ScaledMail Multi-Client Inbox Provisioning and Deliverability Handoff (Onboarding)

ScaledMail Multi-Client Inbox Provisioning and Deliverability Handoff (Onboarding)

1. 01

   Open the ScaledMail dashboard and create a client workspace before touching any domain settings

   Name the workspace after the client account, not the campaign, so the mailbox inventory stays traceable when an agency runs 10 or more retainers in parallel.

2. 02

   Add the client's sending domains from any registrar and select the inbox provider per domain

   Google Workspace runs 2 to 3 mailboxes per domain at $3.5 monthly with up to 25 emails per mailbox per day; Microsoft Outlook supports 25 mailboxes per domain at $50 monthly with 10 emails per mailbox per day; SMTP Server gives 4 mailboxes per domain at $3.75 monthly with 10 emails per mailbox per day. Pick the provider against the client's daily volume target, not habit.

3. 03

   Confirm SPF, DKIM, and DMARC records are configured on each domain inside ScaledMail

   All three records are part of the managed setup on every provider tier. Verify them in the domain view before any mailbox is connected to a sequencer, since a missing DMARC record will surface as a deliverability failure weeks later on the client's retainer review.

4. 04

   Activate the inbox warmup schedule and let pre-warmed inboxes finish the ramp before first send

   Track deliverability scores across the 30-day ramp window. Do not load live campaign copy into a mailbox that has not cleared warmup, even when the client pushes for an early launch date.

5. 05

   Connect each mailbox to the client's sequencing platform

   ScaledMail integrates natively with Smartlead, Instantly, Apollo, and 9 other sequencing platforms. Map mailboxes to the correct sending tool per client so reply detection and rotation stay inside the tool the agency already bills against.

6. 06

   Load the initial sequence and cap daily send volume per mailbox at the provider limit

   A 3-step sequence is the standard starting load for a new client workspace. Set the cap at 25 per mailbox on Google and 10 per mailbox on Microsoft or SMTP, then record the ceiling in the client's delivery notes.

7. 07

   Route the client into the dedicated Slack support channel with ScaledMail's cold email specialists

   Use this channel for reputation incidents and provider flags rather than email threads, so the agency account manager has a timestamped record to reference in the monthly retainer report.

8. 08

   Log mailbox count, domain count, and monthly provider spend in the client handoff sheet

   Per-mailbox and per-domain pricing means the cost line moves every time the agency adds capacity. Update the sheet at each expansion so the retainer margin stays visible before the next invoice.