns
Lead Details: Click any lead to view/edit all information
Export: Export filtered leads to CSV

Lead Data Fields

Field	Description	Source
Business Name	Company or business name	Discovery/Import
Contact Name	Person's full name	Enrichment
First/Last Name	Split name for personalization	Enrichment
Contact Email	Primary email address	Enrichment
Contact Phone	Phone number	Discovery/Enrichment
Contact Title	Job title (Owner, Manager, etc.)	Enrichment
Website	Company website URL	Discovery
Address	Street, City, State, ZIP	Discovery
Rating	Business rating (if available)	Discovery
Review Count	Number of reviews	Discovery
Niche	Industry category	Manual/Discovery
Lead Score	AI-generated quality score (0-100)	Enrichment
Email Status	Verification status (safe/risky/invalid)	Verification

Bulk Operations

Select multiple leads using checkboxes, then use the bulk actions menu:

Change Status: Update status for all selected leads
Add to Campaign: Enroll leads in a campaign sequence
Enrich: Run AI enrichment to find contact information
Verify Emails: Check if emails are deliverable
Add Tags: Apply tags for organization
Export: Download as CSV
Delete: Remove selected leads permanently

⚠️ Important: Bulk delete is permanent and cannot be undone.

🔍 Lead Discovery (Pipeline)

The Pipeline tab is HitSnooze's AI-powered lead discovery system. Find new leads based on your criteria and automatically enrich them for outreach.

Starting Lead Discovery

Go to the Pipeline tab
Click New Discovery
Configure your search:
- Search Query: Describe the businesses you want (e.g., "HVAC companies", "dentists")
- Location: City, state, or region to search
- Max Results: How many leads to find (10-500)
- Niche: Category to assign to found leads
Choose an Enrichment Profile (see below)
Optionally enable Auto-Enroll to add leads to a campaign automatically
Click Start Discovery

Enrichment Profiles

Profiles control what enrichment happens to discovered leads:

Profile	What It Does	Speed
Quick	Basic business info only	~5 sec
Standard	+ Email finding + verification + AI analysis	~15 sec
Deep	+ Domain search + full enrichment	~30 sec
Contact Finder	Focus on finding decision-maker emails	~10 sec
Local Business	Optimized for local service businesses	~15 sec

Ideal Customer Description

Provide a description of your ideal customer to help AI score leads more accurately:

Example: "Small to medium HVAC companies with 5-50 employees, established for at least 2 years, serving residential customers in suburban areas, with a website and good online reviews."

💡 Tip: The more specific your ideal customer description, the better the AI can score and prioritize leads. Include company size, age, services, and any other relevant criteria.

Discovery Job Status

Status	Meaning
queued	Waiting to start processing
running	Currently finding and enriching leads
completed	Finished successfully
failed	Error occurred (check logs)
cancelled	Manually stopped

📥 CSV Import

Import leads from any spreadsheet or CRM export. The system auto-maps common column names.

How to Import

Go to Leads tab
Click Import CSV button
Select your CSV file
Map columns to lead fields (auto-mapped when possible)
Choose whether to skip duplicates
Click Import

Supported Column Names

The system recognizes these common column headers:

business_name, businessname, company, company_name
contact_name, contactname, name, full_name
first_name, firstname, given_name
last_name, lastname, surname, family_name
email, contact_email, email_address
phone, contact_phone, phone_number
website, url, website_url
address, street, address_street
city, address_city
state, address_state
zip, postal_code, address_zip
niche, industry, category
                

Duplicate Detection

When importing, the system checks for duplicates using:

Exact email match
Business name + city match
Website URL match

✨ Lead Enrichment

Enrichment adds valuable data to your leads using AI and third-party APIs.

What Enrichment Provides

Contact Emails: Find decision-maker emails using intelligent search and pattern generation
Email Verification: Verify emails are deliverable before sending
AI Personalization: Generate personalization angles, pain points, and hooks
Lead Scoring: AI-generated quality score (0-100)
Website Tech Stack: Detect technologies used (optional)

Running Enrichment

Select leads in the Leads tab
Click Enrich in the bulk actions menu
Choose enrichment profile (Quick, Standard, or Deep)
Click Start Enrichment
Monitor progress in the Pipeline tab

Email Verification Results

Result	Meaning	Should Send?
safe	Email is valid and deliverable	✅ Yes
risky	Email exists but may have issues	⚠️ Use caution
invalid	Email doesn't exist or will bounce	❌ No

⚠️ Important: Always verify emails before sending. High bounce rates damage your sender reputation and can get your email accounts blocked.

👥 Multi-Contact Leads

Each lead (business) can have multiple contacts. This is useful for reaching different decision-makers at the same company.

Adding Contacts

Open a lead's detail view
Scroll to the Contacts section
Click Add Contact
Enter contact details (name, email, title, phone)
Save

Use Cases

Multi-threaded outreach: Reach owner AND marketing manager
Backup contacts: If primary email bounces, try secondary
A/B testing roles: Test if owners or managers respond better

🎯 Campaigns

Campaigns are containers for your email outreach. Each campaign has target leads, sending settings, and email sequences.

Creating a Campaign

Go to Campaigns tab
Click Create Campaign
Enter campaign name and description
Select target niche (optional)
Configure settings (see below)
Create your email sequence
Add leads to the campaign
Activate when ready

Campaign Settings

Send Window

Control when emails are sent:

Send Days: Which days of the week (Mon-Sun)
Start Hour: Earliest time to send
End Hour: Latest time to send
Timezone: Your target audience's timezone

Daily Limit

Maximum emails per day for this campaign (in addition to per-account limits).

Sender Strategy

Strategy	How It Works
Round Robin	Cycles through accounts evenly
Max Capacity	Uses accounts with most remaining quota first
Least Used	Prioritizes accounts that have sent the least
Health First	Prioritizes accounts with best deliverability scores
Domain Rotation	Rotates between different sending domains

Tracking Options

Track Opens: Insert tracking pixel (note: increasingly unreliable)
Track Clicks: Rewrite links to track clicks
Use AI Personalization: Enable AI-generated content

ℹ️ Note: Open tracking is becoming less reliable due to email client privacy features (Apple Mail Privacy Protection, Gmail proxy). Focus on reply rates instead.

Campaign Status

Status	Description
draft	Being set up, no emails sent yet
active	Currently sending emails
paused	Temporarily stopped, can resume
completed	All leads finished their sequences

Adding Leads to Campaign

Three ways to add leads:

From Leads tab: Select leads → Click "Add to Campaign" → Choose campaign
From Campaign: Open campaign → Leads section → Click "Add Leads"
Auto-Enroll: Enable during lead discovery to automatically add found leads

📨 Email Sequences

Sequences are multi-step email flows. Each step sends after a configurable delay. If a lead replies, they're automatically removed from the sequence.

Creating a Sequence

🤖 AI Builder (Recommended)

Let AI generate a complete sequence for you:

• Choose number of emails (1-10)
• Select a persona
• Describe your offer/service
• Set call-to-action
• Choose wait strategy

✍️ Manual Builder

Write each email yourself:

• Add steps one by one
• Write subject & body
• Set wait time per step
• Use templates
• Add A/B variants

Sequence Steps

Each step can be:

Email Step: Send an email with subject and body
Wait Step: Pause for specified days/hours before next email

Stop Conditions

Sequences automatically stop when:

Lead replies (default behavior)
Lead unsubscribes
Lead marked as converted
Campaign is paused or completed
Email bounces

💡 Best Practices:

• 3-5 emails is usually optimal - enough to follow up, not enough to annoy
• Keep emails short (under 150 words performs best)
• Use one clear CTA per email
• First email: Introduce yourself and value proposition
• Final email: "Break up" email works well - let them know you won't follow up again

⏱️ Wait Strategies

Wait strategies control the timing between emails in a sequence.

Strategy	Pattern	Best For
Fixed Interval	Same wait each time (e.g., 3, 3, 3 days)	Simple, predictable sequences
Escalating	Increases each time (e.g., 2, 3, 5, 7 days)	Gradual follow-up without being pushy
Fibonacci	Natural progression (1, 2, 3, 5, 8 days)	Feels organic, mimics human behavior
Random Range	Random within min/max (e.g., 2-5 days)	Avoids patterns, looks more human
Business Days	Only counts Mon-Fri	B2B outreach, professional contexts

🧪 A/B Testing

Test different versions of your emails to find what performs best. Each sequence step can have A/B variants.

How to Set Up A/B Testing

Create a sequence step with your primary email (Variant A)
Enable A/B Testing toggle on the step
Write your Variant B subject line and/or body
Set the traffic split ratio (default 50/50)
System randomly assigns variants to leads
View results in Analytics → A/B Test Results

What to Test

Subject lines: Questions vs statements, personalized vs generic
Opening lines: Compliment vs pain point vs direct ask
Email length: Short (50 words) vs medium (100 words)
CTAs: "Reply to this email" vs "Book a call" vs "Check our site"
Personalization level: Heavy {{variables}} vs light touch

💡 Testing Tip: Only test ONE element at a time. If you change both subject and body, you won't know which change affected results.

🎯 Conversion Tracking

Track when leads convert (book meetings, reply positively, etc.) to measure campaign success.

Conversion Types

Type	How It Works
Calendar Booking	Integrates with Calendly, Cal.com, or OnceHub webhooks
Positive Reply	AI detects interested replies automatically
Manual	Mark conversions manually when they occur
Custom Webhook	Your own system triggers conversion via webhook

Setting Up Calendar Integration

Go to Settings → Integrations
Find the Calendar Webhooks section
Copy your webhook URL for Calendly/Cal.com/OnceHub
In your calendar tool, create a webhook pointing to this URL
When leads book meetings, they're automatically marked as converted

💡 Tip: Connect your Calendly link to automatically track when leads book meetings. This also stops AI auto-reply for that lead (goal achieved!).

🎭 AI Personas

Personas define the sender identity and writing style for your emails. Use different personas for different markets or offerings.

Persona Fields

Field	Purpose	Example
Name	Persona name (internal reference)	Sarah - SaaS Sales
Role/Title	Job title in emails	Business Development Manager
Company	Company name in signature	Acme Marketing Solutions
Voice/Tone	Writing style	Friendly and professional
Value Proposition	What you offer	We help businesses 2x their leads...
Writing Rules	Additional instructions for AI	Always use short sentences...

Creating a Persona

Go to Personas tab
Click Create Persona
Fill in the persona details
Save and use in campaigns/sequences

📝 Email Templates

Templates are reusable email designs you can use across multiple campaigns.

Creating Templates

Go to Templates tab
Click Create Template
Enter name, subject, and body
Use {{variables}} for personalization
Optionally assign to a category
Save

Using Templates

When creating a sequence step, click Load Template to insert a saved template. You can then customize it for that specific step.

ℹ️ Note: Templates are copied into the sequence. Editing the original template won't change existing sequences.

🖼️ AI Images

Create personalized images for your email campaigns. Supports text overlays and AI generation.

Image Template Types

📷 Traditional

Upload your own image and add dynamic text overlays.

• Best for: Photos you have
• Speed: Instant

🎨 AI Generated

AI creates base image once, then text is overlaid per lead.

• Best for: Custom scenes
• Speed: Fast per-lead

🎯 AI Enhanced

AI generates unique image for each lead with text baked in.

• Best for: Max personalization
• Speed: Slower (generates per lead)

Using Images in Emails

In your email sequence, enable "Include Image" and select your template. Images are generated per-lead when sending.

💡 Tip: Start with faster generation options for testing, then try higher quality options for production campaigns.

🔤 Template Variables

Variables are placeholders that get replaced with actual data when emails are sent.

Contact Variables

{{firstName}}        - Contact's first name
{{lastName}}         - Contact's last name
{{contactName}}      - Full contact name
{{contactEmail}}     - Email address
{{contactPhone}}     - Phone number
{{contactTitle}}     - Job title
                

Business Variables

{{businessName}}     - Business/company name
{{website}}          - Website URL
{{niche}}            - Industry category
{{rating}}           - Business rating
{{reviewCount}}      - Number of reviews
                

Location Variables

{{addressStreet}}    - Street address
{{city}}             - City
{{state}}            - State/Province
{{addressZip}}       - ZIP/Postal code
{{addressCountry}}   - Country
                

AI Personalization Variables

HitSnooze generates multiple personalization options for each lead. Use [0], [1], or [2] to access different options:

{{personalization}}           - First AI-generated hook (same as {{hook}} or {{hook[0]}})
{{icebreaker}}                - First ready-to-use opening sentence (same as {{icebreaker[0]}})
{{icebreaker[1]}}             - Second ready-to-use opening sentence
{{painPoints}}                - First detected pain point (same as {{painPoints[0]}})
{{painPoints[1]}}             - Second detected pain point
{{specialty}}                 - First specialty (same as {{specialty[0]}})
{{summary}}                   - Business summary
{{compliment}}                - AI-generated compliment
                

🔢 Understanding Array Indices: HitSnooze's AI generates multiple hooks, pain points, and specialties for each lead.

[0] = First option (default when no index specified)
[1] = Second option
[2] = Third option

Example: Use {{icebreaker[0]}} in email #1 and {{icebreaker[1]}} in follow-up emails to vary your approach.

📚 Complete Variable Reference: This is a quick reference with the most common variables. For the full list of 50+ variables including sender info, persona fields, date/time, and advanced AI personalization options, see Template Variables Reference in the Knowledge Base.

Fallback Values

Use | to provide fallback values when a field might be empty:

{{firstName|there}}              → "John" or "there"
{{contactTitle|Business Owner}}  → "CEO" or "Business Owner"
{{city|your area}}               → "Phoenix" or "your area"
                

💡 Tip: Always use fallbacks for personalization variables to avoid awkward blank spaces in your emails.

📬 Unified Inbox

The Inbox tab shows all replies from all your connected email accounts in one place.

Inbox Features

All Messages: View every email received across all accounts
Campaign Filter: Toggle to show only replies from campaign leads
Intent Display: See AI-detected intent (interested, not interested, question, etc.)
Quick Reply: Reply directly from HitSnooze
AI Suggestions: Get AI-generated response suggestions
Link to Lead: Click to view the lead's full profile

Inbox Filters

Unread: Messages you haven't opened
Needs Reply: Messages awaiting your response
AI Replied: Messages where AI has responded
Converted: Leads marked as converted
All: Every message

💬 Conversations

The Conversations tab shows full email thread history with each lead.

What You'll See

All emails sent to the lead
All replies received
AI intent analysis for each reply
Timestamps and sender info
Full thread context for multi-turn conversations

🤖 AI Auto-Reply

Let AI automatically respond to prospect replies, keeping conversations going 24/7.

Setting Up Auto-Reply

Open a campaign
Click Configure Auto-Reply
Enable AI Auto-Reply
Set your Campaign Goal (e.g., "book a meeting")
Add your Calendly Link (optional)
Choose whether to Require Approval
Set Max Replies per lead

Auto-Reply Settings

Setting	Description
Enable AI Auto-Reply	Master toggle for automatic responses
Campaign Goal	What AI should try to achieve
Calendly Link	Scheduling link AI shares when appropriate
Require Approval	Hold AI drafts for your review before sending
Max AI Replies	Stop AI after this many replies per lead (default: 5)

⚠️ Important: Always test your AI replies before enabling. Start with "Require Approval" on to review AI responses before they're sent.

🎯 Intent Detection

AI automatically analyzes replies and classifies them by intent.

Intent Types

Intent	Description	Action Taken
interested	Positive response, wants to learn more	Can mark as qualified
not_interested	Declined or not a fit	Stops sequence
question	Asking for more information	AI can respond
meeting_request	Wants to schedule a call	Can mark as converted
out_of_office	Auto-reply, person is away	Continues sequence
unsubscribe	Wants to stop receiving emails	Removes from all sequences

✉️ Email Accounts

Email accounts are used to send your campaigns. Configure SMTP settings for each account.

Adding an Email Account

Go to Accounts tab
Click Add Email Account
Enter your email address and display name
Configure SMTP settings
Optionally configure IMAP for reply detection
Test connection
Save

Google Workspace / Gmail Settings

Setting	SMTP (Sending)	IMAP (Receiving)
Server	smtp.gmail.com	imap.gmail.com
Port	587	993
Encryption	TLS/STARTTLS	SSL/TLS
Username	Your full email address
Password	App Password (NOT regular password)

❌ Important: You MUST use an App Password for Gmail/Google Workspace. Regular passwords will not work. Get one at myaccount.google.com/apppasswords

Daily Send Limits

Each account has a daily send limit (default: 50 emails/day). This protects your deliverability.

ℹ️ Recommendation: Keep limits at 50 or below for new accounts. Only increase after 2-4 weeks of warmup with good deliverability.

🌐 Sending Domains

Domains organize your email accounts and track DNS health. Proper DNS configuration is critical for deliverability.

Domain Health Score

Each domain shows a health score based on:

SPF record configured correctly
DKIM record configured correctly
DMARC record configured correctly
Bounce rate for associated accounts

Adding a Domain

Go to Accounts tab
Scroll to Domains section
Click Add Domain
Enter your domain name
Click Check DNS to verify configuration

⚙️ DNS Configuration

Proper DNS records are essential for email deliverability. Configure these records with your DNS provider.

Required DNS Records

MX Records (for receiving email)

For Google Workspace, add these MX records:

Priority	Value
1	ASPMX.L.GOOGLE.COM
5	ALT1.ASPMX.L.GOOGLE.COM
5	ALT2.ASPMX.L.GOOGLE.COM
10	ALT3.ASPMX.L.GOOGLE.COM
10	ALT4.ASPMX.L.GOOGLE.COM

SPF Record

Authorizes Google to send email for your domain:

Type: TXT
Host: @ (or leave blank)
Value: v=spf1 include:_spf.google.com ~all

DKIM Record

Get this from Google Admin Console → Apps → Gmail → Authenticate Email:

Type: TXT
Host: google._domainkey
Value: (long key provided by Google)

DMARC Record

Policy for handling authentication failures:

Type: TXT Host: _dmarc Value: v=DMARC1; p=none; rua=mailto:[email protected]

💡 Tip: Start with p=none for DMARC (monitor only). After a few weeks of good deliverability, you can tighten to p=quarantine or p=reject.

🔥 Email Warmup

Warmup gradually increases sending volume on new email accounts to build reputation with email providers.

Warmup Schedule

Week	Emails/Day	Notes
Week 1	5-15	Start very slow, monitor for issues
Week 2	20-35	Gradual increase if no bounces
Week 3	35-50	Monitor bounce rates
Week 4+	50+	Full capacity, maintain carefully

Enabling Warmup

Go to Accounts tab
Edit an email account
Enable Warmup Mode
System will automatically limit daily sends according to schedule

⚠️ Don't Skip Warmup: Sending high volume from a new account will damage your reputation and get you marked as spam.

📥 IMAP Setup

IMAP lets HitSnooze detect replies and bounces by checking your inbox. This is required for the Inbox tab and auto-reply to work.

Configuring IMAP

Go to Accounts tab
Edit an email account
Scroll to IMAP Settings
Enter:
- IMAP Server: imap.gmail.com
- IMAP Port: 993
- Password: Same App Password as SMTP
Click Test Connection
Enable Inbox Monitoring
Save

ℹ️ How Often: HitSnooze checks for new replies every 5 minutes.

📊 Analytics Dashboard

Track performance metrics across your campaigns.

Key Metrics

Metric	Description	Good Benchmark
Sent	Total emails delivered	-
Open Rate	% of emails opened	40-60%
Click Rate	% with link clicks	5-15%
Reply Rate	% that received replies	5-15%
Bounce Rate	% that failed to deliver	<2%

⚠️ Note on Open Rates: Modern email clients often pre-scan emails for security, which can artificially inflate open rates. Reply rate is the most reliable metric for cold email success.

🧪 A/B Test Results

View performance of all your A/B tests with statistical analysis.

Finding Your Results

Go to Analytics tab → Scroll to A/B Test Results section.

Statistical Confidence

Confidence Level	Meaning	Action
< 80%	No clear winner yet	Keep collecting data
80-90%	Trending toward a winner	Consider declaring manually
90-95%	Likely winner	Safe to declare winner
95%+	Statistically significant	Auto-optimization will act

💡 Tip: Wait for at least 50 sends per variant before making decisions. Small sample sizes can be misleading.

⚡ Auto-Optimization

Let the system automatically shift traffic to winning A/B test variants.

How It Works

System collects performance data for each variant
Statistical significance is calculated
When confidence threshold is met (default 95%), traffic shifts to winner
Losers retain minimum traffic (10%) for continued learning
All decisions are logged with full audit trail

Configuration

Configure in Settings → A/B Testing or per-campaign:

Setting	Description	Default
Min Sample Size	Minimum sends per variant before declaring winner	50
Confidence Threshold	Statistical confidence required	95%
Loser Min Traffic	Minimum traffic losers always receive	10%

⚙️ Settings Overview

Configure your account settings from the Settings tab.

Settings Sections

General: Organization name, timezone, date format
Account: Your profile, password, 2FA
Billing: Plan, usage, payment method
AI Quality: AI settings, auto-reply settings
A/B Testing: Default optimization parameters
Notifications: Email/Discord/Telegram alerts
Integrations: API keys, calendar webhooks
Defaults: Default send window, tracking options

🤖 AI Configuration

Configure AI settings for different tasks in your workflow.

AI-Powered Tasks

Task	Description
Lead Enrichment	Analyzing websites for contact info and personalization
Sequence Writing	Generating personalized email content
Auto-Reply	Responding to prospect replies automatically
Lead Scoring	Scoring lead quality based on fit criteria
Intent Detection	Classifying reply intent (interested, question, etc.)

💡 Tip: AI quality settings can be adjusted in Settings to balance speed and quality based on your needs.

🔗 Integrations

Connect HitSnooze with other tools and services.

Available Integrations

Calendly: Auto-convert leads when they book meetings
Cal.com: Same as Calendly, for Cal.com users
OnceHub: Same as above, for OnceHub users
API Keys: Generate keys for custom integrations
Webhooks: Receive events from external systems

API Keys

Generate API keys for custom integrations:

Go to Settings → Integrations
Click Generate API Key
Enter a name/description
Copy the key (shown only once)

❌ Security: API keys provide full access to your account. Never share them publicly or commit them to code repositories.

💳 Billing & Plans

Manage your subscription and view usage.

Viewing Your Usage

Go to Settings → Billing
View usage vs limits with progress bars
Usage resets monthly on your billing date

Managing Billing

Click Manage Billing to access the billing portal where you can:

Update payment method
View invoices
Change plan
Cancel subscription

👥 Team Management

Manage team members and their access levels.

User Roles

Role	Permissions
Owner	Full access including billing and deletion
Admin	Full access except billing and deletion
Member	Can manage leads, campaigns, view analytics

Inviting Team Members

Go to Users tab
Click Invite User
Enter email address
Select role
Click Send Invite

✨ Best Practices

Email Deliverability

✅ DO:

• Warm up new email accounts for 2-4 weeks
• Always verify emails before sending
• Set up SPF, DKIM, and DMARC records
• Keep daily volume under 50 emails per account
• Use multiple sending accounts to distribute load
• Remove bounced emails immediately
• Monitor bounce rates closely

❌ DON'T:

• Send to unverified email lists
• Use purchased/rented email lists
• Send more than 50 emails/day from new accounts
• Ignore bounce notifications
• Use spammy subject lines (FREE!, URGENT!, etc.)
• Skip email warmup period

Cold Email Content

💡 Content Best Practices:

• Keep emails under 150 words - shorter performs better
• Use one clear CTA per email
• Personalize with {{variables}} but don't overdo it
• Write like a human, not a marketer
• Avoid HTML formatting - plain text works better for cold email
• Don't include more than 1-2 links
• Test different approaches with A/B testing

Lead Quality

💡 Focus on quality over quantity:

• Define your ideal customer profile clearly
• Use specific search queries in lead discovery
• Use lead scores to prioritize outreach
• Remove duplicates and bad data regularly
• Segment leads by industry, size, or location

🔧 Troubleshooting

Emails not sending

• Check campaign is Active (not Draft or Paused)
• Verify email account is active and connected
• Check if daily limit has been reached
• Confirm current time is within send window
• Verify leads are enrolled and have verified emails

Replies not appearing in Inbox

• Verify IMAP is configured correctly
• Test IMAP connection in account settings
• Check that reply came to a connected account
• Allow 5-10 minutes for sync
• Ensure "Inbox Monitoring" is enabled

High bounce rate

• Always verify emails before sending
• Don't send to "risky" or "invalid" emails
• Check if leads are old or outdated
• Verify data quality of lead source
• Remove bounced leads from future campaigns

Emails going to spam

• Check DNS records (SPF, DKIM, DMARC) are correct
• Warm up your email account longer
• Reduce daily sending volume
• Remove spam trigger words from content
• Check domain reputation at mail-tester.com
• Avoid too many links or images

SMTP connection failed

• Verify SMTP host and port are correct
• For Gmail: use App Password, NOT regular password
• Check if TLS/SSL setting matches port (587 = TLS, 465 = SSL)
• Ensure 2-Step Verification is enabled on Google account
• Try regenerating the App Password

Low reply rate

• Test different subject lines with A/B testing
• Improve personalization
• Shorten emails (under 150 words)
• Strengthen call-to-action
• Check send timing (business hours in recipient's timezone)
• Verify you're targeting the right audience

❓ Frequently Asked Questions

How many emails can I send per day?

This depends on your email account age and warmup status. New accounts should stay at 20-30/day. Well-warmed accounts can safely do 50/day. Use multiple accounts to scale beyond this.

What's the best time to send cold emails?

Tuesday-Thursday, 9-11 AM in the recipient's timezone typically performs best. Avoid Mondays (inbox overload) and Fridays (people checking out for the weekend).

What's a good reply rate for cold email?

For cold email: 5-10% is average, 10-20% is good, 20%+ is excellent. If you're under 3%, review your targeting and messaging.

How long should I run an A/B test?

Until you have at least 50 sends per variant AND the statistical confidence reaches 95%. This typically takes 1-2 weeks depending on your sending volume.

How does lead scoring work?

AI analyzes the lead's website, industry fit, and other factors to assign a quality score from 0-100. Higher scores indicate better fit with your ideal customer profile.

Why do I need an App Password for Gmail?

Google doesn't allow third-party apps to use your regular password for security reasons. App Passwords are special 16-character passwords that give limited access for specific apps.

Can I use HitSnooze with non-Gmail accounts?

Yes! Any email provider that supports SMTP can be used. Google Workspace is recommended for best deliverability, but Microsoft 365, custom SMTP, and other providers work too.

What happens if a lead replies?

They're automatically removed from the sequence (no more automated emails). The reply appears in your Inbox, and AI analyzes the intent. If Auto-Reply is enabled, AI can respond on your behalf.

How do I prevent being marked as spam?

Warm up new accounts, verify all emails, set up proper DNS records (SPF/DKIM/DMARC), keep volume low (50/day max), write personalized non-spammy content, and immediately remove bounced emails.