RichLead documentation

Who RichLead is for

RichLead brings prospect discovery, lead records, email outreach, and replies into one workspace. A business owner can work alone or invite teammates with separate logins and limited access.

Your first workflow

1. Create an account and enter the verification code sent to your email. Verification codes expire after 10 minutes.
2. Open Settings > Business profile. Describe what you do, the problem you solve, and the customers you want to reach.
3. Connect an AI provider in Settings > AI provider. Connect Apollo or Hunter if you want to discover contacts through a provider.
4. Connect your sending mailbox in Sender Accounts. Keep Autopilot paused while checking your setup.
5. Add a lead manually or run a prospect search. Review the contact in Leads Database and check Lead Quality.
6. Generate an outreach draft, review it in Review Queue, then approve it, or enable Autopilot for automatic sending. Follow replies in Smart Inbox.

Secure sign-in

RichLead keeps your browser session in secure HttpOnly cookies instead of storing sign-in tokens in local storage. Allow first-party cookies to stay signed in. Sessions renew automatically while valid; an expired session asks you to sign in again. Use Sign out from the profile menu when finished on a shared device. Your CRM API keys remain separate from browser sign-in.

The top bar provides the theme switch, Autopilot control, reply notifications, and profile menu. Each reply notification opens its exact campaign or individual conversation. Unread counts also appear beside the contact name in the conversation list, including a single new reply. Browsing the list does not mark messages as read. Opening the chat clears its displayed replies after the server confirms, while other conversations remain unread. Newly synchronized replies refresh the bell and conversation badges while the app is visible. The profile menu shows your account identity, Profile settings, Documentation, and the sign-out action. Team members can also see which main workspace they belong to.

On smaller screens, open the navigation menu to reach the sidebar. The sidebar list scrolls independently from its Settings and collapse controls. Access to pages and actions depends on your workspace permissions.

How to use this panel

1. Open Overview after signing in. Choose the displayed reporting range when available.
2. Compare discovered, contacted, and replied totals before looking at the activity charts. Open the relevant workspace page to investigate a change.
3. Read recent activity, then refresh after new searches or sends finish. Empty charts are normal for a new workspace.

Overview brings together lead counts, outreach activity, response breakdowns, and recent events from your workspace. Charts reflect recorded activity rather than sample marketing data.

1. Check how many leads have been discovered, contacted, or replied.
2. Compare outreach volume with response activity across the displayed dates.
3. Use recent activity to understand what has changed, then open the relevant workspace section for details.

Choose a source and search type

Select Apollo or Hunter, then People, Companies, or Saved Apollo contacts when available. Hunter supports company discovery previews and contact searches for a domain. Available fields change with the selected provider and search type. Hunter people searches use a company or domain and accept a two-letter country code such as US or GB for location.

Run a focused search

1. Connect the provider key in Settings > API integrations.
2. Choose the provider and search option, then set the available company or domain, job title, location, keyword, and result-count filters.
3. Select the required contact fields. These requirements can reduce the number of usable results.
4. Run the search and read its result summary. Open Leads Database for imported contacts, or inspect company preview results on the page.

Save a search preset

Configure the search, save it with a descriptive name, then select it next time to restore the provider, search type, filters, result count, and required fields. Loading a preset does not automatically start a paid search. Review the restored settings before running it. Delete presets you no longer use.

Saved dynamic lists

Apply your column filters and search, open Saved lists, enter a name and save. Choosing a list reapplies its filters. The matching leads change as records are added or updated. Deleting a list does not delete leads.

Recheck email addresses

Select up to 50 leads and choose Verify emails. A connected Hunter account is required. Provider credits and workspace usage limits apply. Results are reused for 30 days for the same address. Catch-all, disposable, webmail and unknown results are not marked verified. A pending provider check can be retried later. Verification cannot guarantee delivery.

Review duplicates

Open Lead Quality > Review possible duplicates. Matching name and company or phone numbers suggest records to inspect. Choose the record to keep and the duplicate to merge. The kept record wins conflicts; blank fields and custom fields can be filled from the duplicate. Leads with conversation, campaign or scheduled-send history cannot be merged. Removed details are retained in a merge audit.

How to use this panel

1. Open Leads Database and use global search to find a name, company, email, phone, or other supported contact detail.
2. Click a column filter icon. Its compact input opens beside the heading and leaves the records visible. Combine filters, then clear one column or reset all filters.
3. Scroll the table right for job title, company details, funding, source, original mailbox, and custom fields. Use Previous and Next for additional result pages.
4. Choose Add lead for manual entry or Import leads for CSV/JSON. Open a saved row to inspect research, custom values, the drafted message, and suppression.
5. Select the intended records before a bulk action. Deleting records is different from suppressing an address or stopping a campaign.

Add and inspect a lead

Use Add lead to enter the required name, email, company, and niche. Optional fields include phone, job title, website, LinkedIn URL, industry, location, employee count, funding amount, funding round, funding context, and ICP score. Manual records start as Pending with the Manual source. Provider and API records can also include additional source and campaign information. Manual entry does not establish provider-verified email status.

Open a lead to inspect its contact profile, ICP score, intent signals, research, and drafted email when available. Generate or review outreach from the record's available actions. Select records to use the bulk actions shown on the page, such as deletion.

Use the filter icon beside each column heading to open a compact input within the header and narrow that field. The input stays beside the column name, so it does not cover lead rows. Combine column filters with search and sorting across the full lead database, then use Clear filters to reset the selection. The main contact columns stay first. Scroll the table right for job title, industry, location, employees, website, LinkedIn, funding, source, email verification, campaign label, original mailbox, and first-contact dates. Custom columns include registered workspace fields and up to 80 additional keys discovered from imported or API records, even when their records are on another page. Text filters use contains matching, custom boolean fields offer Yes or No, and first-contact filters accept a date range. Each inline column filter has its own Clear action.

Search and filter

Custom fields

Use Add custom field while entering a lead, or open a lead and choose Edit custom fields. Create a labelled workspace field with a stable lowercase key and choose text, number, date, boolean, URL, or JSON. Common presets include revenue, department, seniority, address, country, company phone, timezone, tags, CRM stage, and next-contact date. Values also travel through the CRM API as custom_fields. Unknown integration fields can be retained without a pre-existing definition. A workspace supports up to 80 definitions and each lead supports up to 80 custom values, within 32 KB.

Import CSV or JSON

1. Choose Import leads and upload a UTF-8 CSV or JSON array, or an object containing a leads array. Each file can contain up to 1000 rows and 2 MB. A CSV template is available in the dialog.
2. Review the preview and map columns. Email is required. Unknown columns default to custom fields; choose Do not import to discard a column deliberately. First and last names can be combined into the contact name.
3. Choose whether to skip existing email addresses or update their mapped details. Unmapped existing details and custom values are retained. Repeated emails within the file are skipped after the first valid row.
4. Start the background import and review the created, updated, skipped, and invalid totals. The result identifies rows that need correction.

Needs reply and snooze

Use All, Needs reply or Snoozed above the inbox filters. Needs reply highlights the latest human reply when no newer outbound message exists. Automated replies, opt-outs and known declines do not create work here. A waiting-hours label shows its age. Open Remind / snooze on a conversation to choose a time. Reminders appear in the notification bell. Snoozing is personal and does not pause Autopilot or campaign sequences.

How to use this panel

1. Open Smart Inbox and use All inboxes to select the sending mailboxes, campaigns, or Individual outreach you want to combine.
2. Search by person, email, or mailbox. Apply the available date, interest, message-type, and unread filters to narrow the conversation list.
3. Open a conversation. Check its campaign and original-mailbox labels before writing a reply.
4. Use Overview for timeline and interest evidence, or Draft AI Reply / Draft AI Follow-up for an editable suggestion based on that conversation.
5. Review the text and choose Send. The conversation keeps its original sender; a successful send is provider acceptance rather than a promise of Inbox placement.

Choose inboxes

Open All inboxes above search to select one or several sending mailboxes, campaigns, or Individual outreach. Selected sources are combined, so choosing two campaigns shows both. All inboxes resets the source selection. Empty campaigns remain available in the selector. Each conversation shows its campaign and original mailbox; different campaigns for the same contact remain separate. Search, interest, date and message-type filters also work within the selected sources.

Campaign inbox

Open a campaign and select Inbox to see only its recorded sent messages and replies. This is a view of the campaign's existing sending mailbox, not a new email account to configure. Replies and AI drafts use that campaign conversation automatically. Opening it only marks that conversation read. Assigned teammates see only allowed campaigns, and read-only assignments cannot reply. Switching inbox views reuses a recent mailbox sync instead of repeatedly queuing the same work.

1. Search by email address, person, or mailbox using the search field.
2. Filter by sending account, received or sent messages, unread replies, and a date range.
3. Open a conversation to read its messages. The sender label identifies which connected account was used.
4. Write a reply in the conversation. RichLead keeps the original sending identity for that lead.

New replies appear in the notification menu and as unread counts on their conversations. Campaign replies stay separate even when the same person appears in several campaigns. A campaign notification opens that campaign's Inbox and the exact conversation. Individual replies open Smart Inbox. Task reminders open the task in its campaign. Quoted content is separated from the latest reply so that a short response does not repeat the entire earlier email as its main text.

Interest filters

Use Interest in Smart Inbox or Leads Database filters to focus on interested prospects, including hot leads. Fresh conversation scores and the latest reply classification determine the tag. New negative replies override old positive evidence. Assigned teammates only use messages in their assigned campaigns. Public API callers can use GET /backend/api/v1/leads?interest=interested or interest=hot with a leads:read key. The read-only interest, interest_score and reply_intent response fields cannot be set by imports or API writes.

Draft a reply

Open the required campaign or individual conversation and select Draft AI Reply, or Draft AI Follow-up when your latest message has not received a response. Manual drafts and sending work whether Autopilot is on or off. Follow-up drafts use the existing sent history without pretending the prospect replied. The selected conversation fixes the campaign and original mailbox automatically. The background job reads the entire selected conversation using your connected AI provider. Long histories are summarized in bounded batches, while recent messages remain explicit. Earlier questions, answers, decisions and the current next step guide the reply. Summarizing a long conversation can require additional provider calls within your usage budget. The draft appears in the reply box for review and editing; it is never sent automatically. Existing unsent text requires confirmation before replacement. Provider limits, campaign permissions and suppression still apply.

Interest assessment and timeline

Open a conversation and choose Overview. The panel shows the first outreach, first reply, sending mailbox, message count, and a chronological message timeline with previews. Load older messages when available. AI summarizes the initial outreach and up to 30 recent messages, estimates buying interest from 0 to 100, explains the evidence, and suggests a human next step. Hot lead means strong explicit interest, not a guaranteed sale. A simple acknowledgement such as OK does not by itself establish buying intent.

Interest is separate from ICP fit. New messages invalidate the previous assessment and are analyzed in bounded background batches using your configured AI provider, normally after the next scheduled batch. Pending, unavailable, and insufficient-evidence states are shown rather than a guessed score. You can request another analysis from Overview when the displayed conversation includes the full contact history, subject to a short cooldown. Separate campaign timelines do not display a combined score from other conversations. Model calls use your provider quota. Analysis does not send messages or override opt-outs and suppression.

Grouped alerts

The notification bell groups operational alerts, reminders and product updates. Needs attention brings connection problems, sender pauses and security notices into focus. Clicking a reminder opens its conversation. Assignment and access changes are checked before showing reminders.

Optional updates and summaries

Open Profile settings > Notifications to choose product update emails, training emails, in-app updates or a daily email summary. Daily summaries are off by default and contain counts of unread replies, overdue tasks and follow-up reminders, without message bodies. Verification, password and security emails stay enabled. A global announcement unsubscribe remains active until you explicitly subscribe again.

1. Open the notification bell in the top bar to review unread reply, task, and mailbox alerts.
2. Click an individual reply to open its exact Smart Inbox conversation. A campaign reply opens that campaign's Inbox and conversation.
3. Click a task reminder to open the task in its campaign. Campaign-scoped teammates only see work they can access.
4. Click a connection alert to open and highlight the sender account that needs attention. Reconnect it, then use Check connections.

Unread conversation counts and notification counts describe recorded unread activity. A mailbox problem keeps one alert while the same failure persists; opening it acknowledges it, and a successful connection check resolves it. Repeated sign-ins share a connection check already in progress.

1. Keep Autopilot paused when you want manual review.
2. Open a queued draft and check the recipient, subject, wording, and business claims.
3. Edit the available draft fields when needed, then approve that message.
4. For a batch, select the drafts you have reviewed and use the bulk approval action.

Approval requests sending through the configured mailbox workflow. Sender connection, capacity, suppression, and other sending checks still apply. Read the result or error rather than assuming every approved message has already been delivered.

1. Create a campaign with its name, product or service, target audience, language, and sending mailbox.
2. Write the introduction and optional follow-ups. Supported variables include first_name, name, company, title, product, and website inside double braces.
3. Choose Add contacts. The first compact row shows job title, niche, funding round and location. More filters reveals four additional controls at a time, including industry, source, team size, ICP score, interest, verification, contact details, recorded funding amount and date added. Use commas for alternatives in text filters; different fields combine together. Funding amount is a text match against saved data, not a currency-normalized numeric range.
4. Select contacts across pages or choose Select all matches. Deselect exceptions as needed. Up to 10,000 matching contacts can be added at once. Contacts already in this campaign are excluded. The same person can belong to different campaigns.
5. Activate the campaign. With workspace Autopilot on, eligible pending introductions send automatically using the saved campaign message or contact draft. With Autopilot paused, select contacts and choose Review & send.
6. Use Select all contacts in the send review, or choose individual recipients. Suppressed contacts are skipped. Previously contacted recipients in this same campaign require confirmation; Confirm all repeat sends approves the selected repeat sends together.

Campaign assignment

The workspace owner opens a campaign's Team tab to assign a teammate with read-only or management access. Assignment limits that login to its assigned campaigns, including related messages, contacts, tasks, reports and jobs. It does not grant access to other campaigns sharing the same contact. Removing an assignment does not restore broad workspace access. The owner can change that restriction explicitly in the member access editor.

Sales outcomes

After an introduction is sent, use Set outcome on a contact to record Qualified, Meeting booked, Proposal sent, Won, or Lost. Enter an optional deal value, currency and notes. Changes have an audit history. Results > Sales outcomes compares reached contacts, recorded meetings, proposals, wins and win rate for this campaign or the overall workspace. Revenue totals keep currencies separate. Date filters select contacts first reached in those UTC dates, then show their current recorded outcomes. These are team-entered sales outcomes, not AI-confirmed sales or payment receipts.

Campaign repeat review

Outreach in another campaign or individual conversation does not require overlap confirmation, even when the sending mailbox is the same. Those messages still appear in audience history and analytics. Sending an introduction again within this campaign requires current manual confirmation and keeps the original sender, conversation, outcome and follow-up schedule. It does not restart the sequence. Autopilot does not repeat sent introductions. Stopped contacts, suppression, uncertain deliveries, sending windows and mailbox limits still apply.

Conversation identity

Each campaign conversation keeps its original mailbox, recipient address, product context, and approved follow-up plan after the first send. Changing campaign settings affects future introductions. An existing conversation cannot silently switch to another mailbox or another recipient. Smart Inbox shows campaign labels and lets you choose the campaign conversation when replying.

Campaign social links

Expand Campaign social links in the campaign form to add optional product-specific profiles or custom links. These stay separate from the business links in Settings. Use {{campaign_social_links}} in an introduction, follow-up or reply for all campaign links, or {{campaign_social_facebook}} for one platform. Use {{social_links}} or {{social_facebook}} when you intentionally want the account's business links. Copy buttons provide the exact variables. Unset links are omitted. Approved campaign sends and their follow-ups retain the links captured when approved.

Follow-ups

Follow-ups use your saved messages and run in the background. They respect the campaign status, mailbox limits, sending window, suppression, and recent mailbox synchronization. A reply on that sender/contact pair stops automatic follow-ups. Pause stops future campaign sends while in-flight deliveries may finish. Complete also stops future automatic sends.

AI introductions

Enable Personalize each introduction with AI in campaign settings. RichLead uses each contact's company, industry, role, custom fields and saved research to create a separate introduction based on your product and saved message. Review & send prepares missing drafts before showing the send preview. Autopilot prepares eligible introductions automatically. Fresh drafts are reused to avoid unnecessary AI calls; changing the offer or lead details requires a fresh draft. Your AI provider credits and workspace budgets apply.

When AI is unavailable

If credits run out, the API is unavailable, or the provider rejects a request, the contact waits and a campaign notification appears. Open the campaign to see the error, fix your AI settings and retry. Alternatively, select the affected contacts, open Review & send and explicitly choose Use the saved introduction for selected contacts where AI failed. Only those contacts use the saved campaign text with their variables. It never happens silently and does not bypass suppression, mailbox limits or campaign permissions. A changed offer invalidates an earlier fallback approval.

Multiple campaign mailboxes

Add up to ten connected mailboxes in campaign settings and set shares totaling 100%. Split evenly is available. Allocation applies to new conversations and is approximate over small batches. Disabled or quota-exhausted mailboxes are excluded from new allocations, and the remaining available shares are normalized. Once a conversation starts, introductions, follow-ups and replies retain its original mailbox. Disabling or removing that mailbox stops its existing conversations until the original sender is enabled and connected again. Only the workspace owner can change mailbox allocation.

Multiple subjects

Expand Additional subjects below Email subject to add up to nine alternatives. The primary subject and alternatives rotate across newly added contacts. Each contact keeps its assigned subject when the campaign is edited; a saved contact draft can override it. Review & send shows the actual personalized subject. AI drafting retains the selected subject while alternatives are enabled. Leave follow-up subjects blank to keep each conversation's original subject. Existing contacts added before this feature retain the primary subject unless they have a saved draft. Subject rotation is a copy-testing tool, not mailbox warm-up or a guarantee of inbox placement.

Review and recovery

Review a contact to edit its draft or generate one with your connected AI provider using this campaign's product details. AI generation is optional and uses provider credits. When a delivery is uncertain, check the sending mailbox before explicitly resetting the contact. RichLead does not automatically repeat a potentially delivered email.

Audience analytics

Group recorded activity by campaign, product name, sending mailbox, lead source, industry, or location. Filter dates, source and mailbox, then export the aggregate report as CSV. Contact history shows messages across campaigns, products, mailboxes and recorded reply classifications. Multiple products counts contacts reached for more than one named product, even when different mailboxes sent those messages.

Campaigns share the workspace's existing sender accounts, lead records and integrations. They do not create duplicate contacts or separate provider subscriptions. Customer team access follows the Campaigns & sequences permission area.

1. Open Tasks, or a campaign's Tasks tab, and choose New task.
2. Select a campaign, enter a title, and set the due date and time. Add notes or link one of the displayed campaign contacts when useful.
3. Assign the task to the workspace owner or a teammate who can access that campaign.
4. Choose a reminder at the due time, 15 minutes before, or one hour before.
5. Open a reminder from Notifications to go directly to its task. Mark the task completed, cancel it, or edit its schedule.

Tasks can be filtered by open, completed or cancelled status. Due times are entered and displayed in the device's timezone and stored as UTC. Overdue open tasks are highlighted. The reminder worker runs approximately once per minute; it does not require the browser to stay open. Reminders are in-app notifications, not email messages.

Cost and campaign outcomes

Open campaign analytics and choose Cost and outcomes. Compare configured USD provider estimates against reached contacts, qualified outcomes, meetings and won outcomes. Unpriced calls are visible, and unit costs remain unknown when data is incomplete. Workspace calls without campaign attribution are listed separately. Date filters select incurred usage and contacts first reached in the period; the ratios are operational comparisons, not invoice totals, revenue ROI or causal campaign attribution.

1. Open Usage & budgets to see the current UTC month's requests by provider.
2. The workspace owner can edit a provider's monthly request limit, estimated USD cost per request, estimated monthly budget and warning threshold.
3. Leave a cap blank for unlimited usage. A request limit of zero pauses new tracked requests for that provider.
4. Set a positive workspace cost estimate before enabling a monetary budget. Campaign > Usage can add a separate campaign cap using the same workspace estimate.
5. Review recent attempts for success, failure or uncertain in-progress outcomes. Both workspace and campaign limits are checked before new provider work begins.

The ledger covers app-managed AI generations, generation-based connection checks and Apollo/Hunter prospecting requests after this feature is deployed. Cached search results do not create new provider attempts. Failed attempts still count conservatively because a remote request can consume resources before failing. Workers reserve request and estimated-cost capacity before network I/O so simultaneous jobs cannot independently spend the same local budget.

A sequence is created after an initial email is sent with follow-ups enabled. The sequence table shows the lead, current step, next follow-up time, and status. RichLead processes due work in the background rather than keeping a browser tab busy.

1. Open Sequence settings to enable follow-ups, choose how many to send, and set the interval in days.
2. Keep Stop on reply enabled when you want a reply to end the follow-up schedule.
3. Use Pause for a temporary hold, Resume to continue a paused schedule, or Stop to end it.
4. Inspect Needs review items when a scheduled message could not be sent. Check the sender, AI setup, and suppression state.
5. Expand Campaign performance to compare the recorded campaign results.

Delivery reports and pause controls

Mailbox sync correlates structured delivery reports with RichLead outbound messages for SMTP/IMAP, Google and Microsoft connections. Hard-bounce reports add the failed address to suppression. Pause or resume a mailbox under Delivery reports and sender controls. A pause blocks manual, campaign and automatic sends from that mailbox without switching an existing conversation to another sender.

How to use this panel

1. Open Deliverability and choose the displayed reporting period.
2. Inspect each mailbox's connection, daily usage, limit, and remaining capacity.
3. Review domain authentication findings. After your domain operator changes DNS, use Re-check now and inspect the result.
4. If a sender has an authorization problem, fix it in Sender Accounts. If usage is full, wait for capacity instead of resubmitting the same message.

Choose the last 7 or 30 days to inspect sending and reply activity. Mailbox health shows connection status, messages sent today, daily limits, remaining capacity, and usage. Use these figures to pace outreach and identify accounts that need attention.

Domain authentication lists SPF, DKIM, and DMARC findings for your sending domains. Use Re-check now after changing DNS. Read the notes and drift warnings to understand what changed. A missing or unknown DKIM result may require the correct selector or provider information before it can be confirmed.

How to use this panel

1. Open Lead Quality and compare ready-to-contact, provider-verified, high-fit, and missing-data indicators.
2. Read Review these leads for records needing attention, then open Leads Database to inspect or correct them.
3. Use the record's source and email-verification status when deciding whether additional checks are needed. A manual record is not provider-verified merely because its address looks valid.
4. Refresh after changes. Suppression remains authoritative even when the contact has a high fit score.

Inspect Review these leads for the latest records needing attention, then open Leads Database to work on the full list. Refresh after updating records. This page summarizes saved data; it does not itself send email or run a new verification service.

1. Open Sender Accounts and enable Track email opens for the required mailbox.
2. Send a new message through that mailbox. Existing sent messages cannot be tracked retroactively.
3. Open its conversation in Smart Inbox or a campaign inbox. A single tick means the provider accepted the message; a double tick means its tracking image was loaded.

Hover or focus the status to see its explanation. Open signals refresh while the conversation is visible. They do not mean delivered, guaranteed reading or buying interest. Image blocking can hide real opens, and privacy tools or automated scanners can create signals without a human reading the email.

1. Open a campaign's Settings and expand AI writing settings.
2. Turn off Use workspace writing settings to configure this campaign independently.
3. Set tone, sender role, value proposition, proof point, call to action, topics to avoid and AI instructions, then save.

These preferences guide personalized introductions, manual AI reply/follow-up drafts and Autopilot replies in that campaign. Existing campaigns inherit workspace preferences until you choose custom settings. Editing custom campaign preferences does not change another campaign or the workspace defaults. Saved sequence follow-ups keep their approved text; these settings do not rewrite them.

Changing writing preferences invalidates unsent AI drafts so they must be regenerated or reviewed before sending. Campaign product facts and conversation history still determine what the AI can say. The AI provider and its API key remain managed in workspace Settings. Formatting and safety rules still apply.

1. After sign-in, read the AI agreement. Agree and continue permits the disclosed AI processing for your workspace; Not now keeps manual inbox features available.
2. If you skipped, enabling Autopilot or requesting an AI draft opens the agreement again. The original request continues only after permission is saved. Teammates must ask their workspace owner to agree.
3. The agreement covers OpenAI, Anthropic, Groq and DeepSeek. Each request goes only to your selected provider. Use API accounts that exclude customer data from general model training. New provider or data-use changes require a new agreement version.
4. Open Sender Accounts > Connect Inbox > Continue with Google. Read and confirm the Gmail data disclosure before Google authorization.
5. Withdraw all AI permission in Account profile > AI permissions, or only Gmail sharing in Gmail privacy & AI. These controls remain available after workspace access is paused. Inbox reading and manual replies do not require AI permission.

When enabled, AI receives relevant subjects, message text and conversation history for reply drafts, summaries, interest scores and background classification. Autopilot replies also require this permission. Data from a request already sent cannot be recalled, but a result returned after permission is withdrawn is discarded.

Deleting a Google mailbox removes its local synced messages and related analysis, and revokes access or queues a retry. Remove Gmail data disconnects all Google mailboxes and also removes disconnected Gmail copies. This retains your lead records, other providers' inbox messages and the email stored in Google. Historical copies without reliable provider attribution are treated conservatively as Google data.

Connect a mailbox

1. Choose Continue with Google or Continue with Microsoft and complete the provider's authorization flow, or select the manual SMTP/IMAP connection.
2. For a manual connection, enter the mailbox address, SMTP host, port, and password. Enter IMAP settings for receiving, using its password if different.
3. Use the settings supplied by your mail provider. SMTP 465 normally uses implicit TLS; SMTP 587 normally uses STARTTLS. IMAP 993 normally uses TLS.
4. Confirm the account is connected, review its daily limit, then allow background synchronization to fetch replies.

Each successful sign-in queues a background check of the workspace's saved mailbox connections. Simultaneous sign-ins share a check already in progress. SMTP and configured IMAP credentials are tested over TLS; Google and Microsoft use authenticated metadata requests. No test email is sent and no message body is read. These checks verify access, not inbox placement or every provider sending policy.

Connection problems appear in Notifications with the mailbox address. Click an alert to highlight that account in Senders, reconnect when needed, then choose Check connections. Repeated checks of the same problem keep one alert. Opening it acknowledges it, while the problem remains visible until a successful check clears it. Alerts are visible only to workspace members with sender access.

Credentials may need to be an app password when the mail provider requires it. Google and Microsoft permissions, organization policies, and revoked access can also affect a connection. Reconnect an account when its authorization expires or is withdrawn.

Google access tokens are refreshed automatically for both sending and inbox synchronization. If Google rejects the saved authorization, open Sender Accounts and choose Reconnect Google for the same address. Approve background mailbox access. Reconnecting keeps the existing mailbox and conversation history.

1. Paste email addresses or domains into the suppression form, one entry per line.
2. Add them to the list and confirm the result. Review errors for invalid or duplicate entries.
3. Use an email entry for one recipient or a domain entry for the associated organization.
4. Check the suppression warning on a lead before attempting outreach.

Matching checks consider the recipient email and the lead's domain or website information. Automatic outreach and follow-ups must not bypass suppression. The list belongs to your workspace; the word Global means it applies across that workspace's outreach.

How to use this panel

1. Open Settings > Business profile and enter the company identity, website, offer, and problem you solve.
2. Describe the customers you intend to contact and fill the available ICP targeting fields.
3. Add truthful differentiators, proof, sender identity, and claims that must never be made. Save the profile.
4. Generate a small sample and compare the draft against these facts before enabling automation. Update the profile when your offer changes.

Enter the company name, industry, website, what you do, the problem you solve, and your intended customers. Add your differentiators, proof points, customer story, sender name and title, and claims the AI must never make. Use the targeting fields for job titles, industries, and other available ICP criteria.

This information guides research and email generation. Be specific about measurable outcomes and only include claims you are allowed to use. The warning about missing business information means essential context is absent, so drafts are more likely to be generic or inaccurate.

Business social links

1. Expand Social links and choose a platform, paste its full HTTP or HTTPS profile URL, then save the business profile.
2. Use Other link for a booking page, portfolio or another service. Give it a name and a unique lowercase variable key, such as booking. Add up to 20 links.
3. Copy {{social_links}} for the complete list or a platform variable such as {{social_linkedin}}. Paste it into an email body, campaign introduction, follow-up or reply. To request it in generated outreach, include that variable in your saved prompt instructions.
4. Campaigns have a separate optional link list. Use {{campaign_social_links}} or {{campaign_social_linkedin}} for that product's links. The Social links button in Smart Inbox inserts the variable for the open conversation.

Connect a sender

1. Open SMS > Senders > Add Twilio sender. Enter a sender name, Account SID, Auth Token and an SMS-capable Twilio number in international format.
2. Optionally add an API Key SID and API Secret for outbound API calls, and a Messaging Service SID whose sender pool contains this number. The Auth Token is still needed to validate incoming webhooks.
3. Select Test & save. RichLead verifies the account and sender without sending an SMS. Then use Configure incoming SMS to point that number's incoming webhook at RichLead.
4. If a Messaging Service overrides number webhooks, choose Defer to sender webhook in its inbound integration settings. Use the exact incoming URL displayed in RichLead.

Read and send

Use the SMS Inbox to search contacts or message text and filter by sender. Open a conversation to read its messages, load older history, draft with AI or send manually. The main Smart Inbox also includes SMS: choose All, Email or SMS, then select specific SMS senders or SMS campaigns in All inboxes. Search, dates and unread filters cover SMS history as well as email. Each conversation keeps its original sending number. Delivery labels report provider states such as queued, sent, delivered, undelivered or failed. SMS does not provide a reliable read receipt. New incoming SMS appear in the notification panel and open the exact chat; read state is separate for each teammate.

SMS permission

Record the contact's SMS opt-in source when creating a conversation or importing lead phone numbers. Email permission does not grant SMS permission. An incoming inquiry permits a response but does not automatically permit SMS campaigns. STOP blocks sending and clears campaign permission. START allows replies again; new documented opt-in is required before resuming campaigns. Suppressed linked leads are also blocked.

Run a campaign

1. Create an SMS campaign, choose its sender, write an approved template and optionally enable AI personalization. Use {{name}} or {{first_name}} in a saved template.
2. Choose an AI model and add product facts, tone or instructions for that campaign. Add opted-in SMS contacts or import selected leads with valid international phone numbers and recorded SMS permission.
3. Start the campaign. Preparation checks run every minute. With Autopilot off, inspect the prepared drafts and select contacts, or select all shown, before choosing Approve & send selected.
4. With Autopilot on, eligible prepared campaign messages send automatically. Pause the campaign to hold queued campaign deliveries. Contacts with missing permission, opt-outs, suppression, sender limits or uncertain previous deliveries are blocked.

Automatic replies

Enable Allow AI replies when Autopilot is on for the sender, then turn on Autopilot in the top bar. New eligible incoming messages are answered from the same number using the conversation history. STOP, START and HELP are not passed to AI for automatic replies. Newer messages cancel stale responses, and automatic replies are capped per contact. A failed or interrupted reply needs manual review in the SMS inbox.

Delivery and costs

Twilio account balance, country permissions, trial restrictions and required US sender registrations are managed in Twilio. Daily sender limits and configured sending windows also apply. Usage & budgets can cap tracked Twilio send requests; estimated request costs are not Twilio's final segment-based bill. An uncertain request is never automatically resent. Check delivery or inspect Twilio logs before the owner explicitly confirms an unsubmitted message was not sent. Never mark a delivered SMS as not sent.

1. Select a supported provider, enter its API key, choose a model and test the connection.
2. Repeat for other providers. OpenAI, Anthropic, Groq and DeepSeek connections are kept together; adding another provider does not remove an existing key.
3. Choose a workspace default with the star control. Set separate defaults for Lead drafting, Email inbox and SMS under AI models by feature.
4. Choose models in Settings > AI for individual outreach, or in the settings of each email or SMS campaign. Inboxes use those settings and do not offer model switching. SMS replies use the most recent campaign in that number conversation, or the individual SMS default when no campaign exists. If credits run out, the API key is invalid or the provider is unavailable, the inbox explains the problem and links to settings. Generation never silently switches providers.
5. Change feature or campaign assignments before removing a connection that is in use. Provider/model changes still require appropriate API account training settings under the workspace AI agreement.

DeepSeek

Select DeepSeek, enter your DeepSeek API key, and load the live model list. Chat models returned by your account can be selected; new model IDs do not need an application release. The connection is tested before saving and can be made primary for drafting, reply classification, and conversation assessments. Model access and billing remain controlled by your DeepSeek account.

How to use this panel

1. Open Settings > Prompts and edit the saved writing instructions, tone, proof point, sender context, and call to action.
2. Add constraints for unsupported claims or topics to avoid. Keep the instructions consistent with Business profile and the campaign offer.
3. Run the available sample subject/body checks and inspect the warnings.
4. Save, then generate and review a new draft. Older saved drafts retain the text already generated.

Set the AI instructions, tone of voice, who the email is from, what you do for customers, a concrete proof point, the call to action, and topics that must never be mentioned. Keep this aligned with your saved business profile.

Use the sample subject and body checks shown on the page to assess a draft before sending it. Treat scores and warnings as review aids. They do not certify accuracy, compliance, or inbox placement.

Subject-line experiments

The A/B experiment controls on this page let you name and configure two subject-writing approaches. Compare their recorded campaign results in Email Sequences. A lead keeps its assigned approach when a draft is regenerated, so the comparison is not changed by repeated generation.

The top-bar switch and Settings > Autopilot control the same saved workspace state. When paused, use Review Queue to inspect prepared drafts. When active, a background dispatcher checks every minute for eligible pending leads from manual entry, CSV, API, Apollo and Hunter. It uses an existing review draft or generates a professional first email, then sends through a connected mailbox. Active campaigns also send eligible pending introductions automatically using their saved message or contact draft and selected campaign mailbox. Draft and paused campaigns do not send.

1. Complete your business profile, AI provider, and sender setup.
2. Start with manual review and inspect the quality of several drafts.
3. Set appropriate mailbox limits, follow-up behavior, and suppression entries.
4. Enable Autopilot only when you are comfortable with the resulting messages. Pause it when you want to return to manual control.

Automatic replies

New replies observed while Autopilot is active can receive a professional AI reply from the original conversation mailbox. The same selected campaign or individual conversation history is used as for manual AI drafting. Automated messages, out-of-office responses, opt-outs, declines, requests to contact later, old inbox backlogs, superseded replies and already answered conversations do not receive automatic responses. Paused campaigns do not auto-reply.

Settings shows waiting, processing, sent and need-review totals. Setup and daily-quota blockers wait and are checked again. Suppression, sending windows, workspace permissions and AI budgets apply. Pausing Autopilot stops queued work before delivery. An uncertain delivery or failed automation requires human review and is never automatically resent.

A confirmed Google authentication rejection waits for mailbox access to be restored. New waiting actions are checked again after reconnection. Existing actions already marked need review are not automatically replayed: reconnect, inspect the unsent draft in Review Queue, then approve it manually. Check the original mailbox before retrying any uncertain delivery.

How to use this panel

1. Open Settings > Reachout language and choose the required language from the supported options.
2. Save the preference before generating new outreach.
3. Review a newly generated message for language, tone, names, and factual accuracy. Existing drafts and sent messages are not translated retroactively.

Select a supported language and save. RichLead uses this choice for subsequent AI-written outreach drafts. Check the result with your audience and business terminology before approving it.

Choose the follow-up count and days between messages, and keep stop-on-reply behavior appropriate for your workflow. These controls support the schedules visible in Email Sequences.

Enable send-time optimization to hold approved emails for the recipient's business-hour window, inferred from their location. Configure the earliest and latest local hours and whether to send only on weekdays. When a message is scheduled, approval does not mean it has already been sent. Subject-line A/B controls are in Settings > Prompts.

Choose the opt-out method: a plain-text instruction, a List-Unsubscribe header, or both. Configure the text when applicable. Honor unsubscribe requests and maintain your suppression list.

How to use this panel

1. Open Settings > API integrations and choose Apollo or Hunter.
2. Enter that provider's API key using its dedicated field and save with the page controls.
3. Open Prospecting, choose the matching provider, and run a small search supported by your provider plan.
4. Inspect the result summary and Usage & budgets. A saved key alone does not establish access to every paid enrichment endpoint.

Save the Apollo or Hunter key in its provider section. The page shows whether a key is configured without revealing the saved secret. Use Prospecting to choose the operation and required fields.

Optional two-step verification

Open Profile settings > Security. Enter your current password, choose Set up authenticator, and enter the displayed setup key in a time-based authenticator app. Enter its six-digit code to finish. Save the eight recovery codes immediately; each works once. Future sign-ins require an authenticator or recovery code. A password reset does not remove two-step verification.

Signed-in devices

Review recent login sessions under Security. Enter your password, and a second factor if enabled, to revoke another device or sign out all other devices. Older sessions created before device tracking are also invalidated by Sign out other devices. This does not revoke separate CRM API keys.

Product updates

Open Profile settings > Product updates to read announcements shared with your account and mark them as read. Optional in-app updates can be disabled in Notification preferences.

How to use this panel

1. Open the profile menu and choose Profile settings, or open Settings > Account profile.
2. Edit full name or nickname and save. The profile menu and workspace identity use the current saved account details.
3. To change the login email, start the verified email-change flow and complete the code or verification step sent to the new address.
4. For a forgotten password, use Forgot password from the standalone sign-in page and complete the reset link flow. Sign out from the profile menu when finished on a shared device.

Edit your full name and nickname in Account profile. To change the login email, request the change and verify the new address with the code sent there. Your current verified address remains in use until the change is completed.

Use Forgot password from the login page to request a reset and follow its email instructions. Password recovery and reset pages work without the dashboard sidebar. Sign out from the profile menu when finished on a shared device.

1. The main account opens Team members and adds a member using their full name and email.
2. Choose an Admin, Member, or Viewer preset, then customize the available access areas if needed.
3. The teammate follows the invitation flow to activate their separate login.
4. Open a member's access editor to adjust permissions or disable their sign-in. Delete member permanently removes that team login and queues an email notice to the member. Workspace leads and conversations remain with the owner.

Members work in the main account's workspace. Their profile identifies the workspace owner, so a team login is distinguishable from an independent customer account. Permissions cover areas such as prospecting, leads, inbox, campaigns, deliverability, settings, and senders.

Choose the direction

1. Create a separate API key per connection. Select the minimum permissions and an optional expiry. Copy it immediately; it is shown once.
2. Call the production API with Authorization: Bearer YOUR_WORKSPACE_API_KEY. Use the canonical URLs without a trailing slash.
3. For repeated imports, use POST /leads/upsert with a stable source_system and external_id. Save the returned lead ID.
4. Add a public HTTPS webhook receiver, select events, and store its signing secret securely.
5. Send a test, check Activity, and verify the signature at the receiver. Use Prevent sync loops when the same CRM also writes through an API key.

Base URL: https://richlead.site/backend/api/v1
GET /leads
POST /leads/upsert
PATCH /leads/123
DELETE /leads/123
GET /suppression

API keys have separate read, write, and delete permissions for leads and suppression. The workspace rate limit is 120 requests per minute across its keys. Activity shows the latest requests and delivery outcomes. Revocation stops future API access. Revoke lost keys and rotate compromised webhook secrets.

The API reference includes complete request examples in Python (requests), JavaScript, TypeScript, Go, PHP, Ruby, Java, C# and cURL. Choose a language and operation to see authentication, request data, response handling and setup commands. Examples cover lead search, custom fields, CRM upserts and suppression.

• Open API code examples
• Read the complete API reference and CRM examples
• Open the OpenAPI specification

1. Keep the job result or delivery ID when reporting a problem.
2. Check the relevant page: prospect searches in Prospecting, drafts in Review Queue or the conversation, imports in their result summary, and announcements in their delivery status.
3. If a send result is uncertain, inspect the original sender mailbox before intentionally retrying. Repeated clicking can create avoidable duplicate work.
4. For unavailable pages, verify account activation, workspace permissions, and campaign assignment before assuming data has been deleted.

Provider plans, limits, and supported operations can change. Verify access in the relevant provider account before running large searches. RichLead account access, customer outreach mailboxes, and platform transactional email are separate connections.

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