Email Deliverability & Domain Management

What it does

Vanio automatically manages your marketing email reputation to ensure your messages reach property owners' inboxes instead of spam folders. The system rotates between fresh sending domains and monitors email performance, automatically pausing domains that show poor delivery rates to protect your overall reputation.

Getting started

Accessing email deliverability settings

1. Navigate to Settings → Marketing in your Vanio dashboard
2. Click on Email Deliverability in the left sidebar
3. You'll see your current sending domains and their health status

[Screenshot: Email deliverability dashboard showing domain rotation status and performance metrics]

Understanding your domain status

Each sending domain shows:

• Status: Active, Warming, or Paused
• Daily sends: Current usage vs. daily limit
• Performance: Bounce and complaint rates over the last 7 days
• Warm-up day: How long the domain has been building reputation

[Screenshot: Domain status cards with performance indicators]

How it works

Automatic domain rotation

When you send marketing campaigns, Vanio automatically:

• Selects the best-performing domain from your warm-up pool
• Distributes sends across multiple domains to avoid overloading any single one
• Tracks delivery performance for each domain in real-time
• Queues emails when daily sending limits are reached, resuming the next day

You don't need to manually choose domains – the system handles everything behind the scenes.

Reputation protection

Vanio continuously monitors:

• Bounce rates: When emails can't be delivered
• Complaint rates: When recipients mark emails as spam
• Engagement signals: How recipients interact with your emails

If a domain's bounce rate exceeds 5% or complaint rate reaches 0.3% over 7 days, the system automatically pauses that domain to prevent further reputation damage.

Campaign queuing

When all domains reach their daily sending limits:

• New campaigns are automatically queued instead of being canceled
• Queued emails send the next morning when limits reset
• You'll see "Queued for capacity" status in your campaign reports
• No emails are ever sent from compromised domains

[Screenshot: Campaign status showing queued emails waiting for domain capacity]

Key features

• Smart domain selection: Automatically chooses the healthiest domain for each send • Daily warm-up limits: Gradually increases sending volume as domains build reputation • Real-time monitoring: Tracks bounces and complaints as they happen • Automatic pausing: Stops using problematic domains before they damage your reputation • Queue management: Holds emails when capacity is full rather than forcing sends • Performance dashboard: View detailed metrics for each sending domain • Manual controls: Pause or resume individual domains when needed

Managing domains manually

Pausing a domain

If you notice issues with a specific domain:

1. Go to Settings → Marketing → Email Deliverability
2. Find the domain you want to pause
3. Click the Actions menu (three dots)
4. Select Pause Domain
5. Confirm the action

Paused domains won't be used for new sends but can be resumed once issues are resolved.

Resuming a paused domain

1. Locate the paused domain in your deliverability dashboard
2. Click Actions → Resume Domain
3. The domain will re-enter the rotation pool

Only resume domains after addressing the underlying deliverability issues.

[Screenshot: Domain actions menu showing pause/resume options]

Tips & best practices

Maintain good sending practices

• Only email prospects who might genuinely be interested in your services
• Keep your prospect lists clean and up-to-date
• Write compelling subject lines that aren't misleading
• Include clear unsubscribe options in every email

Monitor your metrics

• Check your deliverability dashboard weekly
• Pay attention to bounce and complaint rates
• Investigate sudden spikes in poor performance
• Consider adjusting your messaging if complaint rates climb

Let the system work

• Don't manually pause well-performing domains
• Trust the automatic rotation system
• Be patient with queued emails – they'll send when capacity resets
• Focus on email content quality rather than sending volume

Building long-term reputation

• Consistent sending patterns perform better than irregular bursts
• Engagement (opens, clicks) helps improve domain reputation
• Clean prospect data reduces bounces and improves deliverability

Common questions

Why are my emails queued instead of sending immediately? This happens when all your sending domains have reached their daily warm-up limits. Queued emails automatically send the next morning when limits reset. This protects your reputation by preventing over-sending from warming domains.

Can I add my own sending domain? Currently, Vanio manages the sending domain pool automatically. This ensures proper warm-up procedures and reputation management. Contact support if you have specific domain requirements for your property management business.

What should I do if a domain gets paused automatically? Review recent campaign performance to identify potential issues like high bounce rates or spam complaints. The domain will remain paused until you manually resume it, giving you time to address any underlying problems with your prospect lists or messaging.

How long does domain warm-up take? Domains typically take 2-4 weeks to reach full sending capacity. During warm-up, daily limits gradually increase as the domain builds a positive reputation with email providers. This process happens automatically – you don't need to manage it manually.