Setting up Zapmail takes just a few minutes. A short guided onboarding walks you through your profile, workspace, wallet, domains, and mailboxes. By the end, your cold email infrastructure is ready to export to your outreach tool.
What you’ll do:
Tell us about yourself
Set up your workspace
Add funds to your wallet
Buy or connect domains
Create mailboxes
Export mailboxes to your outreach tool
💡 You can Skip Onboarding at any point and finish setup later from the dashboard.
Step 0: Sign up and log in
Go to zapmail.ai and click Get Started.
Select a plan that fits your needs and complete checkout.
Complete sign-up. Your login details will be sent to your registered email.
Log in to start onboarding.
Step 1: Tell us about yourself
How did you hear about Zapmail?
Pick one: Google Search, LinkedIn, Reddit, Referral, Ads, or Other.
What best describes your role?
Pick one: Founder / Co-founder, Sales / Growth, Marketing, Recruiter, Developer, or Other.
LinkedIn Profile (required)
Paste your profile URL, e.g. https://linkedin.com/in/username (Optional).
Click Continue.
Step 2: Set up your workspace
Name your workspace (required, minimum 3 characters)
Use a clear name like Outreach Team or Sales Mailboxes. This keeps your domains and mailboxes organized as you scale.
Invite a teammate (optional)
Enter their email and choose an access level (Editor/Viewer/Admin). You can invite more people later.
Click Continue. Use Back to edit your previous answers.
Step 3: Add funds to your wallet
Your Zapmail wallet pays for domains and other usage, so you won’t have to enter card details every time.
Enter the amount you want to add.
(Optional) Turn on Enable Auto Top Up so your wallet refills automatically and your mailboxes operations never stop because of a low balance.
Click Continue To Payment and complete checkout.
You can pause or change auto top-up anytime from Billing. Don’t want to add funds yet? Click Skip to Domain Purchase.
Step 4: Set up your domains
Choose how you want to add domains, then click Continue.
Option 1: Buy a new domain
Type a domain idea in the search bar.
Use Select TLDs to choose extensions (.com, .net, .org, and more).
Need ideas? Use AI Domain Finder for suggestions, or Bulk Domain Finder to upload a CSV of domain ideas.
Add the domains you want to your cart and complete the purchase.
Domain registration details: The first time you register a domain, you’ll be asked for contact details: email, company name, first and last name, phone number, country, city, address, and postal code. All fields are required by domain registrars.
💡 Best practices
Start with 5 domains with 2–3 mailboxes each.
Prefer .com for better deliverability.
Purchased domains appear in your dashboard automatically. All email authentication records (SPF, DKIM, DMARC, MX) are configured for you.
Option 2: Connect an existing domain
Type the domain(s) you want to connect. You can add up to 100 at once. Or click Bulk Upload Domains to upload a file.
Click Connect Domain.
Copy the Zapmail nameservers shown on the screen.
At your registrar (Namecheap, GoDaddy, Cloudflare, etc.), replace your current nameservers with Zapmail’s.
Use the Status filter to track each domain’s connection progress.
⏳ DNS propagation usually takes up to 24 hours. Once it’s done, click Recheck to activate the domain.
Click How it works on this screen for a quick walkthrough.
⚠️ Common domain connection issues
Issue | What it means | Fix |
Workspace already exists | The domain is in use in another workspace | Remove its existing mailboxes or contact support |
NS records not updated | Nameservers haven’t propagated yet | Wait 24–48 hours and check with a DNS checker |
Domain already connected | The domain is linked to another Zapmail account | Contact support to resolve the conflict |
Step 5: Create mailboxes
The counter at the top (e.g. 10 Remaining) shows how many mailboxes you can still create on your plan. There are three ways to create them.
Manually
Enter First Name, Last Name, and Username, then select a domain.
(Optional) Add a profile photo using the photo icons.
Click Add New Mailbox to add more rows.
Bulk Upload
Open the Bulk Upload tab on the right and upload a file with your mailbox details.
AI Generation
Open the AI Generation tab to create mailboxes across many domains at once:
Choose Name (enter names yourself) or Using Gender And Ethnicity (let AI generate names).
Set Mailbox Per Domain.
Choose your domains under Selected Domains.
(Optional) Turn on Generate AI profile pictures, or upload your own under Custom Profile Picture. Mailboxes with profile pictures tend to get better visibility in recipients’ inboxes.
Click Generate Profiles.
When you’re done, click Assign Mailboxes.
⏳ Mailboxes take some time to activate. Their status updates automatically once they’re ready.
Step 6: Export mailboxes to your outreach tool
Zapmail supports one-click export to popular cold outreach platforms.
Select the mailboxes you want to export.
Click Export Mailboxes.
Choose your platform (for example, ReachInbox).
Sign in with your platform credentials.
Mailboxes are exported automatically as soon as they’re ready.
✅ You’re all set
You have:
Completed your profile and workspace setup
Funded your wallet
Added or connected domains
Created mailboxes
Exported them to your outreach platform
Your mailboxes are ready for cold email outreach.
Need help? Use the chat bubble in the bottom-right corner of the dashboard, or email [email protected].