Missed Follow-Ups Slip Through Every Email Tool
Founders and small teams are overwhelmed by email, lacking control and efficiency. They face challenges like missed follow-ups, disorganization, personalization bottlenecks, and inconsistent rendering across devices. Existing tools often fall short, requiring manual workarounds and hindering productivity.
SOURCES (60)
“This one looks really cool! Looks a bit new for my tastes but I'll definitely keep a watch on it”
“Same here, using Spark on phone but Thunderbird on desktop. Kurrier looks interesting but doesn't seem like there's a mobile app either. Making something myself is an interesting idea but it just feels like such a big task that even vibing it I probably won't have the time haha.”
I use mailflow for a couple of weeks across all my devices.
“I've been looking for a good email client for managing multiple accounts and across multiple devices, but it seems like most options are paid and require storing your credentials on the 3rd party's server. That's when I thought self-hosting it might be a good option, but I was having a pretty hard time searching for something, so I was wondering if anybody here is familiar with this. To be clear, I am not looking for an email server to host my own emails. Instead, I'm looking for”
“For a long term setup what do you use? I am debating a few setups in fastmail.Generic custom domain with 1Password uniques for all online signups Also have a standard name@ here for in person provider sign upsA family domain purely given to friends and family to share correspondence.Is the second domain worth it? Inevitably someone will share it and end its “anonymity”?Is it worth running a Gmail for any reason and forwarding that in?”
“Forwarding is the problem, not your server. When your box forwards a message, it hands it to Gmail with the original sender still in the envelope, so it fails their SPF check for that sender's domain and every failure counts against your IP's reputation. Three ways out: turn on SRS (sender rewriting) on the forwarder so the envelope sender becomes your domain, or stop forwarding and have Gmail pull the mailbox with "Check mail from other accounts" (POP), or send everything thro”
“I think Klaviyo would work here. They're not based in Europe, but they're self-certified under the EU-U.S. DPF and they've got a translation feature. It doesn't automatically detect what language someone's browsing your site in, but you can segment by their estimated location or whatever language property you've collected, then the content translates per segment.”
“The bus problem is usually ownership, not passwords. Worth doing a pass per client first: who's the registrant on the domain, whose card is on the hosting and DNS, whose email is the account owner on each service. Anything sitting under your email or your card isn't recoverable by them at all, whatever's in your vault — move those to accounts in the client's name and add yourself as a delegate instead. For the credentials that really do have to live with you, Bitwarden's emer”
“What is missing ConversationList filters by status, tags and company ( src/components/inbox/conversation list.tsx:58 64 ), plus free text search. There is no filter on assigned agent id , and the list has no multi select. So there is no way to answer "which conversations are mine?" or "what is Ramírez carrying?" — and no way to act on that set once you know. Why it matters Two situations hit this immediately, and both are routine rather than exceptional: Someone goes on leave. Their conversation”
“When you have it scan your email and Slack, are you leaving them as read or unread? Are you using it to curate what you need to actually read, or are you reading everything regardless?”
“I can only confirm that we use SMTP2Go and aren't having delayed delivery issues to our M365 tenant or recipients on other tenants. If you send to an external recipient, preferably one not on M365, is the email still delayed? That would help narrow it down to whether it's an SMTP2Go issue or something specific to your M365 tenant. Any sign that other inbound emails to your M365 tenant are getting delayed? I'd be much more suspicious that it's something on the M365 end, either a c”
“We have emails stuck in procesed with them for over 12 hours now. I've whitelisted their IP's, no help, they rotated my IP, that helped for 1 scan, already opened a ticket. Any other ideas or anyone else seeing this? It's been great for over a year, never an issue. We just have it for users home scanners. submitted by /u/Vivid_Mongoose_8964 [link] [comments]”
“If any way possible, I’d like to have EU data residency. If it’s not possible, I guess I’d need to budge. I’d need some automation for notifications like ”back in stock” and a timed ”buy again” for certain products. The actual newsletters I’d send maybe once or twice a month.”
“For a small team, Shipmail is worth a look. Pro is $9/month total for up to 5 people and 4 mailboxes, rather than charging for every user. You get custom-domain email, webmail, IMAP/SMTP, Gmail import and shared inboxes. Calendar and contacts are included too, but you don’t have to move your whole workflow or use them.”
“Thanks everyone for the suggestions so far, I really appreciate it. I should clarify a bit what I'm looking for, though, since I don't think I explained it well enough in my original post. I specifically need a web-based tool, not a desktop app for Mac or Windows, and not a mobile-only app either. I want to be able to log in from a browser on any device, without being tied to a specific machine or OS. I'm also not looking for AI agents that read, summarize, or analyze my inbox. That&”
“Send transactional through Brevo's API, batch endpoint lets you push 1000 personalized versions per call and you can hit that up to 6000 times an hour if volume ever gets there. setup was quick, SMTP relay option is there too if you don't want to touch the API directly. deliverability's been fine for order confirmations and password resets, never pushed it to serious enterprise scale though.”
“Errors upon errors, failing to load data, having to release/delete emails mutiple times, extremely long load times? submitted by /u/1mp3rf3ct10n [link] [comments]”
“Your Power Automate flow sounds amazing and exactly what I need! Is there any chance you could share a screenshot of your flow setup or a template?”
“Could look into Mejl. I find it the perfect replacement for how I used Notion Mail. It looks near identical as well. Definitely improves doing simple stuff like managing Gmail filter cause I absolutely hate how you manage those in Gmail itself.”
“I moved to Mejl and found it a perfect replacement for how I used Notion Mail. It feels pretty similar (near identical) to Notion Mail. The simple way it manages Gmail filters is definitely nice for straightforward orchestration. It doesn't sync email into Notion or save recipient groups though, so you'd still need something separate for that part.”
“Hello everyone, I’m writing here in order to ask you the following - is it possible to get notified somehow (not from the base email box, such as outlook or gmail) that you have had an update to one of your cases? Something like a pop-up or a blink or something? Because, in my 3-week experience with the platform, unless I don’t refresh constantly my cases I can’t really find an update (I’m using the Last Recipient Response column). If anyone has any ideas please enlighten me🙏. submitted b”
I also use Sparkmail. The save to Notion feature keeps me there.
“Any idea of which versions of outlook this will be supported in? I guess I only really see use of this for when someone leaves - and we can just ask them to log into webmail and do it there if it isn't supported in classic outlook.”
“I used a normal email client (emClient in my case) but use NotionSender to forward emails into Notion. They get sent into a dedicated database within my notion and my little AI version works through the emails with me and turns then into tasks as needed. It's not as smooth as Notion Mail would have been but NotionSender does a pretty good job of transforming emails.”
“Is there something about your system that would make local organizations want to switch from whatever they’re currently using to yours instead? Cold emailing a few organizations doesn’t really tell you much yet, so it could be the product, how you’re positioning it, or just how you’re trying to reach people.”
“That is exactly what I am dealing with now, but I have crowdsec configured and it doing a bang up job of keeping the bad actors at bay.”
“Are these actual locations/offices that you have equipment, or are these public cloud regions? Because the description of your locations and geographic spread screams that you’re using some sort of public cloud. Which…isn’t necessarily a problem. Inbound email - ie receiving on port 25 - shouldn’t be a problem. Stand up your instances, get your static IP assignments, and create your MX records. It’s sending that will be a problem. Cloud providers may block outbound port 25 and require a ticket t”
“Self hosting emails has been a nightmare for the past years. The big emails providers will always assume you are not trustworthy and will make sure your emails don’t reach inbox when you first email a contact . Respecting all the RFCs, having the right DKIM, DMARC, PTR, being as clean as you can, you will end up in spam. I have been hosting emails for the last 10y+ and from experience, if deliverability is important to you , I would not recommend it. Unless you want to pay a third-party SMTP wit”
I’ve been using Gmail > add to Google tasks > zapier automation to notion.
“Where are all these people who dont open their inbox and just have custom agents running it? I have ai helping me sort and draft my emails sure but i still browse my email as a surface and automations are still important as well as a UI surface.”
“I’d like to self host my own email server with multiple of my domains. I just need to know if it’s worth it. I’ve heard the whole, “If you can, don’t” with email. So I looked into it and it seems complicated but not hard to do. I have multiple locations already, several with dual ISP. Thoughts? submitted by /u/LuminaPinned [link] [comments]”
“does this work with the free tier of ChatGPT or would you need a paid plan for the watching part?”
“I liked Notion Mail for the database integration as well. I run a n8n automation that pushes my Gmails with a certain label into a notion inbox, but ChatGPT or Claude could do this a few times a day and I don’t think it would use any more than the free tier. I originally had a notion agent do it (but then I had to pay for it) but since I have a Mac Mini that runs n8n I decided to do it there instead”
“I’m with you on the ease of getting tasks and notes out of mail into Notion. One thing that might work for you is to use a Gmail label and have Claude or ChatGPT watch for new mail in that label and then move it into a database from there, which would accomplish the same effect as what you were doing for tasks.”
“Notion Mail is shutting down on September 22, and honestly I'm a bit lost. It was a core part of my daily workflow, and so far I haven't found anything that really replaces it. To be clear upfront: I wasn't using it for the AI features, the auto-drafting or auto-classifying of emails. That was a nice-to-have, but never essential for me. What I actually relied on were two very specific things. The first was the one-click email-to-task feature. I manage all my projects and tasks in Not”
“One option nobody has mentioned: skip forwarding and let Gmail pull the mail instead. In Gmail settings under Accounts and Import, "Check mail from other accounts" fetches from your cPanel mailbox over POP3 with SSL. Nothing gets relayed out of the new VPS IP, so the IP's reputation stops mattering for inbound mail. Your SpamAssassin config still runs on the box before Gmail fetches, and you keep the cPanel mail logs, which is the part the Cloudflare Worker route loses. Two downsid”
“My temporary solution has been to set up a Worker in Cloudflare, then copied all of my redirects to it and port the email through that worker. It's not a great solution since it bypasses my custom SpamAssassin config and there's no log for emails in case something is lost, but I guess it'll do short term.”
“It was working just fine with docker mailserver, but then I discovered a bug within the 3rd party program I was using for email (Melia for Linux, cost $1 and well worth it) and I needed to access my email, so I spun up posteio, and ran into problems, even asked the VPS provider to make sure port 25 was not blocked.”
“Yeah, in which case I suspect it's the new VPS IP that has a low reputation. Who knows who had that IP before you, and what it was used for.”
“My searches have all come up with many people complaining about being in a similar boat, but I haven't found any potential working solutions. Previously, I was spending several minutes per day creating placeholder meeting notes for my meetings, which often was an effort in pulling up the appointment in one window, Obsidian right next to it and manually copy/pasting the meeting title and details, adding date/time and participants, then leaving a "Notes" section to be filled in later”
“I migrated my email from Docker Mailserver to Poste.io for the webmail option. I spent the last two weeks trying to fix it so that all my messages get sent. I kept checking with the nc command from within the container, and it kept failing to connect. After many days of blood, sweat, and tears, I discovered the issue last night: something—or possibly even me—had created an IPv4 rule in iptables for port 2525 that automatically rejected everything. Port 2525 should not have made any difference, s”
“When enabling thread view I only see the messages in the current folder. This means half the conversation is missing as I'm missing the emails that I sent.”
“currently on vacation and had to open up my laptop to review comments on one document. my computer will not load said document until it finishes downloading > 1 gigabyte of emails from the past 24 hours on hotel wifi - estimated time to completion is ~30 minutes or so. microsoft word won’t open and outlook is loading emails one at a time every few minutes. i’m going to throw it in the pool. that’s all thank you for coming to my ted talk submitted by /u/goosepatron [link] [co”
“have to assume it means the IP of the new VPS. Correct. IP reputation matters; domain “reputation” isn’t really tracked beyond spf/dkim/dmarc setting. Instead of forwarding, use a service like smtp2go. It also doesn’t matter if you have neutral reputation or not on any blacklists. What matters is you’re sending mail through a new IP (for your domain) and that is always inherently suspicious. And since it looks automated, doubly so.”
“of everything in there, 27 custom domains is the number i would be watching. 380 accounts with 20 paying can still be tyre-kickers, but nobody points a domain they own at something they are only testing. that is the actual line between signed up and integrated, and it is the one that decides whether the 6 lost accounts stay a rounding error.”
“Context: I'm backed software engineer doing outbound for my own SaaS - no agency, no guru courses, just me and my logs Everyone talks about SPF/DKIM/DMRC like these are the all. My infra is clean on both tests - DKIM pass, DMARC pass, SPF pass, URIBL clean, SPAmAssasin - 0.1, Barracuda 0, Proofpoint pass. Blacklisted IPs went from 1 to 0 between tests Result from two testes, five weeks apart: - US business inbox (gookle, M365 business) : 100% --> 100% - Gmail consumer: 42% --> 72% (dom”
“First issue reported by our users happened at 12:43 pm central time yesterday, as of right now 8:09 am central time we are still proper fucked. Not everyone is receiving errors when opening outlook, but inbound / outbound email is not working properly. The inbox flood when this is resolved will be crazy.”
“Emails don’t get reused. At my work. They just add a number. So like I’m first.last2@domain”