Every answer tied back to the lead who actually sent it.
Cold email reply management is the half of outbound nobody demos. MyLeadTeam reads your mailbox every five minutes, matches each reply to the right lead and sequence, labels the intent, and takes the bounces and opt-outs off your desk entirely.
No payment method. No recurring charge. Your own SMTP, your own data.
- Reply polling
- Every 5 minutes
- Matching
- Normalised Message-ID
- Classifier
- Claude Haiku 4.5
- Master inbox
- Read-only for now
- Deliverability
- Sequences and approval
- Agency workspace
- How data is handled
- Intent classification
- Bounce handling
- Suppression list
- Unread notifications
Sending is a system. Answering is usually four people and a habit.
The tooling stops at the moment a message leaves. What arrives back is a pile in somebody's personal mailbox, mixed with delivery notices, read in whatever order the day allows.
Answers spread across every mailbox you send from
Rotation is good for sending and terrible for reading. Four sending accounts means four places a warm answer can sit for two days before anyone opens the right one.
A reply with no visible history behind it
One line of text from a name you do not recognise tells you nothing. Without the thread, the sequence and the research attached, the person answering has to reconstruct the context before they can respond to it.
Delivery notices sitting in the same pile as people
Automated failure reports look like mail and read like noise. They get skimmed past, which is how an address that can never be reached stays on the list.
Removal requests honoured by whoever saw them
A polite request to stop is easy to action and easy to forget. Handled by hand, it protects one campaign and leaves every other campaign free to make the same approach again.
Four passes between a message arriving and a lead that knows about it.
The Inbox Monitor agent works the mailbox you connected. It is the same loop every time, whether the message is a warm answer, a hard bounce or a request to be left alone.
- 01
Poll the mailbox
IMAP is checked every five minutes for anything new. No forwarding rules, no parallel address, no copy of your mail living somewhere you did not put it.
- 02
Match it to a lead
The normalised Message-ID of the original outbound email is used to attach the answer to the right lead and the right sequence, rather than guessing from a subject line that the sender may have rewritten.
- 03
Read the intent
Claude Haiku 4.5 labels the reply as interested, an objection, a request for a meeting or an unsubscribe. The label sorts the queue; the full message is shown beside it so a person decides what it really means.
- 04
Act on what is not a conversation
The bounce handler separates hard from soft failures, updates the lead and stops sending to an address that cannot receive. Opt-outs, hard bounces and removal requests go to the organisation-wide suppression list.
One place to read what came back, with the label as a hint.
A two-panel view: the queue on one side, the message and the lead behind it on the other. It is read-only today. You read the answer here and send yours from the mailbox the prospect already recognises, which is the truthful version of how this works right now.
- IMAP polled every five minutes for replies and delivery failures
- Each reply attached to a lead and a sequence by normalised Message-ID
- Interested, objection, meeting and unsubscribe as the four labels
- Read-only for now: composing an answer in the app is a later phase
Replies belong to a client, suppression belongs to you.
A reply attaches to a lead, and a lead belongs to a project, so one client's answers stay in that client's workspace. The suppression list is the deliberate exception: it sits above every project, because a person who asked to be left alone asked once.
- Replies and deliveries are written to the lead's own timeline
- The header notification count shows unread inbox items without opening each project
- Opt-outs, hard bounces and removal requests are permanent and organisation-wide
- Suppression is checked before every send, in every project
The work left for a human is the part that deserves a human.
A reply arrives with its history attached
Matched by the Message-ID of the message that prompted it, so you open an answer already knowing which sequence, which step and which lead it belongs to.
The queue is sorted before you reach it
Interested, objection, meeting and unsubscribe are four different jobs. Seeing which is which changes the order you work in, before you have read a single word.
Undeliverable means stop, not retry
Hard and soft failures are separated, the lead status is updated, and nothing further goes to an address that cannot receive it.
One list that remembers for everyone
Opt-outs, hard bounces and removal requests join a permanent organisation-wide list that every campaign in every project is checked against before sending.
The unsubscribe control recipients already trust
RFC 8058 headers mean Gmail and Outlook show their own one-click option, so a person who wants out takes the easy route instead of the spam button.
A count in the header, not a browser tab
Unread inbox items surface in the application header, so checking whether anything came back is a glance rather than a round of four mailboxes.
What this does, and what it does not do yet
Reply handling is where tools tend to overpromise. Here is the behaviour in the situations that decide whether this fits how you work.
What the reply layer actually is
The short version, without adjectives, for the person deciding whether this replaces a shared mailbox or sits beside one.
- Reply channel
- Your IMAP accounts
- Poll interval
- Every 5 minutes
- Reply matching
- Normalised Message-ID
- Classifier
- Claude Haiku 4.5
- Labels
- Interested, objection, meeting, unsubscribe
- Master inbox
- Two-panel, read-only
- Sending a reply
- From your own mailbox
- Notifications
- Unread count in the header
- Bounces
- Hard and soft detected
- Bounce action
- Lead updated, sends stopped
- Unsubscribe
- RFC 8058 one-click headers
- Suppression
- Organisation-wide, permanent
What the reply side of your outbound stops depending on.
| Today | In MyLeadTeam |
|---|---|
| A shared mailbox where every sending account forwards its replies into one undifferentiated pile. | A queue where each reply already carries its lead, its sequence and a label. |
| Working out which campaign a one-line answer belongs to by searching the subject line. | Attribution from the normalised Message-ID of the original outbound message. |
| Failure notices read by a person, when there is time, in among genuine replies. | Hard and soft bounces separated automatically, with the lead updated and sending stopped. |
| A removal request honoured in the campaign it arrived in and nowhere else. | A permanent organisation-wide suppression list checked before every send. |
| Opening four mailboxes to find out whether anything came back overnight. | An unread count in the application header and a timeline entry on the lead. |
Questions people ask about this
Get started
Know what came back before anyone opens a mailbox.
Connect the mailbox you already send from, and let the matching, the labelling and the suppression happen before the reply reaches a person.
No payment method or recurring charge during early access.