BossMailer System Overview
| Feature | Purpose | When to Use | Best Practices |
|---|---|---|---|
| Bounce Servers | Process undeliverable (bounced) emails | SMTP/non-API delivery servers | Dedicated mailbox, associate with delivery server, delete processed messages, avoid public providers |
| Feedback Loop Servers | Process spam complaint notifications | High-volume sending to ISPs with FBL, SMTP | Register FBL, use dedicated mailboxes, not needed for API servers |
| Email Box Monitors | Automate actions based on incoming email | Handling manual unsubscribes, custom rules | Enable for customers, define clear rules, use for compliance |
| Warmup Plans | Gradually increase sending volume | New/cold delivery servers, new IPs | Define carefully, attach to servers, monitor, avoid editing active plans |
Key Server Tools & Automation
Bounce Servers
We scan bounce inboxes to remove bad addresses automatically and protect your sender reputation.
- Associate with each SMTP delivery server
- Use a clean, dedicated inbox
- Auto-delete processed bounces
- Avoid public providers (Gmail, Yahoo)
- Skip if using API delivery (e.g. SES, Mailgun)
Feedback Loop (FBL) Servers
Automatically flag or remove users who mark your emails as spam before it impacts deliverability.
- Register FBLs with major ISPs (Yahoo, AOL, etc.)
- Use dedicated mailboxes (e.g.
abuse@) - Webhooks handle this for API servers (no mailbox needed)
Email Box Monitors
Watch inboxes for replies like “unsubscribe” and trigger automated actions. More than just opt-outs!
- Auto-process common replies (unsubscribe, etc.)
- Enable per customer in admin
- Set smart rules for keywords (e.g., "interested", "send info")
- Trigger suppressions, campaigns, tags, or alerts
Warmup Plans
Build trust with ISPs by slowly increasing volume — we automate and track the whole process. Essential for new servers/IPs.
- Customize plans per IP or server
- Attach before sending significant volume
- Progress tracked automatically daily
- Don't modify actively running plans
- Deleted plan? Reset server quota manually
📘 BossMailer Detailed Setup Guide
This guide details how to configure your email infrastructure within BossMailer for optimal deliverability, compliance, and automation. Follow these steps to protect your sender reputation and leverage the full power of the platform.
1. Bounce Server Setup
Bounce servers process undeliverable messages (hard bounces, soft bounces), cleaning your lists automatically and preventing damage to your sender score.
- ✅ Use a dedicated inbox (e.g.,
bounces@yourdomain.com) with IMAP/POP3 access. - 🔗 Associate the bounce server directly with your SMTP delivery server(s) in BossMailer.
- 🗑️ Enable auto-deletion of processed messages in the bounce server settings to prevent mailbox overflow.
- ❌ Avoid using public email providers (Gmail, Yahoo, Hotmail) as they have strict connection limits unsuitable for bounce processing.
- 💡 API Delivery Note: If you use API-based services (SES, Mailgun, SendGrid via API), bounce handling is typically automatic via webhooks – no bounce server needed.
2. Feedback Loop (FBL) Server Setup
FBLs allow ISPs (like Yahoo, AOL, Microsoft Outlook.com) to notify you when a recipient marks your email as spam. BossMailer uses FBL servers to process these complaints automatically.
- ✅ Set up a dedicated mailbox (e.g.,
fbl@yourdomain.comorabuse@yourdomain.com). - 📝 Register your sending domains/IPs with each ISP that offers an FBL program.
- 🔗 Configure the FBL server in BossMailer using the dedicated mailbox credentials.
- 🚫 Automatically suppresses complaining recipients to maintain compliance and reputation.
- 💡 API Delivery Note: Similar to bounces, API services usually handle FBLs via webhooks, eliminating the need for a manual FBL server setup.
3. Email Box Monitors (Automation Powerhouse)
Go beyond basic processing. Box Monitors scan designated inboxes (like replies@yourdomain.com) for specific keywords or phrases in replies, triggering automated actions.
Use this to automatically handle unsubscribe requests sent via reply, segment users based on interest, forward support queries, or even trigger follow-up sequences.
- ✅ Set up dedicated mailboxes for monitoring (e.g.,
replies@,support@). - ⚙️ Define rules in the BossMailer admin panel:
- If reply contains "unsubscribe" OR "remove me" → Suppress Subscriber.
- If reply contains "interested" OR "more info" → Add Tag "Interested Lead".
- If reply contains "help" OR "support" → Forward email to support@yourcompany.com.
- 🚀 Growth Tip: Use positive keyword triggers (like "send proposal") to notify sales or add leads to a nurturing sequence.
- 👤 Enable specific monitors per customer account as needed.
4. Warmup Plans
Sending large email volumes from a new IP address or domain without establishing a positive reputation first is a direct path to the spam folder. Warmup plans automate the process of gradually increasing sending volume.
- ✅ Create a structured plan: Start low (e.g., 50-100 emails/day), incrementally increase volume daily/every few days (e.g., doubling).
- 🔗 Crucial Step: Assign the warmup plan to your new delivery server or dedicated IP *before* starting major campaigns.
- 📈 BossMailer automatically manages the daily sending quota according to the active plan schedule.
- ⚠️ Avoid editing, pausing, or deleting a warmup plan while it's actively running on a server, as this disrupts the progression.
- 🔧 If a plan is accidentally deleted, manually adjust the server's hourly/daily quota settings to prevent unrestricted sending.
SMTP vs. API Delivery Summary
Understanding the difference helps choose the right setup:
- SMTP (e.g., Postal, PowerMTA, self-hosted):
- Requires manual setup of Bounce and FBL servers.
- Offers granular control over sending infrastructure.
- Needs careful Warmup Plan execution for new IPs/servers.
- API (e.g., AWS SES, Mailgun, SendGrid):
- Often handles Bounces and FBLs automatically via webhooks (simpler setup).
- Relies on the provider's infrastructure reputation (can be shared or dedicated IPs).
- Warmup might still be needed for dedicated IPs managed through the provider.
📌 Key Takeaways
- Use Bounce & FBL Servers for essential list hygiene and compliance with SMTP setups.
- Leverage API Delivery for potentially simpler setup and maintenance if using supported providers.
- Unlock automation with Email Box Monitors – they are far more powerful than just handling unsubscribes.
- Always use Warmup Plans for new IPs or delivery servers to build sender reputation gradually.