Email Setup
Configure SMTP and IMAP to send outreach emails and detect replies.
SMTP Configuration
SMTP is used to send outreach emails. Go to Email Setup in the sidebar and click Add Email Account.
Gmail
- SMTP Host:
smtp.gmail.com - SMTP Port:
587 - SMTP User: your full Gmail address
- SMTP Password: App Password (not your regular password)
Outlook / Hotmail
- SMTP Host:
smtp-mail.outlook.com - SMTP Port:
587 - SMTP User: your full Outlook email
- SMTP Password: your account password or App Password
Yahoo
- SMTP Host:
smtp.mail.yahoo.com - SMTP Port:
587 - SMTP User: your full Yahoo email
- SMTP Password: App Password (Account Security → Generate app password)
IMAP Configuration (Reply Detection)
IMAP lets LeadFlowX detect replies to your outreach emails automatically. Click Auto-detect to find IMAP settings, or use Copy from SMTP to copy credentials and auto-detect the IMAP host.
Common IMAP Settings
| Parameter | Type | Description |
|---|---|---|
| imap.gmail.com | 993 | Gmail / Google Workspace |
| outlook.office365.com | 993 | Outlook / Hotmail / Office 365 |
| imap.mail.yahoo.com | 993 | Yahoo Mail |
| imap.mail.me.com | 993 | iCloud / Me.com |
| imap.zoho.com | 993 | Zoho Mail |
| imap.fastmail.com | 993 | Fastmail |
Testing Your Connection
After adding your email account, click the Test Connection button in the Email Accounts card. Select the account and enter a destination email to receive a test message.
Personalizing with Variables
When you write an email or save a custom template, you can drop in personalization tokens that are replaced with each lead's real details as the email sends:
| Parameter | Type | Description |
|---|---|---|
| {{firstName}} | text | The lead's first name |
| {{name}} | text | The lead's full name |
| {{company}} | text | The lead's company |
| {{title}} | text | The lead's job title |
| {{senderName}} | text | Your sender name |
| {{senderCompany}} | text | Your company name |
Create and manage reusable templates under Settings → Templates. The editor lists every available variable and includes a worked example you can load with one click.
Branding & Custom Email Styles
Make every outreach email look like it came from your company, not a generic tool. Branding is configured under Settings → Branding and Settings → Templates.
Upload your company logo
In Settings → Branding, upload your logo directly (PNG, JPG, SVG, or WebP, up to 512 KB) — no need to host it elsewhere or paste a URL. Once uploaded, the logo appears in the header of your outreach emails and is reused across your public surfaces: capture pages, QR landing, booking pages, and embedded forms.
Create a custom style
Instead of picking from fixed presets, you can design a style that matches your brand. In the template editor, choose the Custom style and set your own color set:
| Parameter | Type | Description |
|---|---|---|
| Header | color / gradient | The top band behind your logo and headline |
| Accent | color | Links and highlighted elements |
| Background | color | The email's outer background |
| Text | color | Body text color |
| Button | color | The call-to-action button |
Set a default template
Mark any template as your default and it is applied automatically when you compose outreach on a lead's detail page — including its custom colors. You can still switch templates per email from the "Use template…" picker, and change your default at any time from the Email tab in Settings.
Free plan: a full-potential preview
Free accounts can create custom styles and send up to 5 custom-styled emails total, so you can see exactly what branded outreach looks like before subscribing. This is a lifetime allowance per workspace — deleting and recreating templates does not reset it. After the 5 sends, emails fall back to the standard platform style until you upgrade.