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Sending email through Gmail

LeadPilot sends outreach email from the Gmail account you connect, automatically, inside a send window and a daily limit that grows slowly while the account warms up. This article covers connecting and reconnecting Gmail, the daily caps, send windows, what is added to every email, and what happens when emails bounce.

Not live yet: LinkedIn steps; Stripe checkout (paying for a plan online). Where this article describes them, they are built and tested only against simulated services. Free trials and online plan changes described here start through online checkout, which is not live yet; to start, book a call. Features marked off by default must be switched on by an administrator. See known limitations. Last checked: 2026-10-10.

How do I connect Gmail?

Go to Settings and open the Integrations tab.
On the Gmail card, press Connect.
Google asks you to approve access. LeadPilot requests permission to send email, read email (to detect replies and bounces), create calendar events (used to create Google Meet links), and create drafts (used for post-meeting follow-up drafts).
After you approve, Google sends you back to LeadPilot, which records the connection and returns you to Settings → Integrations with the message "Gmail connected". The Gmail card says "Connected:" followed by your address. If the connection failed, you see "Gmail connection failed" with the reason instead.

LeadPilot keeps one Gmail connection per user account. Connecting again updates that same connection. Your Google access tokens are stored encrypted and refreshed automatically.

If you see "Gmail is not configured on the server", your LeadPilot deployment has not been set up with Google sign-in credentials yet. Contact your administrator.

When do I need to reconnect?

Press Reconnect on the Gmail card when:

you removed LeadPilot's access in your Google account;
the card says "Calendar access missing — reconnect to create Google Meet links. Your Gmail access is kept." The button then reads Reconnect for Calendar. Accounts connected before calendar access was added need this once;
LeadPilot asks you to "Reconnect Gmail in Settings to allow saving drafts" after a meeting.

Use Test on the Gmail card to check whether the connection is healthy. If no Gmail account is connected, email steps are not sent.

How many emails will LeadPilot send per day?

Each connected Gmail account follows a warm-up ramp, counted per UTC day:

10 emails on the day you connect it;
10 more each day after that;
up to a ceiling of 100 emails per day.

These are the deployment's default settings. Reconnecting the same account does not restart the ramp. Two things can only lower the cap, never raise it:

your workspace's compliance rules, set by an administrator;
mailbox health: a Gmail account with poor deliverability health can be throttled to a lower cap, or paused.

When the day's allowance is used up, or the mailbox is paused, the remaining emails move to the next day's send window. They are deferred, never dropped. On Campaigns, the Overview tab's Gmail card shows "Today / cap". The cap shown includes a lower cap set by your workspace's compliance rules for all regions and a lower cap from mailbox health; a rule for one region can lower it further for the leads in that region.

When are emails sent?

Only inside the send window, in each lead's own time zone:

09:00 to 17:00 by default;
weekends skipped by default;
leads with no known time zone use the deployment's fallback zone, UTC by default.

An administrator can change the window for a workspace, a recipient region or a channel, but only within 07:00 to 20:00 local time. LeadPilot checks for due messages every 60 seconds and re-checks every rule at the moment of sending.

What does LeadPilot add to every email?

A footer with your sender identity (name and postal address) and the line "Don't want these emails? Unsubscribe instantly:" followed by a personal unsubscribe link. The sender identity is a deployment setting; a production deployment refuses to start while it is missing or still the placeholder address.
One-click unsubscribe headers (List-Unsubscribe and List-Unsubscribe-Post), which let email apps show their own unsubscribe button.
A regional notice for some regions: for leads in the EU or UK, a line about legitimate interest and the right to object; for leads in Canada, a line naming the sender and how to unsubscribe.
An open-tracking pixel, in an HTML copy of the email, unless open tracking is turned off or the lead is in the EU, EEA or UK. Click tracking is off by default.

Clicking the unsubscribe link, or replying with a request to stop, suppresses that person immediately and stops all of their sequences.

What happens when an email bounces?

LeadPilot checks each connected inbox for replies every 5 minutes by default. A delivery-failure notice that it can match to a sent message is treated as a bounce: the lead is dropped and all of their sequences stop.

After each bounce, LeadPilot checks the campaign's bounce rate (bounces divided by messages sent across the strategy). Once at least 10 messages have been sent, a bounce rate above 3% pauses the whole campaign automatically. Your workspace's compliance rules may set a lower threshold, never a higher one. You get a notification, and nothing more is sent until a person resumes the campaign.

To resume, go to Campaigns, open the Overview tab, and press Resume in the "Campaign paused" notice, which asks you to fix deliverability issues before resuming. The notice shows the campaign's bounce rate and the threshold that applies to it, for example "Bounce rate auto-pause: 2.5% is above the 2% limit."

What if a send fails?

If Google rejects the message outright, it is marked failed and is not retried automatically.
Other errors are retried later.
If a send was interrupted at the moment of sending, the message is flagged and never resent automatically, because it may already have gone out.
If you use client workspaces, an email is blocked when your Gmail address's domain is not in that client's sending-domain list.

Why is a message waiting instead of sending?

Besides the window and the cap, some messages are held for a person to approve. By default LeadPilot holds a message when the lead's last reply was an objection, when an open deal with the lead is past its close date, when the lead's job title contains founder or co-founder, owner, a C-level title (CEO, COO, CFO, CTO, CMO, CRO or "Chief …"), president, managing director, partner, VP or vice president, "head of", board member or chair, or when the written copy trips the tone and spam rules. Approved messages send as approved. If most of your prospects are owners or founders, expect many of their messages to wait for approval; an administrator can turn the job-title rule off. See the send-review queue article.

Has the Gmail integration been verified against Google's live service?

Not yet. It was built from Google's documentation and tested against simulated responses. Some request details are still marked in the code as needing confirmation, and it has not yet been run end to end against Google's live service.

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