Overview
Required Subscription: Event Lead Capture Plan
Follow-up emails are sent from a Popl address by default. Custom Email Sending Addresses let you authenticate your own email addresses and choose, for each follow-up email, which address it sends from.
You can point a follow-up email at one specific authenticated address, or send it from the lead owner's own address so the email comes from the person who captured the lead.
Before you start:
You need Full Team Admin or Subteam Admin access to manage team addresses.
You need login access to the mailbox you are authenticating, since the provider asks you to sign in.
To send from lead owner addresses, each member authenticates their own address from their Settings page.
How It Works
Behavior | What It Means |
Authentication is per address, not per domain | Each sender address is authenticated individually. Authenticating one address at your company does not authenticate any other. |
20 authenticated addresses per team | Once you reach 20, Connect Address is greyed out. Disconnect an address to free up a slot. |
Send From is set per follow-up email | Each follow-up email template has its own Send From value. Changing one does not affect the others. |
The default is the Popl address | Every follow-up email sends from the Popl address until you select something else. |
Lead owner sending is resolved at send time | Popl checks whether the lead owner has an authenticated address. If they do, the email sends from it. If they do not, it sends from the fallback address you set. |
Disconnecting falls back; it does not break | If you disconnect an address used by follow-up emails, those emails revert to the default Popl address. |
Setting Up Custom Email Sending Address
Authenticate an Address
Go to Follow Up Emails in the side menu and open Custom Addresses. You can also reach it from Integrations, at the top of the Email section.
Click Authenticate Email.
Choose your provider from the list, for example, Gmail or Outlook.
Sign in and approve access when your provider asks.
You are returned to Popl and see the confirmation "Email authentication successful." The address now appears in the list with its provider, who authenticated it, and the date.
Tip: From the Integrations page, you can skip a step. Under Follow Up Email Addresses, clicking Gmail or Outlook starts that provider's sign-in directly. Use Additional to see the full provider list.
Set the Sending Address on a Follow-Up Email
Open Follow-Up Emails in the side menu and select the email you want to change.
Find the Send From field directly under the template name.
Choose an authenticated address from the dropdown, or choose Send from Popl Lead Owner Address at the bottom of the list.
If you chose Send from Popl Lead Owner Address, set the fallback address in the field that appears. This is used for any lead whose owner has not authenticated their own address.
Save the follow-up email.
Authenticate Your Own Address as a Member
Members without admin access do not see the Custom Email Addresses page, but can still authenticate their own address so lead owner sending works for their leads.
Open your Settings page.
Find the email authentication option and select your provider.
Sign in and approve access.
You see "Email authentication successful" and your status shows as authenticated.
Managing Authenticated Addresses
The Custom Email Addresses page lists every authenticated address for your team. Each entry shows the provider, who authenticated it, and the date. The count of addresses used out of 20 appears under the list.
To disconnect an address:
Open the three-dot menu on its row.
Choose Disconnect.
If the address is used by any follow-up emails, a confirmation tells you how many.
Confirm. The address disconnects, and those emails revert to the default Popl address.
Members disconnect their own address the same way, from their Settings page. This only affects their own sending, not the rest of the team.
What to Expect
Once you authenticate an address, it shows up in two places: the list on Custom Email Addresses, and the Send From dropdown on every follow-up email.
When Send From is set on a template, every email that template triggers sends from that address. Leads reply to that address, not to Popl.
If Send from Popl Lead Owner Address is selected, different leads in the same event can show different senders. This is expected. The sender is resolved per lead, based on who owns it:
If the lead owner has authenticated an address, the email sends from that address.
If the lead owner has not authenticated an address, the email sends from the fallback address instead.
Troubleshooting
Issue | What to Do |
Connect Address is greyed out | Your team is at the 20 address limit. Disconnect an address you no longer use to free a slot. |
Emails are still coming from the Popl address | Check the Send From field on that specific follow-up email. It is set per email, so changing one does not change the rest. |
Some leads got the fallback address instead of their rep | Those leads are owned by someone who has not authenticated their own address. Have them authenticate from their Settings page. |
A member cannot find the Custom Addresses page | It is admin only. Members authenticate their own address from their Settings page instead. |
Authentication did not complete | Sign in again from Authenticate Email. Confirm you are signing in with the mailbox you want to send from, not a different account on the same device. |
FAQ
Question | Answer |
Can I authenticate a whole domain at once? | No. Each sender address is authenticated individually, by signing in to that mailbox. |
How many addresses can my team authenticate? | Up to 20 per team. |
What happens if I disconnect an address that is in use? | Any follow-up email using it reverts to the default Popl address. You see a confirmation naming how many emails are affected before it happens. |
Do replies come back to us? | Yes. Leads reply to the address the email was sent from, which lands in that mailbox. |
Can each follow-up email use a different address? | Yes. Send From is set per follow-up email. |
Do members need admin access to send from their own address? | No. They authenticate their own address from their Settings page. |
💡 Tip
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