Account Settings

Email Accounts & SMTP Setup

Configure your email sending accounts to start sending campaigns.

Adding an Email Account

1. Go to Settings → Email Accounts
2. Click Add Email Account
3. Enter your email account details:
   • Account Name: Internal name (e.g., "Company Gmail")
   • From Email: Email address campaigns will come from
   • From Name: Sender name displayed in inboxes
   • Reply-To Email: Where replies go (optional, defaults to from email)
4. Configure SMTP settings:
   • SMTP Host: Your email provider's SMTP server
   • SMTP Port: Usually 587 (TLS) or 465 (SSL)
   • Username: SMTP account username
   • Password: SMTP account password
   • Encryption: TLS or SSL
5. Click Test Connection to verify settings
6. Click Save

Common SMTP Providers

Gmail

• Host: smtp.gmail.com
• Port: 587
• Encryption: TLS
• Note: Use an App Password, not your regular password

Outlook/Office 365

• Host: smtp.office365.com
• Port: 587
• Encryption: TLS

SendGrid

• Host: smtp.sendgrid.net
• Port: 587
• Username: apikey
• Password: Your SendGrid API key

Amazon SES

• Host: email-smtp.[region].amazonaws.com
• Port: 587
• Username: SMTP username from SES console
• Password: SMTP password from SES console

Daily Sending Limits

Set daily sending limits per email account to stay within provider restrictions:

• Gmail: 500 emails per day (free), 2,000/day (Google Workspace)
• SendGrid: Based on your plan
• Amazon SES: Starts at 200/day, increases automatically

MailPilot will automatically throttle sends to stay within your limit.

Domain Authentication

Authenticate your sending domain to improve deliverability and avoid spam filters.

Why Authenticate Your Domain?

• Proves you own the domain you're sending from
• Improves inbox placement rates
• Builds sender reputation
• Required by many inbox providers
• Enables DMARC protection

SPF (Sender Policy Framework)

SPF authorizes MailPilot to send emails on behalf of your domain.

1. Go to Settings → Domain Authentication
2. Click Add Domain
3. Enter your domain (e.g., example.com)
4. MailPilot generates SPF record instructions
5. Add the SPF record to your domain's DNS settings:
   • Type: TXT
   • Name: @ (or your domain)
   • Value: v=spf1 include:mailpilot.dev ~all
6. Wait for DNS propagation (up to 48 hours, usually much faster)
7. Click Verify SPF in MailPilot

DKIM (DomainKeys Identified Mail)

DKIM adds a digital signature to your emails for authentication.

1. In Domain Authentication, click Generate DKIM Keys
2. MailPilot provides three DNS records to add
3. Add each DKIM record to your DNS:
   • Type: TXT
   • Name: mailpilot._domainkey (provided by MailPilot)
   • Value: Long public key string (provided by MailPilot)
4. Wait for DNS propagation
5. Click Verify DKIM

DMARC (Optional but Recommended)

DMARC tells receivers what to do with emails that fail SPF/DKIM checks.

Add this TXT record to your DNS:

• Name: _dmarc
• Value: v=DMARC1; p=none; rua=mailto:[email protected]

This policy starts in monitoring mode (p=none). Once confident, change to p=quarantine or p=reject.

Sender Profiles

Create multiple sender profiles for different types of campaigns.

Creating a Sender Profile

1. Go to Settings → Sender Profiles
2. Click Add Profile
3. Configure profile details:
   • Profile Name: Internal name (e.g., "Marketing Team")
   • From Name: Sender name
   • From Email: Select from configured email accounts
   • Reply-To Email: Where replies go
   • Physical Address: Required for CAN-SPAM compliance
4. Click Save

Use Cases for Multiple Profiles

• Marketing Team: Promotional campaigns
• CEO: Personal updates and company news
• Support Team: Customer service emails
• Sales: Sales follow-ups and nurture campaigns

Choose the appropriate sender profile when creating each campaign.

Account Preferences

Customize your MailPilot experience.

General Settings

• Account Name: Your company or organization name
• Timezone: For scheduling campaigns and reporting
• Date Format: MM/DD/YYYY or DD/MM/YYYY
• Language: Interface language

Email Preferences

• Default Email Account: Auto-selected for new campaigns
• Default Sender Profile: Auto-selected for new campaigns
• Link Tracking: Enable/disable click tracking
• Open Tracking: Enable/disable open tracking

Notification Settings

Control which notifications you receive:

• Campaign Sent: Notify when campaign finishes sending
• Campaign Milestones: Notify at 1,000 opens, 10,000 opens, etc.
• Workflow Errors: Notify when workflows fail
• Subscriber Milestones: Notify at 1,000 subscribers, 10,000 subscribers, etc.
• Daily Summary: Daily email with account stats
• Weekly Report: Weekly performance summary

UI Preferences

• Theme: Light, dark, or auto (follows system)
• Sidebar: Always visible or collapsible
• Table Density: Compact or comfortable row spacing

Team Members

Invite team members to collaborate on your MailPilot account.

Adding Team Members

1. Go to Settings → Team Members
2. Click Invite Team Member
3. Enter their email address
4. Select their role (see below)
5. Click Send Invitation
6. They'll receive an email invitation to join

User Roles & Permissions

Owner

Full access to everything including billing and account deletion. Only one owner per account.

Admin

Full access to all features except billing and account deletion:

• Manage campaigns, workflows, and forms
• Manage subscribers and segments
• Access analytics
• Manage integrations
• Manage team members

Editor

Can create and edit content but not manage account settings:

• Create and send campaigns
• Create workflows and forms
• Manage subscribers
• View analytics
• Cannot manage settings or team members

Viewer

Read-only access to campaigns and analytics:

• View campaigns and their performance
• View analytics
• View subscriber lists
• Cannot create, edit, or send anything

Managing Team Members

• Change Role: Click on a team member and select new role
• Deactivate: Temporarily disable access without removing
• Remove: Permanently remove team member access
• Resend Invitation: If they didn't receive the original invite

API Keys

Generate API keys for programmatic access to MailPilot.

Creating API Keys

1. Go to Settings → API Keys
2. Click Generate New API Key
3. Give it a descriptive name (e.g., "Website Integration")
4. Select permissions:
   • Read-only: Only read data, no modifications
   • Read-Write: Full access to subscribers, campaigns, etc.
   • Admin: Full account access including settings
5. Click Generate
6. Copy and save your API key immediately (shown only once)

API Key Security

• Store API keys securely (environment variables, secret managers)
• Never commit API keys to version control
• Use read-only keys when possible
• Rotate keys regularly (every 90 days recommended)
• Delete unused API keys immediately
• Monitor API key usage in the activity log

Revoking API Keys

If an API key is compromised:

1. Go to Settings → API Keys
2. Find the compromised key
3. Click Revoke
4. Generate a new key if needed

Billing & Subscription

Manage your MailPilot subscription and billing information.

Current Plan

View your current plan details:

• Plan name (Free, Pro, Enterprise)
• Monthly subscriber limit
• Monthly email send limit
• Features included
• Next billing date and amount

Upgrading Your Plan

1. Go to Settings → Billing
2. Click Upgrade Plan
3. Select your desired plan
4. Enter payment information
5. Click Confirm Upgrade

Upgrades take effect immediately. You'll be charged a prorated amount for the remainder of your billing cycle.

Downgrading Your Plan

Downgrades take effect at the end of your current billing cycle. You'll keep your current plan features until then.

Payment Methods

• Update credit card information
• Add backup payment method
• View payment history
• Download invoices

Data Export & Backup

Export your data for backup or migration purposes.

Exporting Account Data

1. Go to Settings → Data Export
2. Select what to export:
   • Subscribers
   • Campaigns
   • Workflows
   • Forms
   • Analytics data
   • All of the above
3. Choose format (CSV or JSON)
4. Click Request Export
5. You'll receive a download link via email when ready

Large exports may take several minutes to prepare.

Account Deletion

If you need to delete your MailPilot account permanently:

1. Go to Settings → Account
2. Scroll to the bottom
3. Click Delete Account
4. Type your account name to confirm
5. Enter your password
6. Click Permanently Delete Account

Active subscriptions will be cancelled automatically. You'll receive a final invoice if applicable.