Email Tracking

Monitor every email sent through WarmOpener with detailed tracking and logs. View sent, scheduled, and failed emails with comprehensive status information.

Email Sends Page

The Email Sends page is your command center for monitoring all email activity across all campaigns and inboxes.

What You Can See

Recipient: Contact email address and name
Subject Line: Email subject (with placeholders filled)
Sequence: Which sequence this email belongs to
Status: Sent, Scheduled, Failed, or Pending
Sent Time: When email was actually delivered
Inbox: Which connected inbox sent the email

Email Status Types

Sent: Email successfully delivered to recipient's email server. Note: "Sent" means delivered to the email server, not opened by recipient

Scheduled: Email queued to be sent at a future time based on sequence delays and time windows.

Pending: Email created but waiting to be processed by the send worker.

Failed: Email delivery failed due to an error. Common causes: invalid recipient email, inbox authentication issues, rate limit exceeded

Filtering & Search

Use filters to narrow down the email list:

Status Filter: Show only Sent, Scheduled, Failed, or Pending emails
Date Range: Filter by sent date
Search: Find emails by recipient name or email address

Statistics Overview

At the top of the Email Sends page, you'll see high-level statistics:

Total Sent: All successfully delivered emails
Success Rate: Percentage of emails delivered vs failed
Pending/Scheduled: Emails queued for future delivery
Failed: Emails that encountered delivery errors

Troubleshooting Failed Emails

Common Failure Reasons

Invalid Recipient Email

Error: "Address not found" or "User unknown"
Solution: Verify email address is correct in Contacts page. Remove invalid emails from your list.

Inbox Authentication Failed

Error: "Authentication failed" or "Invalid credentials"
Solution: Reconnect your inbox in the Inboxes page. For Gmail OAuth, tokens may have expired. For SMTP, password may have changed.

Daily Limit Exceeded

Error: "Rate limit exceeded" or "Daily sending quota exceeded"
Solution: Wait until tomorrow, or adjust daily limits to stay within provider's limits.

Spam Filter Rejection

Error: "Message rejected as spam"
Solution: Review email content, avoid spam trigger words, ensure domain reputation is good. See Best Practices section for deliverability tips.

How the Send Worker Works

WarmOpener uses a cron job that runs every 5 minutes to process email sends:

Check for emails scheduled to be sent (scheduled_at <= now)
Respect time windows (9 AM - 5 PM by default)
Check daily send limits for each inbox
Send up to 50 emails per run (prevents timeouts)
Update status to "sent" or "failed" with error message
Increment daily counter for inbox

Future Tracking Features

Currently in development:

Open Tracking: See when recipient opens your email
Click Tracking: Track clicks on links in your emails
Reply Detection: Automatically detect when prospects reply
Auto-stop on Reply: Stop sequence when prospect responds

💡 Pro Tip

Check the Email Sends page regularly, especially in the first few days of a new campaign. Look for patterns in failed emails - if many fail with the same error, it indicates a systemic issue (bad template, authentication problem, etc.) that should be fixed before continuing.