User Manual

Getting Started

Linkyfy is an AI-powered cold email marketing platform that helps you create, send, and track personalized email campaigns at scale. This guide walks you through every feature so you can hit the ground running.

Account Creation

You can create a Linkyfy account in two ways:

• Email registration — provide your name, email, and a password on the registration page.
• Google sign-in — click "Sign up with Google" and authorize Linkyfy. Your profile name and email are imported automatically.

First-Time Onboarding

After signing in for the first time, you will be guided through a short onboarding flow to configure your work preferences:

1. Working days — select which days of the week emails should be sent (e.g., Monday through Friday).
2. Working hours — define the daily time window for sending (e.g., 09:00 – 18:00).
3. Timezone — choose the timezone that applies to your working hours.
4. Language — pick your preferred UI language.

Dashboard Overview

The dashboard is your home screen after logging in. It contains four main widgets:

Projects

A project is the top-level container in Linkyfy. It groups together your campaigns, domains, mailboxes, and knowledge base. Think of it as a workspace for a specific client or product line.

Creating a Project

The project creation wizard has five steps:

1 Basics

Enter the project name, your company name, website URL, and a brief description of what the project is about. This information is used by the AI when generating email content.

2 Sender Identity

Configure the "From" name and the sending persona. You can also provide a professional signature block.

3 Week Limits

Define the maximum number of emails that can be sent per week across all campaigns in this project. This protects your domain reputation.

4 Infrastructure

Choose how many domains and mailboxes Linkyfy should provision for this project. On Full Service plans, domains are purchased and configured automatically.

5 Knowledge Base

Upload reference materials the AI can use to personalize your outreach. You can add:

• Files — PDFs, Word documents, text files
• Links — URLs to specific web pages
• Website crawl — provide a root URL and Linkyfy will crawl and index the site

Project Settings

After creation you can adjust:

• Daily allocation — maximum emails per day for this project.
• Week limits — total emails allowed per calendar week. When the limit is reached, sending pauses until the next week.

Blocklist Management

Each project has its own blocklist. Add email addresses or entire domains that should never receive emails from this project. Useful for filtering out competitors or existing customers.

JS Tracking Snippet

Linkyfy provides a JavaScript snippet you can embed on your website to track page impressions and registration conversions from campaign recipients.

<script src="https://mailer.linkyfy.ai/t.js"
        data-project="YOUR_PROJECT_ID"></script>

Contact Lists

Contact lists hold the recipients you want to reach. A campaign can target one or more lists.

Creating a Contact List

• Manual entry — add contacts one by one through the UI.
• Google Sheets import — paste a public Google Sheets URL and Linkyfy imports the rows automatically. The sheet must contain at least an email column.

Managing Contacts

From the contact list detail page you can:

• Add new contacts
• Edit existing contact fields
• Delete contacts individually or in bulk

Contact Data Fields

Each contact can have the following fields, which are available as template variables:

Campaigns

Campaigns are the heart of Linkyfy. Each campaign defines who to email, what to say, and how to follow up.

Creating a Campaign

The campaign creation wizard guides you through five steps:

1 Project & Basics

Select the project this campaign belongs to, give it a name, and set the daily email allocation (how many emails per day this campaign should send).

2 Select Contact Lists

Choose one or more contact lists to target. Duplicates across lists are automatically deduplicated.

3 Email Configuration

Choose between two modes:

• AI Generated — provide a prompt describing your offer and let Linkyfy's AI craft personalized email content for each recipient using the project's knowledge base.
• Custom Template — write your own email using the template editor with variable placeholders.

4 Campaign Flow

Configure automation rules that run after the initial email is sent:

• Follow-ups — schedule automatic follow-up emails after a set number of days if no reply is received. You can chain multiple follow-ups.
• Auto-replies — when a recipient replies, Linkyfy can send an AI-generated response automatically.
• Sentiment handling — the AI detects reply sentiment (positive, neutral, negative) and routes responses accordingly.
• Calendly link — include a scheduling link that is inserted into positive-sentiment auto-replies.
• Registration link — include a sign-up URL for conversion tracking.

5 Review & Launch

Preview the campaign summary, choose to launch immediately or schedule for a later date, then confirm.

Campaign Statuses

• Enabled — the campaign is active and sending emails according to its schedule.
• Disabled — sending is paused. No new emails will be sent until re-enabled.

Campaign Reports & Statistics

Each campaign has a statistics page showing:

Domains & Mailboxes

Domain Management

On Full Service plans, Linkyfy handles domain lifecycle automatically:

1. Auto-purchase — domains are registered on your behalf based on your company/brand name.
2. DNS configuration — SPF, DKIM, and DMARC records are set up automatically to maximize deliverability.
3. 301 redirect — each domain redirects to your main website so it appears legitimate if a recipient visits it.

Mailbox Warmup

New mailboxes go through a 7-week warmup schedule that gradually increases sending volume:

During warmup, the mailbox exchanges emails with other Linkyfy mailboxes to build sender reputation.

Reputation Monitoring

Linkyfy continuously monitors domain and mailbox reputation. If a domain's reputation drops or spam complaints are detected:

• The affected mailbox is automatically disabled.
• A replacement domain/mailbox is provisioned and warmed up.
• You receive a notification in the dashboard.

Reserved Reply Mailbox

One mailbox per project is designated as the reserved reply mailbox. All recipient replies are funneled here and appear in the Unified Inbox. This mailbox is never used for outbound sending.

Unified Inbox (Unibox)

The Unified Inbox aggregates all replies from all campaigns into a single interface, modeled after a modern email client.

Layout

The Unibox uses a three-panel layout:

1. Thread list (left) — shows all conversation threads with preview text, recipient name, and timestamp.
2. Conversation (center) — full email thread with sent and received messages displayed chronologically.
3. Recipient profile (right) — contact details, campaign membership, and tracking data for the selected recipient.

Reading & Replying

Click any thread to view the conversation. Use the reply box at the bottom to send a manual response.

Thread Tagging

Tag threads to organize them (e.g., "Hot lead", "Needs follow-up", "Not interested"). Tags are custom and project-specific.

Scheduled Auto-Replies

If auto-reply is enabled for a campaign, you can view, edit, or cancel upcoming auto-replies from the thread detail view. Editing an auto-reply lets you adjust the AI-generated text before it is sent.

Templates

Templates are reusable email drafts that you can use across multiple campaigns.

Creating a Template

Write your email content in the template editor. Use variable placeholders (e.g., {{first_name}}, {{company}}) to personalize each email at send time.

Managing Templates

• Edit — modify the subject or body of any template.
• Archive — remove a template from the active list without deleting it permanently.
• Unarchive — restore an archived template to the active list.

Settings

Profile Settings

Update your name, email address, and password.

Work Schedule Preferences

Adjust working days, hours, and timezone. These control when emails are sent across all your campaigns.

Forwarding Email

Set a forwarding address to receive copies of important notifications (replies, bounces) in your personal inbox.

API Key Management

Generate and manage API keys for programmatic access to Linkyfy. See the API Documentation for details.

X-API-Key: your-api-key-here

Notification Center

View and manage system notifications. You can mark individual notifications as read or mark all as read at once.

Plans & Billing

Plan Types

Pricing Model

Linkyfy uses a per-email pricing model with monthly billing. You are billed based on the number of emails sent during the billing period. See the Pricing page for current rates.

Changing Plans

You can switch between Full Service and Own SMTP plans at any time from Settings → Plan & Billing. Changes take effect at the start of the next billing cycle.

Payment History

View all past invoices and payment records under Settings → Plan & Billing → Payment History.

Own SMTP Setup

If you are on the Own SMTP plan, you need to configure your email infrastructure manually.

Adding SMTP Credentials

1. Go to your project settings and open the SMTP section.
2. Enter your SMTP host, port, username, and password.
3. Select the encryption method (SSL for port 465, STARTTLS for port 587).
4. Test the connection to verify credentials.

SMTP Host:     smtp.yourdomain.com
SMTP Port:     465 (SSL) or 587 (STARTTLS)
Username:      sender@yourdomain.com
Password:      ********

IMAP Configuration

To enable reply tracking and the Unified Inbox, configure IMAP access:

1. Enter your IMAP host (typically imap.yourdomain.com).
2. Select the port and encryption (993/SSL is standard).
3. Use the same credentials as SMTP (or separate IMAP credentials if your provider requires them).

Reserved Mailbox for Replies

Designate one of your SMTP mailboxes as the reserved reply mailbox. This mailbox will:

• Be set as the Reply-To address in outgoing emails.
• Be monitored via IMAP for incoming replies.
• Never be used for outbound campaign emails.

---