Email Integration: Send Personalized Outreach Directly from PinLeads

Table of Contents

1. What is Email Integration?
2. How It Works
3. Setting Up Email Providers
4. Creating Email Templates
5. Sending Emails from the Dashboard
6. Token Replacement Guide
7. Pricing
8. FAQ

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What is Email Integration?

PinLeads now has native email integration. Instead of exporting leads to CSV and importing them into your email marketing tool, you can send personalized emails directly from the lead dashboard.

Configure your preferred email provider (Mailgun, SendGrid, or custom SMTP), create reusable email templates with dynamic token replacement, and launch bulk outreach campaigns with a single click.

What you can do:

• Configure multiple email providers (Mailgun, SendGrid, SMTP)
• Create email templates with dynamic tokens ({{name}}, {{company}}, {{email}}, etc.)
• Send personalized emails to individual leads or bulk campaigns
• Track delivery status and manage templates
• All without leaving PinLeads

What it does:

• Zero CSV exports — send emails directly from the dashboard
• Personalize at scale with token replacement
• Support for major email providers and custom SMTP
• Template library with pre-built outreach templates
• Available on Pro, Business, and Teams plans

How It Works

The integration connects your email provider credentials to PinLeads. When you send emails, PinLeads uses your configured provider to deliver messages directly to your leads.

Here's the flow:

1. Configure your email provider in Account Settings (Mailgun, SendGrid, or SMTP)
2. Create email templates with dynamic tokens for personalization
3. Select leads from the lead dashboard
4. Choose a template and provider
5. Send emails — PinLeads handles the rest

The entire process happens within PinLeads. No external tools required.

Setting Up Email Providers

Step 1: Upgrade Your Plan

Email integration is available for Pro, Business, and Teams subscribers. Free and Starter plan users can upgrade from the pricing page.

Step 2: Go to Account Settings

1. Go to your Account Settings
2. Scroll to the Email Integration section
3. Click "Add Provider"

Step 3: Choose Your Provider

Mailgun

• Enter your API key (starts with key-)
• Enter your domain (e.g., mg.yourdomain.com)
• Set your from email and from name

SendGrid

• Enter your API key (starts with SG.)
• Set your from email and from name

Custom SMTP

• Enter SMTP host (e.g., smtp.gmail.com)
• Enter SMTP port (e.g., 587)
• Toggle SSL/TLS if required
• Enter username/API key and password
• Set your from email and from name

Step 4: Test Your Connection

Click "Test" to send a test email to your configured from address. Verify delivery to ensure your credentials are correct.

Step 5: Save Your Provider

Click "Save Provider" to store your credentials. You can configure multiple providers and switch between them when sending emails.

Creating Email Templates

Step 1: Load Default Templates

If this is your first time, click "Load Default Templates" to get started with pre-built outreach templates for common scenarios.

Step 2: Create Custom Templates

1. Click "Add Template"
2. Enter a template name (e.g., "Introduction - Professional")
3. Write your subject line with tokens: Question about {{name}}
4. Write your email body with tokens:

   Hi {{name}},
   
   I came across your business {{company}} and wanted to reach out. 
   
   Your website is {{website}} and I noticed you have a {{rating}} rating on Google Maps.
   
   Best regards,
   Your Name
   

5. Click "Save Template"

Step 3: Manage Templates

• View all your templates in the list
• System templates (pre-loaded) cannot be deleted
• Custom templates can be deleted anytime
• Templates are available for all your email campaigns

Sending Emails from the Dashboard

Step 1: Navigate to Leads Tab

From the main scraping dashboard, click the "Leads" tab to access the lead dashboard.

Step 2: Select Your Job

Choose a scraping job to view its leads.

Step 3: Select Leads

• Click individual checkboxes to select specific leads
• Use "Select All" to select all visible leads
• Filter by "Has email" to target leads with email addresses

Step 4: Click Email

Click the "Email" button to open the email modal.

Step 5: Configure Your Send

1. Choose Provider: Select from your configured email providers
2. Choose Template: Select from your saved email templates
3. Review: See how many leads will receive the email
4. Send: Click "Send Emails" to launch your campaign

Step 6: Track Results

PinLeads will show you the number of emails sent successfully and any failures. Failed emails are logged with error messages for troubleshooting.

Token Replacement Guide

Tokens allow you to personalize emails at scale. When you send an email, PinLeads replaces each token with the actual data from the lead.

Available Tokens

Token	Description	Example
{{name}}	Business name	"ABC Plumbing"
{{company}}	Business name (same as name)	"ABC Plumbing"
{{email}}	Email address	"[email protected]"
{{phone}}	Phone number	"(555) 123-4567"
{{address}}	Full address	"123 Main St, City, State 12345"
{{website}}	Website URL	"https://abcplumbing.com"
{{linkedin}}	LinkedIn URL	"https://linkedin.com/company/abcplumbing"
{{rating}}	Google rating	"4.5"
{{reviews}}	Review count	"127"

Example Template

Subject: Question about {{name}}

Body:

Hi {{name}},

I found your business while searching for local plumbers and wanted to reach out.

I noticed you have a {{rating}} rating with {{reviews}} reviews on Google Maps — that's impressive!

Your website is {{website}} and I'd love to discuss how we could help you grow your customer base.

If you're interested, feel free to call me at {{phone}} or reply to this email.

Best regards,
Your Name
Your Company
{{email}}

This template will be personalized for each lead with their actual business data.

Pricing

PinLeads

Email integration is included with:

• Pro Plan: Starting at $9.99/month
• Business Plan: Starting at $29.99/month
• Teams Plan: Starting at $79.99/month
• Starter Plan: Not available
• Free Plan: Not available

Email Providers

You'll need your own email provider account:

Mailgun

• Free trial available
• Pay-as-you-go pricing
• Reliable for bulk sending

SendGrid

• Free tier available (100 emails/day)
• Scalable pricing
• Excellent deliverability

Custom SMTP

• Use your own email server
• Gmail, Outlook, or any SMTP provider
• No additional PinLeads fees

FAQ

Will emails go to spam?

Deliverability depends on your email provider's reputation and your sending practices. We recommend:

• Use a dedicated sending domain
• Warm up your email account gradually
• Monitor bounce rates and adjust your strategy
• Follow email marketing best practices

Can I use my Gmail account?

Yes, via the custom SMTP option. Use Gmail's app password (not your regular password) and enable 2FA for security. Note that Gmail has daily sending limits (500/day for free accounts).

How many emails can I send at once?

There's no hard limit from PinLeads, but your email provider may have rate limits. We recommend sending in batches of 50-100 emails at a time to avoid triggering spam filters.

Can I schedule emails for later?

Currently, emails are sent immediately. We plan to add scheduling functionality in a future update.

What happens if an email fails?

Failed emails are logged with error messages. Common failures include:

• Invalid email addresses
• Provider rate limits
• Authentication errors
• Spam filtering

Check the error message and adjust your provider settings or lead list accordingly.

Can I track opens and clicks?

Tracking depends on your email provider. Mailgun and SendGrid offer tracking features that can be enabled in their dashboards. PinLeads doesn't currently provide open/click tracking directly.

Are my email credentials secure?

Yes. Email provider credentials are encrypted at rest using AES-256-GCM. All API calls use HTTPS. PinLeads never stores your email passwords in plain text.

Can I use multiple email providers?

Yes. You can configure multiple providers (e.g., one Mailgun account for outreach, one SendGrid account for transactional emails) and switch between them when sending campaigns.

What about unsubscribe links?

You should include an unsubscribe link in your email templates to comply with anti-spam laws (CAN-SPAM, GDPR). This is your responsibility as the sender.

Does this work with multi-scrape jobs?

Yes. You can select leads from any job in the lead dashboard and send emails to them, regardless of which scraping job they came from.

Can I preview emails before sending?

Currently, you can preview the template with tokens. We plan to add a live preview with actual lead data in a future update.

Getting Started

Ready to launch your first email campaign?

1. Upgrade to Pro, Business, or Teams if you're on Starter or Free
2. Go to Account Settings and configure your email provider
3. Create or load email templates
4. Navigate to the Leads tab and select your target leads
5. Choose your template and send

The setup takes about 5 minutes. Once configured, you can launch outreach campaigns without ever leaving PinLeads.

Learn more about Email Integration →