Getting Started with OptiMail

Welcome to OptiMail! This guide will help you set up your account and start monitoring your email deliverability.

What is OptiMail?

OptiMail is an email deliverability and insights platform that integrates with HubSpot and Klaviyo. It helps you:

• Run Seed Tests - Test inbox placement across Gmail, Yahoo, Outlook, AOL, Zoho, and more
• Monitor IP Reputation - Track your sending IPs against 50+ DNS blocklists
• Connect Postmaster Tools - Integrate Gmail Postmaster and Microsoft SNDS for domain insights
• Get AI-Powered Recommendations - Receive actionable insights to improve deliverability
• Track Campaign Performance - Monitor metrics from HubSpot and Klaviyo campaigns
• Receive Real-time Alerts - Get email and Slack notifications for deliverability issues

Creating Your Account

1. Visit app.optimail.ai and click Sign Up
2. You can sign up with:
   • Email and password
   • Google OAuth
   • Microsoft OAuth
3. Verify your email address by clicking the link sent to your inbox
4. Complete your profile with your company information

Dashboard Overview

Once logged in, your OptiMail dashboard shows:

Deliverability Score

A comprehensive score (0-100) indicating your overall email deliverability health based on:

• Seed test inbox placement rates
• IP reputation (blocklist status)
• Authentication status (SPF, DKIM, DMARC)
• Domain reputation from Postmaster tools

Key Metrics

• Total Seed Tests - Number of seed tests performed
• Inbox Rate - Percentage of emails landing in inbox
• IPs Monitored - Number of IPs under active monitoring
• Blocklist Status - Clean vs blacklisted IPs

Recent Activity

• Latest seed test results
• Recent IP reputation changes
• Alerts and notifications

Core Features

1. Seed Tests

Test where your emails land across major email providers:

• Gmail (Primary, Promotions, Social, Spam)
• Yahoo Mail
• Microsoft Outlook/Hotmail
• AOL Mail
• Zoho Mail
• And more...

Each test provides:

• Inbox placement percentage
• Spam folder placement
• Missing emails tracking
• SPF, DKIM, DMARC authentication results
• Sending IP detection

Credits: New accounts receive 5 starter credits. Additional credits can be purchased.

2. IP Blacklist Monitoring

Add your sending IPs to monitor against 50+ DNS blocklists including:

• Spamhaus (SBL, XBL, PBL, ZEN)
• Barracuda Central
• SpamCop
• SORBS
• UCEProtect
• And many more...

Features:

• Automatic checks every 6 hours
• Instant blacklist/delisting alerts
• Delisting action recommendations
• Historical reputation tracking

3. Postmaster Tools Integration

Connect your Gmail Postmaster and Microsoft SNDS accounts:

Gmail Postmaster:

• Domain-level spam rates
• IP reputation scores
• Authentication metrics
• Traffic statistics

Microsoft SNDS:

• IP-level complaint data
• Trap hits
• Bounce rates

4. Platform Integrations

Connect your email marketing platforms:

HubSpot:

• OAuth connection
• Campaign sync
• Performance metrics
• Deliverability tracking

Klaviyo:

• OAuth connection
• Campaign and flow sync
• Engagement metrics
• Deliverability insights

Sync Features:

• Daily AutoSync - Automatic background sync every 24 hours
• Manual Sync - Trigger on-demand sync anytime
• Sync Logs - View detailed history of all sync operations
• Multiple Accounts - Connect multiple HubSpot/Klaviyo accounts

Integration Status:

• Connected (Green) - Active and syncing normally
• Inactive (Yellow) - Connection interrupted, reconnection needed
• Error (Red) - Sync failures, check logs for details

5. AI-Powered Insights

Get intelligent recommendations powered by AI:

• Priority action items
• Root cause analysis
• Best practice suggestions
• Business impact assessment

6. Alerts & Notifications

Configure alerts via:

• Email - Instant email notifications
• Slack - Webhook integration for team channels
• In-App - Bell icon notifications in dashboard

Alert types:

• IP blacklisting/delisting
• Deliverability score drops
• Integration disconnections (when HubSpot/Klaviyo access is revoked)
• Sync failures
• Seed test completions
• High bounce rate warnings
• Spam complaint spikes

Account Security

Two-Factor Authentication (2FA)

Enable 2FA for additional account security:

1. Go to Settings > Security
2. Click Enable 2FA
3. Scan the QR code with your authenticator app
4. Enter the verification code
5. Save your backup codes

Active Sessions

View and manage your active login sessions:

• See all devices and browsers logged in
• Revoke access to suspicious sessions
• Track login locations

Next Steps

• Set up HubSpot Integration
• Set up Klaviyo Integration
• Understanding Deliverability Metrics
• Troubleshooting Common Issues

Need Help?

If you have questions or run into issues:

• Search our documentation
• Contact our support team