The Preferences section allows you to customize how Instantly handles leads, automates workflows, manages your inbox, and controls email sending behavior across your workspace.
Click the initial name avatar in the bottom left corner.
Click 'Settings'
Navigate to 'Preferences'
Default Opportunity Value
Set the default monetary value assigned to leads when they're marked with positive statuses.
Define a default dollar amount for opportunities
When a lead is marked as "Interested" or other positive custom statuses, this value is automatically added to your opportunity count
Helps track potential revenue from your campaigns
Lead Preferences
Disable Global Lead Status Synchronization
This setting controls how lead statuses are shared across multiple campaigns when the same lead exists in different campaigns.
When OFF (Default Setting)
Lead statuses sync across all campaigns automatically:
If a lead replies in Campaign A, the same lead in Campaign B will also be marked as "Reply received"
Status changes like "Interested" or "Meeting booked" are shared across all campaigns where the lead exists
Provides a unified view of each lead's status across your workspace
When ON (Manually Enabled)
Lead statuses remain isolated to individual campaigns:
Prevents status synchronization across campaigns
Each campaign tracks the lead's status independently
Prevents webhooks from triggering multiple times for the same email address across different campaigns
Stops analytics from being updated globally—metrics remain campaign-specific
Avoids automatic movement of leads into matching subsequences in other campaigns
AI Automations
1. Automatically Tag Lead Status in Replies: This setting is enabled by default to automatically tag the lead status when a reply is received:
Interested: Tag replies that show interest.
Not Interested: Tag responses where the recipient has declined or opted out.
Out-of-Office: Tag Out-of-Office replies.
You can also add custom labels for AI to tag replies. To add a new custom label:
Click the “+” icon under Custom Labels
Enter a name and define its logic if applicable
Only enabled labels will be considered by the AI when auto-tagging responses. Use the "Test AI" feature to verify replies are tagged correctly based on your descriptions.
2. AI Inbox Manager
Automatically schedules email replies from your Unibox when leads respond. When enabled, the AI Inbox Manager will automatically schedule a reply from Unibox when it detects a lead's first response. Learn more details here.
3. Automatically Suggest Replies Using OpenAI
This feature uses the power of AI to analyze your existing macros or recent emails, providing contextually relevant suggested reply drafts. Learn more details here.
4. Automatically Tag Out-of-Office Status
This setting is enabled by default to detect out-of-office responses and automatically tag them accordingly. This helps avoid confusion and automates follow-up adjustments.
Unibox Settings
Unibox is your centralized inbox within Instantly for managing replies and tracking campaign communication. Customize what appears in your Unibox and how emails are handled.
1. Show Auto-Replies in Unibox: Controls whether automatic responses (like vacation replies) appear in Unibox.
Enabled by default.
Disable it if you prefer to keep Unibox focused only on human responses.
2. Save Non-Instantly Emails in Unibox: Controls whether non-lead replies appear in Unibox.
When enabled: Replies received that are NOT from leads appear in the Others folder
When to disable: View only replies from leads and prevent personal emails from syncing to the Others folder
3. Save Undelivered Emails in Unibox: Controls whether bounce notifications and undelivered email alerts appear in Unibox.
Disabled by default.
You can enable this setting to view bounce messages directly in Unibox without logging into your original mailbox, which helps diagnose delivery issues.
4. Only Show Notification in CRM
When enabled, Unibox notifications are paused, but activity is still logged in the CRM.
Outreach Preferences
Control how emails are sent, managed, and optimized across your campaigns. These settings impact email delivery timing, bounce management, variant testing, and sending behavior.
1. Automatically Pause Campaigns with High Bounce Rates
Enabled by default.
Automatically pauses campaigns with too many bounces to protect your sender reputation and deliverability. Learn more details here.
2. Use a Single Sending Account Per Time Gap: Controls how multiple sending accounts are used during email distribution.
Default behavior (Disabled):
Instantly uses all available sending accounts together
Applies the wait gap after sending through all accounts
Faster overall sending
When enabled:
Uses only one account per wait gap window
Improves spacing between sends
Creates more natural sending patterns
Example with 2 accounts:
First time gap: Send 1 email from Account 1
Wait for time gap
Second time gap: Send 1 email from Account 2
3. Send Emails One at a Time: Sends emails from each account sequentially rather than simultaneously.
Help prevent email throttling issues with certain providers (especially private or less-established SMTP services).
Best used only when necessary, such as when experiencing deliverability issues or using a highly sensitive mail server.
If you’re using mainstream services like Gmail or Outlook, this can usually remain disabled.
Example with 2 accounts:
Sends 2 emails per time gap, using accounts one by one
Account 1 sends, then Account 2 sends, then waits for time gap
Important: Enabling this significantly slows down your sending speed, as emails are no longer sent in batches. May not be ideal for high-volume outreach.
4. Reset A/Z Variant Usage Tracking Daily: Controls how variant testing balances email usage over time.
Default behavior (Disabled):
System balances A/Z variant usage over the entire campaign lifetime
If you add new variants to a running campaign, only new variants are sent until usage is balanced with older variants
When enabled:
Resets variant usage daily
Ensures equal distribution across all variants every day
Ideal for shorter tests or faster comparison
5. Timezone for Campaign Limit Reset: Set the timezone that determines when your daily campaign email limits reset. The daily campaign limit resets based on UTC (Coordinated Universal Time) by default.
Email Preferences
1. Account Disconnect Notification: This setting is currently disabled and undergoing maintenance.
2. Positive reply notification: Receive real-time alerts when leads respond positively to your outreach. You can set the 'Notification Recipients' to the Owner, Admin, Editor, or VA role.
3. Audio notifications: Play a sound notification when new replies arrive in Unibox.
Language
Change your dashboard language to match your preference. Supported languages:
English
Portuguese
Spanish
German
French
Important: Remember to save your changes after selecting a language.
