Home Email and sequences

Email and sequences

Build sequences, send quick emails, and manage your inbox and email sending.
Valentine Ohalebo
By Valentine Ohalebo •
10 articles

How to send a one-time email to a group of leads in FlowForce

Go to Sequences, click New sequence, and choose Quick email. Name the campaign, choose the sender, pick your recipients, and click Next. A quick email sends once, to up to 2,000 leads. The New sequence menu with Multi-step, Quick email and Quick SMS Steps 1. Click Sequences in the sidebar. 2. Click New sequence, then Quick email. The New email campaign window opens. 3. Enter a Campaign name, for example "Q1 newsletter". Use a name that helps you find it later. 4. Choose who it comes From. Your FlowForce mailbox is listed by default. 5. Search for leads under Recipients and add each one. The window shows how many you picked. You can send to a maximum of 2,000. 6. Click Next and finish the message. The New email campaign window Check how it went Your quick email shows in the Sequences list with the type Send once. The status tells you where it is: - Draft is saved but not sent. - Sending is going out now. - Done has finished sending. - Failed did not send. Open it to look at the details. The People column shows how many leads it went to. Sending limits Your mailbox has a daily and hourly sending limit that grows over its first 30 days. Check it before you send to a large group. See How to check your email sending limit and Inbox ramp in FlowForce. If it did not work Next is greyed out. A campaign needs a name, a sender and at least one recipient. The status says Failed. Open the campaign to look at the details, and check that your mailbox shows Connected under Integrations, then Email. I need to send the same thing again later. Create a new quick email. Each one sends once. Related articles - How to send a one-time text message to a group of leads in FlowForce - How to read your sequences and what each status means

Last updated on Nov 08, 2026

How to put leads on a sequence and track their progress

Open the sequence and click Use sequence. Choose Enroll leads to pick leads by hand, or Add to a form so everyone who submits that form joins the sequence automatically. Then use the People tab to see how each lead is doing. The Use sequence menu with Enroll leads and Add to a form Steps 1. Go to Sequences and open the sequence. 2. Click Use sequence. 3. Choose one: - Enroll leads to add specific leads now. - Add to a form to enroll everyone who submits a lead capture form. 4. Start with a small group before you add your whole list. You can also put a single lead on a sequence from their record. Open the lead and click Start sequence. See How to open and work a lead in FlowForce. Follow each lead Open the People tab on the sequence. The number next to it is how many leads are on it. Use the filters to narrow the list: - All - Active - Needs review - Paused - Completed - Stopped Each row shows the lead's name and company, how many steps they have finished, for example "0 of 3 steps", the date they were enrolled and who enrolled them, and their status. The People tab on a sequence with each lead's progress If it did not work The lead is not on the sequence. Check the People tab, and look under the Stopped filter. A lead shows Needs review. Open the lead to see what needs your attention. A lead is Paused. Open the lead to see why the sequence paused. Related articles - How to read your sequences and what each status means - How to send an automatic follow-up after a form submission

Last updated on Nov 08, 2026

How to read your sequences and what each status means

The Sequences page lists every sequence and one-time send you have made. Each row shows its type, its status, how many people it reached, and when you made it. Click a row to see the steps inside. The Sequences list with type, status and people The Sequences list - Sequence is the name. - Type is Multi-step for a sequence with several steps over time, or Send once for a quick email or quick SMS. - Status is where it stands. See below. - People is the number of leads on it. A multi-step sequence shows how many are active, such as "4 active". A one-time send shows how many it went to, such as "5 people". - Created is the date you made it. Use the search box, All types and All statuses to find one. What each status means - Draft is saved but not started. - Active is a multi-step sequence that is running. - Sending is a one-time send that is going out now. - Done is a one-time send that has finished. - Failed is a one-time send that did not go out. Open it to look at the details. Read a sequence Click a sequence to open it. At the top you see its name, its status and a label such as New lead. Under it you see a summary such as "3 steps, 6 days, 4 active runs". The Steps tab lists each step by day: - Day 1, start is the first step, here an Email. - Day 3 is a Call. Call steps are manual, so you log the outcome in the lead's timeline. - Day 6 is an SMS. Steps are marked Auto time. Message text can include the lead's first name with {{firstName}}. A sequence with an email on day 1, a call on day 3 and a text on day 6 The People tab shows the leads on it. See How to put leads on a sequence and track their progress. Use Edit to change the steps, and More for other actions. If it did not work I cannot find my quick email. Quick emails and quick texts are in the same list. Set All types back to all, and clear the status filter. The status says Failed. Open it to look at the details. A multi-step sequence is not sending. Check that its status is Active and that leads are on it. Related articles - How to create your first sequence in FlowForce - How to put leads on a sequence and track their progress

Last updated on Nov 08, 2026

How to use the FlowForce Inbox for email and text messages

Click Inbox in the sidebar. Your email conversations are on the Email tab and your text messages are on the SMS tab. Click a conversation to read it and reply. The Inbox with the Email and SMS tabs, folders and conversations The Inbox layout - Email and SMS switch between email and text conversations. Each shows a count. - Needs reply lists conversations where a lead is waiting on you. - Folders are Inbox, Sent, Drafts, Archive, Junk and Trash. - The conversation list shows the sender, the time, the subject and a short preview. - Integration at the top right opens your integration settings. Read and reply 1. Click a conversation in the list. 2. The messages open on the right, with Reply and Forward at the top of the message. 3. Click Reply, write your answer and send it. Keyboard shortcuts work in the Inbox: press j and k to move up and down, r to reply and e to archive. An open conversation in the Inbox with Reply and Forward Write a new email Click Compose. See How to send an email from the FlowForce Inbox. If it did not work The Inbox is empty. Your email has not synced yet. Open Integrations, then Email, and click Sync. See How to connect your email and calendar to FlowForce. I cannot find a message. Check the Archive, Junk and Trash folders. The SMS tab is empty. You need a phone number set up under Integrations, then Phone & SMS. Related articles - How to send an email from the FlowForce Inbox - How to check your email sending limit and Inbox ramp in FlowForce

Last updated on Nov 08, 2026

How to check your email sending limit and Inbox ramp in FlowForce

Open Integrations, then Email. Under your mailbox you see the Inbox ramp: how many emails you can send each day and each hour, and how many you have used. New mailboxes start low and build up over 30 days. The Email page with the Inbox ramp, mailbox status and sending domains Read the Inbox ramp - Inbox ramp: Day 1/30 shows how far into the 30 day build up your mailbox is, with a percentage. - 10 emails/day is the daily limit right now. On day 1 it is 10. - Today: 2/10 is how many you have sent today out of the daily limit. - This hour: 0/5 is how many you have sent this hour out of the hourly limit. On day 1 it is 5. The limit rises as your mailbox ages. Check back each week. Why there is a limit Mailbox providers pay attention to how quickly a new address increases its volume. A gradual build up helps protect your delivery while the address builds a sending history. Sync your mailbox Click Sync on your mailbox to pull in new messages now. Add another sender or a sending domain Click Add mailbox to connect Gmail, Outlook, IMAP / SMTP or a Custom domain. Under Sending domains, click Manage to see your verified domains. To send from your brand address, add a verified custom domain from Add mailbox, then Custom domain. If it did not work I hit my daily limit. Wait for tomorrow, or spread large sends across several days. The hourly count stays at 5 of 5. Wait for the next hour. The count resets each hour. A one-time email shows Failed. A full daily limit or a disconnected mailbox can stop it. Check both here. Related articles - How to connect your email and calendar to FlowForce - How to send a one-time email to a group of leads in FlowForce

Last updated on Nov 08, 2026

How to monitor your email queue in FlowForce

Open My Company from your profile menu, then Email monitoring under More settings. The page shows how many emails are waiting, failed or sent. Click Process queue to push waiting emails through. The Email monitoring page with queue counts and send totals Read the page - Pending is emails waiting to go out. - Processing is emails being sent now. - Failed is emails that did not send. - Sent Today, Failed Today and Blocked Today count today's emails. - Sent This Week and Sent This Month show the longer totals. - Top Email Types (Today) shows which kinds of email were sent, such as manual sends. - Top Users (Today) shows who sent the most. Look at a single email For a list of individual emails with their status, open Logs, then Email logs. See How to read the email logs and the audit log in FlowForce. Why emails fail or wait Your mailbox has a daily and hourly sending limit that grows over its first 30 days. Emails wait when you reach it. See How to check your email sending limit and Inbox ramp in FlowForce. If it did not work Pending keeps growing. You may have hit your sending limit. Wait for the next hour or day, or click Process queue. Failed is not zero. Open Logs, Email logs, filter by Failed and look at the rows. I cannot find Email monitoring. It is under More settings in My Company. Your role may not include it. Ask an admin. Related articles - How to check your email sending limit and Inbox ramp in FlowForce - Why are my emails not sending from FlowForce?

Last updated on Nov 09, 2026

How to measure sequence performance in FlowForce

Open Sequence Analytics. Each row is a sequence, with how many leads were enrolled and the share that replied, booked a meeting, unsubscribed, finished or opened your emails. Click How metrics are calculated for exact definitions. Sequence Analytics with a row for each sequence Read the table - Template is the sequence name and what starts it, with a Low volume label. Treat the percentages with care when you see it. - Enrolled is how many leads were put on it in the period. - Reply is the share paused or stopped because a reply was detected. - Meeting is the share paused or stopped because of meeting intent or a booked meeting. - Unsub is the share where the lead unsubscribed. - Complete is the share that finished every step. - Opens is the share of sequence emails that were opened. - Drop-off is the average share of steps leads did not complete. Filter the table Use All team runs, All templates, All users and the time range, such as 30 days, to narrow it. Click a column heading, such as Reply, to sort. The metric definitions under How metrics are calculated How the metrics are calculated - Reply rate is the share of enrollments paused or stopped because a reply was detected. - Meeting rate is the share paused or stopped for meeting intent or a booked meeting. - Completion rate is the share that finished all steps. - Step drop-off rate is the average share of steps not completed, worked out as one minus completed steps divided by total steps. - Email open rate is unique opens divided by sequence emails sent, for emails with tracking. - Unsubscribe rate is the share where the lead unsubscribed, by link, by an inbound opt-out or by hand. It leaves out spam complaints and SMS cross-channel blocks. - Time to first reply is the average hours from enrollment to the first reply related pause or stop. If it did not work All my rates are 0%. Too few leads have gone through the sequence, or none has replied yet. Wait for more data. Drop-off shows 100%. The leads have not reached the later steps yet. Related articles - How to read your sequences and what each status means - How to put leads on a sequence and track their progress

Last updated on Nov 09, 2026