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title: Mailboxes and inboxes slug: mailboxes-and-inboxes category: deliverability summary: The managed inbox roster, inbox signatures and sender variables, and provisioning status.

Mailboxes and inboxes

Your complete sending inbox roster - with live status, signature management, and provisioning state - all in one place on the Delivery page.

Overview

The Inboxes tab shows every sending inbox provisioned for your account. Ken AI runs hundreds to thousands of dedicated sending inboxes per client so cold email campaigns spread across many senders rather than burning one domain. The Inboxes tab is where you view, filter, and edit those inboxes.

Where to find it: open the Delivery page from the left sidebar, then click the Inboxes tab.

The tab shows a full roster of inboxes, overlays real deliverability metrics where they exist, and gives you a daily and monthly send capacity figure computed from only the inboxes that are active and configured.

Before you start

• You must be signed in to an active workspace.
• Editing inbox signatures and names requires a role with inbox management access. If you see the banner "Names and signatures are unavailable for your role," ask an admin to grant you access.
• Bulk-editing tags across inboxes that belong to different clients is not supported. Tag edits work only within a single client at a time.

How to view and filter your inboxes

1. Open Delivery in the left sidebar.
2. Click the Inboxes tab.
3. Use the Search field to filter inboxes by email address.
4. Click Filter to open the filter panel. You can filter by:
   • Status - Active, Pending / warmup, Inactive, or Unknown
   • Provider - the email provider type (for example, Gmail, Outlook, SMTP)
   • Tags - any tag applied to one or more inboxes
   • System inboxes - toggle "Show system inboxes" to reveal addresses such as abuse@, postmaster@, and dmarc@, which are hidden by default
5. The Total badge in the toolbar shows the authoritative inbox count for your account.

How to edit a single inbox

1. On the Inboxes tab, click any row to open the Edit inbox dialog. Alternatively, click the three-dot menu at the end of the row and choose Edit inbox.
2. Update any of the following fields:
   • First name and Last name - the sender identity shown in outbound emails
   • Tags - labels applied to this inbox (useful for filtering and organizing)
   • Signature - the email signature appended to each send from this inbox (see below)
3. The Daily send limit field is shown but is read-only. It is set through the inbox configuration inherited from its domain. To change it, update the domain's configuration.
4. Click Save changes.

How to edit signatures with sender variables

The signature field uses a rich-text editor with formatting controls (bold, italic, underline, links) and a Variable picker.

Sender variables let you insert dynamic tokens that resolve to the inbox's own identity at send time:

• {sender_first_name} - the inbox's first name
• {sender_last_name} - the inbox's last name
• {sender_signature} - the full signature block

Click the Variable button in the editor toolbar, then select a variable to insert it at the cursor position. These sender variables are always available in the picker even if the variables endpoint is temporarily unavailable.

How to bulk-edit multiple inboxes

1. Check the boxes on the left side of each row you want to edit. You can select as many as you need.
2. Click Edit (N) in the toolbar (where N is the number of selected inboxes).
3. The bulk-edit dialog opens. Fill in only the fields you want to change - any field left empty is left unchanged on every selected inbox.
   • First name and Last name - applied to all selected inboxes
   • Tags - adds the selected tags to every inbox in the selection
   • Signature - replaces the signature on every selected inbox
4. Click Save changes. A confirmation toast shows how many inboxes were updated. Any inbox that could not be updated is reported separately.

Note: bulk-editing inboxes that belong to more than one client disables the Tags field. Tags are client-scoped and cannot be applied across clients in a single operation.

How to delete an inbox

Single delete: open the three-dot menu on the row and choose Delete inbox, then confirm in the dialog.

Bulk delete: select the inboxes you want to remove, then click Delete (N) in the toolbar. Type DELETE in the confirmation field to proceed. Deleting an inbox stops all sending from it.

How it works

Roster and health merge. Two data sources describe your inboxes: an authoritative managed-inbox roster that lists every inbox provisioned for your account, and a deliverability health feed that reports metrics for inboxes that have generated sending data. The Inboxes tab merges both by email address so every roster inbox appears in the table, with health data overlaid where it exists. Inboxes with no health data yet show a dash in metric columns rather than a misleading zero.

Send capacity math. The volume capacity figure counts only active, fully configured inboxes that are not system mailboxes. Inactive, paused, and warming inboxes are excluded. The monthly figure uses 20 sending days per month (five days per week, four weeks).

Status labels. Each inbox shows one of four statuses:

• Active - the inbox is connected and sending
• Pending / warmup - the inbox is in the warmup phase and not yet sending at full rate
• Inactive - the inbox is disconnected, paused, banned, or has a connection error
• Unknown - status data is unavailable for this inbox (common for newly provisioned inboxes before they generate any health data)

Provisioning lifecycle. When new domains and inboxes are added to your account, they move through a provisioning pipeline before they are ready to send. A newly added inbox reflects "Creation in progress" rather than "Inactive" so you can see that setup is still underway. If provisioning fails, an Error badge appears with the failure reason shown on hover.

Bulk-edit timeout. Bulk signature updates on large fleets can take up to three minutes because the backend syncs each inbox with the sending engine before responding. Keep the dialog open until it completes. If it times out, retry - applying the same values again is safe.

System mailboxes. Addresses like abuse@, postmaster@, and dmarc@ exist for mail-server operations and are excluded from all counts and capacity math. They are hidden by default. Enable "Show system inboxes" in the Filter panel to reveal them.

Troubleshooting & debugging

Symptom: "Names and signatures are unavailable for your role. Signature editing is disabled."

• Cause: your account role does not have inbox management access.
• Fix: ask an admin to grant you inbox management permissions.

Symptom: "Names and signatures are temporarily unavailable. Signature editing is disabled."

• Cause: the backend failed to load the managed-inbox roster on this page load.
• Fix: click the Retry button shown in the banner. If the error persists, refresh the page. If it continues, contact support.

Symptom: Variable picker shows "No variables available."

• Cause: this should not happen for sender variables, which are always present. If you see it, it means both the server variables endpoint and the local fallback failed to load.
• Fix: refresh the page. Sender variables ({sender_first_name}, {sender_last_name}, {sender_signature}) are hardcoded as a fallback and should always appear.

Symptom: Inbox count in the Total badge is higher than the number of rows visible.

• Cause: the table shows a partial list. At large scale, the health feed covers only inboxes that have generated data; additional roster-only inboxes are appended but search and bulk actions only cover loaded rows.
• Fix: expected at scale. The Total badge is the authoritative count. Use Status or search filters to narrow the visible set.

Symptom: An inbox shows "Unknown" status even though it is sending.

• Cause: the inbox exists in the roster but has no health feed record yet. Common for recently provisioned inboxes.
• Fix: no action needed. The status resolves once the inbox generates health data.

Symptom: An inbox shows an "Error" badge or a provisioning failure reason on hover.

• Cause: the automated provisioning pipeline encountered an error when setting up this inbox.
• Fix: note the exact reason shown in the tooltip and contact support with the inbox email address and the failure message.

Symptom: Bulk save fails on a large selection.

• Cause: bulk updates on hundreds of inboxes can take up to three minutes. Navigating away before it completes cancels the request.
• Fix: retry the bulk edit with the dialog open until it completes. The operation is idempotent - applying the same values again is safe.

Symptom: Tags are disabled with "Unavailable across clients" in the bulk-edit dialog.

• Cause: the selected inboxes belong to more than one client. Tags are client-scoped.
• Fix: narrow your selection to inboxes from a single client before bulk-editing tags.

Symptom: Daily send limit field is greyed out.

• Cause: daily send limits are set at the domain configuration level, not per inbox.
• Fix: update the configuration on the inbox's domain to change the limit.

FAQ

Q: Why does my capacity card show fewer emails per day than I expected? A: The capacity figure counts only active, fully configured inboxes - it excludes inboxes that are still warming up, paused, disconnected, or that have no daily send limit set. System mailboxes (abuse@, postmaster@, etc.) are also excluded. Check the Status filter to see how many inboxes are marked Active versus other states.

Q: Can I filter by tag? A: Yes. Open the Filter panel and select one or more tags under the Tags section. The table shows only inboxes that have at least one of the selected tags.

Q: Why does the signature preview on the table show text all on one line? A: The table collapses multi-line signatures into a single preview line. The full signature with its original formatting is preserved and applied in outbound emails. Open the inbox to see and edit the full signature.

Q: What does "Pending / warmup" status mean? A: The inbox is sending at a controlled low volume to build sender reputation. Pending / warmup inboxes are excluded from the capacity total because they are not yet sending at their full rate.

Q: Why do some inboxes show -- in the metric columns? A: No deliverability data exists for that inbox yet in the selected date range. This is normal for newly provisioned inboxes. The inbox still appears in your roster and counts toward capacity if its status is Active and its daily send limit is configured.

Related articles

• Deliverability overview
• Domains and DNS health
• Inbox warmup