Context

When setting up email domains and inboxes through Unify, customers may wonder if these inboxes can be used with other email tools or services outside of the Unify platform.

Answer

No, email inboxes created and managed through Unify can only be used within the Unify platform. Even if you purchase additional domains or inboxes, these are strictly for use with Unify's services.

Supported Email Providers: Unify currently only supports Gmail and Google Workspace inboxes. Other email providers such as Outlook are not supported.

However, non-automated replies to your Unify-managed mailbox can be forwarded to your primary Gmail inbox, allowing you to receive and read messages in your regular email client. For Unify-managed mailboxes, forwarding must be configured by the Unify team on the backend, as the forwarding option is not currently available in the customer UI due to a known interface limitation that is being addressed. Contact the Unify team to set up forwarding for your Unify-managed mailboxes. Note that backend-configured forwarding will not appear in the Unify UI mailbox settings - the forwarding column will remain empty even after configuration is complete. Unify filters out automated replies (such as out-of-office messages and auto-responders) by default, which are not forwarded to your primary inbox. To verify that forwarding is working, check your inbox (and spam folder) for new replies rather than looking for UI confirmation.

Emails sent through Unify sequences will not appear in your primary Gmail account’s Sent folder, since Unify sends from the separate email addresses you’ve configured (like mailboxes@yourdomain.com) rather than your personal email. However, any responses to your Unify emails will be forwarded to you once configured by the Unify team.

You can track all replies (including filtered automated responses) within Unify's dashboard at https://app.unifygtm.com/dashboard/analytics/lagging/replies. Alternatively, you can configure Slack alerts to receive notifications when replies are received.

Unify only manages the mailboxes they provision and warm on your behalf. They do not manage your existing Google Workspace tenant or have service‑account access to your primary inboxes, meaning your main Google Workspace remains under your complete control.

When setting up your email domain through Unify:

1. Purchase your workspace domain through Google Workspace

2. Access the mailbox configuration in Unify at: https://app.unifygtm.com/dashboard/settings/deliverability/mailboxes?mailboxesTab=Mailboxes&createMailbox=true and set up the mailboxes username as mailboxes@yourdomain.com

3. Complete domain verification through the provided email

4. Provide credentials to Unify team

5. Specify desired sender name for mailboxes

Connecting Your Own Domain

If you already own an email domain (including .ai domains or other TLDs), you can connect it to Unify for sending:

1. Follow the Gmail connection documentation to connect your personal domain

2. Ensure your domain has proper DKIM records configured through your email provider (e.g., Google Workspace DKIM setup)

3. Contact the Unify team to configure sending limits for your connected domain

1. Log into Unify and navigate to Settings → Mailboxes (left sidebar)

2. Click the “New Mailbox” button

3. Select “Google Workspace” option

4. You’ll be directed to Gmail login – select the mailbox you want to connect

5. Confirm permissions to complete the connection

Spam Folder Issue: Forwarded replies from Unify may occasionally land in spam folders. Moving them out of spam helps reduce future occurrences.

Mailbox Owner Sign‑In Requirement: After completing the Gmail OAuth connection and DNS configuration, the mailbox owner must sign in to Unify at least once to activate the mailbox. Until this initial sign‑in is completed, the connected mailbox will not appear as a sending option when creating sequences, even though the technical setup is complete.

• Follow the Gmail connection documentation

• Configure DKIM records

• Contact the Unify team for sending limits

When purchasing your workspace domain through Google Workspace for Unify setup, the domain becomes part of your own Google Workspace tenant that you manage independently; Unify only accesses the specific mailboxes you configure for their platform.

After your mailboxes are set up, Unify will warm them for three weeks using a warming provider before connecting them to your account. This warming period is essential for establishing good deliverability before you begin sending sequences.

Note: Unify-managed mailboxes are fixed at 25 emails per day to maintain optimal deliverability. Customer-owned Gmail mailboxes connected to Unify can send more than the standard 25 emails per day and can be increased up to 65 emails per day on request. Contact the Unify team to adjust sending limits for your customer-owned mailboxes.

To increase your total daily sending capacity beyond a single mailbox limit, add multiple mailboxes to your sequences. Configure mailbox routing in Play Builder by opening your sequence, selecting the Sequence node, navigating to routing settings, and selecting multiple mailboxes under persona routing. This distributes new enrollments across all selected mailboxes, allowing you to send up to 25 emails per day per Unify-managed mailbox (or up to 65 per day per customer-owned mailbox). For example, using 5 mailboxes allows you to send 125-325 emails per day depending on your mailbox type and configuration.

Technical DNS Limitations Behind Unify Domain Restrictions

While Unify inboxes cannot be used with other tools, understanding the technical reasons behind this limitation can help with planning your email infrastructure.

Why Domains Can't Be Shared Between Services

The restriction exists due to technical DNS limitations – a domain can only be registered with one email service provider at a time, and the required DNS records (SPF, DKIM, and MX) must be configured exclusively for one service. Attempting to use the same domain with multiple services will misconfigure the DNS records and prevent Unify mailboxes from working effectively.

Alternative Domain Setup Method

1. Purchase your domain through your preferred registrar (such as GoDaddy or other providers, not limited to Google Workspace)

2. Update your domain's NS (nameserver) records to point to Unify's nameservers (provided by the mailbox team)

3. Complete the standard Unify setup process

If you need email inboxes for other tools or services (such as Apollo or other SDR tools), you will need to set up separate email domains and inboxes outside of your Unify configuration.