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Email senders are the accounts Topo uses to send outreach messages on your behalf. Before Topo can enroll prospects in a sequence with email steps, at least one sender must be connected and configured. You can connect multiple accounts — Gmail and Outlook are both supported — and Topo will distribute sending volume across them automatically.

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Connect an email account

1

Open Senders settings

Go to Settings → Senders, then click Add Sender.
2

Choose your email provider

Select Google (Gmail or Google Workspace) or Outlook (Microsoft 365 or Outlook.com). You’ll be redirected to your provider’s OAuth consent screen.
3

Sign in and authorize

Sign in with the email account you want Topo to send from, then accept the requested permissions. Topo only requests the minimum scopes needed to send and read replies — it does not access unrelated email threads.
4

Complete setup

Once authorized, the account appears in your Senders list with a Connected status. You can now assign it to sequence templates.
Use a real sending account, not a generic alias. Deliverability is significantly better when outreach comes from a personal professional address (e.g., alex@yourcompany.com) rather than a shared inbox.

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Sender identities

A sender identity lets you configure a display name and job title that appear in the “From” field of outgoing emails. This is useful when you want outreach to appear to come from a specific persona — for example, Alex from Topo — rather than the literal name on the connected account. To create or edit a sender identity:
1

Open the sender's settings

From Settings → Senders, click the sender you want to configure.
2

Set a display name and job title

Under Sender Identity, enter the name and job title that should appear on outbound messages (e.g., Alex Chen, Account Executive).
3

Assign to a sequence template

Sender identities are applied at the sequence template level. In your template settings, select which identity to use for that campaign’s outreach.
If you’re running sequences where the content should feel like it comes from a specific role rather than a specific person, sender identities let you do that without creating separate email accounts.

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Sending schedule

Each sender has an independent schedule that controls which days and hours Topo is allowed to send from that account. To configure the schedule:
  1. Go to Settings → Senders and open a sender.
  2. Under Sending Schedule, select the days of the week Topo should send (for example, Monday through Friday).
  3. Set the start and end time and select the timezone. Topo will only dispatch emails within that window.
The sending schedule applies per sender, not per sequence. If a sequence step is ready to execute outside your sender’s allowed hours, Topo will queue it and send at the next available window.

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Daily limits and warmup

Sending too many emails too quickly from a new address is one of the fastest ways to end up in spam folders. Topo lets you set a daily sending limit per sender to stay within safe thresholds.

New accounts

For a brand-new email account, start with 20–30 emails per day and increase by 10–20 per day over two to four weeks. This warmup period builds a positive sender reputation.

Established accounts

For accounts that have been sending regularly for at least a month, limits of 80–120 emails per day are generally safe for outreach — staying well below your provider’s maximum.
To set the daily limit, open the sender in Settings → Senders and adjust the Daily limit field. Topo will pause sending from that account for the remainder of the day once the limit is reached.
Do not set daily limits above your email provider’s maximum allowed sends. Exceeding provider limits can result in account suspension. Google Workspace accounts are typically capped at 2,000 sends per day; Microsoft 365 at 10,000 — but for outreach purposes, staying under 150 per day is strongly recommended.

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Multiple senders on a sequence

You can assign more than one sender to a single sequence template. Topo will distribute new enrollments across all active senders assigned to that template, spreading the volume evenly. This setup is useful when:
  • A single account would exceed its daily limit given your target enrollment rate.
  • You want multiple team members’ accounts to contribute to the same campaign.
  • You’re running warmup on a new account alongside an established one.
To assign senders to a sequence template, open the template in Sequences, click Settings, and select all the sender accounts you want to include under Senders.
Once a prospect is enrolled and their sequence has started, Topo continues using the same sender for all follow-up steps. The distribution only applies at the point of initial enrollment — prospects are never switched between senders mid-sequence.

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Email tracking

Open tracking and click tracking are enabled by default for all senders. When a recipient opens your email or clicks a link, Topo records the event and factors it into engagement scoring.
  • Open tracking works by embedding a small invisible image in each email. When the image loads, Topo registers an open.
  • Click tracking works by routing links through a Topo redirect so clicks are counted before the recipient lands on the destination URL.
You can disable either type of tracking on a per-sequence-template basis in the template’s Settings panel.
Some email clients (including Apple Mail with Mail Privacy Protection enabled) pre-fetch images, which can inflate open counts. Topo flags these as likely automated opens where it can detect them.

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Troubleshooting

OAuth tokens can expire or be revoked when you change your account password, revoke app access, or when your provider cycles credentials. To fix this:
  1. Go to Settings → Senders and click the affected sender.
  2. Click Reconnect and complete the OAuth flow again.
Sequences using that sender will resume automatically once reconnection is successful. No emails are lost — Topo queues any steps that couldn’t be dispatched during the disconnected period.
If prospects are reporting your emails landing in spam, check the following:
  • Daily limit — confirm you haven’t been sending above recommended thresholds.
  • Sender warmup — if the account is new, reduce the daily limit and gradually increase it over several weeks.
  • Domain authentication — ensure your domain has SPF, DKIM, and DMARC records configured. Topo sends on your behalf but relies on your domain’s DNS settings for authentication.
  • Content — avoid spam-trigger phrases, excessive links, and image-heavy emails, especially in early outreach.