Glossary
Mailroomly's words in plain terms, each with the page that explains it. If you know a word from another tool, such as suppression, mailbox or stream, look it up under Words from other tools.
The terms are grouped by area and listed A to Z, as the web app names them.
Addresses and domains
| Term | What it means |
|---|---|
| Address | An email address of your organization, such as support@, that sends, receives or both. People and agents read and answer its conversations in the inbox. Also called: mailbox. New address |
| Catch-all address | An address of a domain that receives the email sent to any address that doesn't exist on that domain. Addresses and domains |
| Custom tracking domain | A subdomain of yours, such as track.yourcompany.com, through which opens and clicks are tracked, so links look like your own. Addresses and domains |
| DKIM signature | The DNS record that signs every email Mailroomly sends for your domain, and proves the domain is yours. It is published first. DNS records |
| DMARC policy | The DNS record that tells receivers what to do with mail that fails their checks. Marketing email needs one. DNS records |
| DNS records | Short entries you publish where your domain's DNS is managed, so Mailroomly can send for the domain and, if you like, receive its mail. DNS records |
| Domain | The part of an address after the @, such as mail.yourcompany.com. It is verified once; every address on it works from then on. Your own domain |
| Free address | An address on Mailroomly's own domain that sends and receives at once, with no DNS work. It sends transactional email only, to at most 100 recipients a day. Also called: starter domain. The free address |
| Receive email | The switch that sets a new domain to Sends and receives, which brings its mail to Mailroomly once its inbound MX record is published. Later, it's What this domain does in the domain's Settings. All of the domain's mail then arrives only in Mailroomly. Your own domain |
| Verified | A domain whose records Mailroomly found and set up: its addresses send, and receive when it is set to Sends and receives. The other states are Being verified, Waiting for DNS and Needs attention. Addresses and domains |
| Who answers | The people who can open an address, each with Read only or Read and reply. Administrators open every address anyway. Who can open an address |
Sending
| Term | What it means |
|---|---|
| All sending | Every send that isn't from an address that receives: its figures, who sends, what needs you and every send. Sending |
| Activity | Everything your organization sent, received and blocked, with each send's route. For administrators. Also called: message log. Activity |
| Blocked | The addresses Mailroomly doesn't send to, and why: a hard bounce, a complaint, an unsubscribe, a manual block. Also called: suppressions, suppression list. Blocked addresses |
| Bounce rate and complaint rate | The share of recipients whose server refused your email, and the share who marked it as spam, over the last 14 days. High rates raise notices, then pause sending. Notices |
| Bounced | The recipient's server refused the email, or the recipient marked it as spam. An address that doesn't exist is blocked. Activity |
| Daily limit | How many recipients can be sent to in a day: for the organization, for each person, for an API key, and for the free address. Each resets at midnight UTC. Daily limits |
| Emails this month | The emails your organization sent and received this month, against your plan: every recipient of a send, and every email that arrived. Plan and limits |
| Marketing warm-up | Marketing email going out in waves, 200 recipients first, each wave doubling while few addresses bounce, so mailbox providers get to know your newsletter. Also called: ramp. Campaigns and marketing |
| New account and Trusted account | The two levels of sending trust. Every organization starts as a new account, with a daily cap; it becomes a trusted account by itself after healthy sending from its own domains. Also called: probation (for a new account). Sending trust |
| Paused | A type of email that doesn't go out for now: its sends are refused and queued mail waits. An administrator, Mailroomly or the platform team paused it. Troubleshooting |
| Refused by validation | An address refused before sending because it looked unlikely to be delivered. It doesn't count as a bounce. Blocked addresses |
| Route | What happened to a send, in the same words everywhere: Accepted, Sent, Delivered, Opened, Delayed, Bounced, Not sent and Blocked. A send's page |
| Send rate | How fast your mail goes out, in recipients per second. Mail over the rate waits its turn; nothing is refused. Daily limits |
| Sending trust | Where your organization stands, New account or Trusted account, shown on Plan › Sending. Sending trust |
| Test email | A real email you send as yourself, or as an app, to check an address, your content or a webhook. Send a test email |
| Type of email | Transactional (invoices, password resets, replies) or Marketing (newsletters). Each domain keeps the two apart, each with its own blocked list. Also called: stream, message stream, broadcast. Campaigns and marketing |
| Unsubscribe link | The link each recipient of a marketing email gets to stop receiving it. Mailroomly adds it on its own, and puts it where you write {{unsubscribe_url}}. Campaigns and marketing |
Campaigns
| Term | What it means |
|---|---|
| Automation | Emails that go out on their own, step by step, when someone joins a list or your app records an event. Also called: drip, sequence, workflow. Automations |
| Contact | Someone who agreed to receive your marketing, with when and how they did (the opt-in). Also called: subscriber, audience member. Contacts and lists |
| List | A group of contacts you choose; a contact can be on several. Also called: audience, segment. Lists |
| Newsletter | A marketing email sent to everyone who can be emailed or to lists, now, later or spread over a few hours. Also called: campaign, broadcast. Newsletters |
| Sender details | Your organization's name, postal address, logo and color, shown in every marketing email. Sender details |
| Sign-up form | A form on your website, or a page Mailroomly hosts, where people join a list and confirm by email. Also called: opt-in form, subscribe form. Sign-up forms |
| Template | A design you start emails from, and that your apps send by its alias. Templates |
| Waiting for confirmation | Someone who signed up and hasn't confirmed by email yet: they receive nothing until they do. Also called: double opt-in, pending. Every sign-up is confirmed by email |
Inbox
| Term | What it means |
|---|---|
| Agents may reply and I’ll reply | Who replies in a conversation. I’ll reply takes it over, so agents can only leave drafts there; Agents may reply hands it back. Inbox |
| Conversation | The messages exchanged with someone on one subject, grouped automatically. Also called: thread. Inbox |
| Draft awaiting approval | A reply an agent left for a person to approve, edit or discard, with the reason it held it. Shown as Draft ready in Needs you. Inbox |
| Handing over | An agent giving a conversation to the people of its address, with a note. It moves to Needs you, and agents stop replying there until a person hands it back. Also called: handoff. AI agents |
| Inbox | Where people read and answer the conversations of the addresses they can open. Also called: shared inbox. Inbox |
| Boxes | Where an address's conversations live: Inbox (what came in), Sent (what the address wrote in), Archived and Spam. Also called: folders. Inbox |
| Chips | The Inbox's lists by who holds a conversation: Needs you, Mine, With the agent, Answered and All. Also called: lanes, views. Inbox |
| Assigning | Giving a conversation to a colleague who may reply from the address; it shows in their Mine. Also called: assignment. Inbox |
| On a phone, the list of your addresses: Conversations and Sending. Finding your way | |
| Suspected spam | A received email classed as spam. It is shown with this mark: be careful with its links and attachments. Inbox |
| Picking up a conversation | An agent saying it is working on a conversation: it moves to With the agent until the agent answers, lets go or runs out of time (30 minutes by default, set on each address). Also called: claim. Inbox |
Agents and apps
| Term | What it means |
|---|---|
| Administration scopes | The areas an administrator can let their own agent administer: read the organization, and manage domains, addresses, apps, the team or blocked addresses. Let your agent administer the organization |
| Agent for the organization | An AI agent that works for the whole organization, not as one person: an app with its own key, whose replies carry the app's name. An agent for the organization |
| AI agent | Software such as Claude or Cursor that reads and answers your addresses, and can help run the organization, over MCP or the API. It connects with a personal token or an app's key. AI agents |
| App | A piece of your software, such as a website, shop or backend, that works with Mailroomly through its own keys. Apps and keys |
| Apps | Where administrators connect apps and agents for the organization, and find webhook deliveries, requests and test emails. Formerly: Integrations. Apps and the API |
| Key | An app's API key, starting with mp_live_, with its permissions, its scope and an optional daily limit. It is shown only once. Also called: API key, server token. Apps and keys |
| MCP | The Model Context Protocol, the way AI agents connect to Mailroomly's tools. Its server is at https://app.mailroomly.com/mcp. Connect an MCP client |
| My agents | Where you create and revoke your own personal tokens: in Settings, or in the account menu. Personal tokens |
| Personal token | A token, starting with mp_pat_, that lets your own agent work as you, on the addresses you choose and within the access you give it. Also called: personal access token. Personal tokens |
| Signed-in only | What a token never does, whatever its scopes, such as deleting or giving administrator rights: a person signed in to Mailroomly does it. Agents are told SIGNED_IN_ONLY. What stays with a signed-in person |
| Signing secret | The secret, starting with whsec_, your endpoint uses to check that a webhook comes from Mailroomly. It is not an API key. Webhooks |
| Webhook | A URL of your app where Mailroomly posts its email's events, such as delivered, bounced or a received email. Webhooks |
| Webhook deliveries | Each event posted to a webhook, with its status: Pending, Delivered or Dead. Dead deliveries can be replayed. Webhooks |
People and the organization
| Term | What it means |
|---|---|
| Administrator | A person who runs the organization: every address, Activity, Addresses, Apps, Team, Plan, Notices and Settings. An organization always keeps at least one. Also called: admin. Roles |
| Close the organization | Ending your organization's use of Mailroomly. Administrators can cancel it for 7 days; then all of its data is deleted. Export and close |
| Erase a person's data | Deleting what your organization holds about one person, by their email address, when they ask. It can't be undone. Erasing a person's data |
| Export the data | One .zip file with everything your organization has in Mailroomly, its email as .eml files. Export and close |
| Getting started | The steps on Home that take a new organization to its first conversation. Getting started |
| Home | The first screen: what needs you, and the next step. Also called: dashboard. Finding your way |
| How long mail is kept | Your plan's retention: conversations a number of days after their last message, other email by age, never more than 2 years. Also called: retention. Settings and privacy |
| Invitation | The email that lets a new person join your organization. It is valid for 7 days, and its link works once. Invite someone |
| Mark as resolved | Closing a notice once you have dealt with it. Also called: acknowledge. Notices |
| Member | A person who reaches only what they are given: addresses, with Read only or Read and reply, domains and apps they run, and Campaigns. What each person can reach |
| Notice | A message to administrators about something that needs attention, saying what happened, what to do and who can fix it. Also sent by email. Also called: alert. Notices |
| Organization | Your company in Mailroomly: its addresses, domains, people, apps and plan. Anyone opens one by signing up, and becomes its first administrator. Also called: tenant, workspace. Getting started |
| Own sending account | The enterprise option of sending through your organization's own cloud account instead of Mailroomly's. Your own sending accounts |
| Plan | What your organization may use: emails a month, people, domains, addresses, agents, marketing and how long mail is kept. The plans are Free, Solo, Team and Business. Plan and limits |
| Platform team | The Mailroomly team that creates organizations, sets their plans and limits, and keeps the platform's sending healthy. It never reads your mail. Finding your way |
| Terms of service | Mailroomly's terms, accepted by an administrator on the organization's behalf. Marketing email goes out only once they are accepted. Campaigns and marketing |
| Where to? | The search that takes you to any screen, action, inbox or section of this manual by typing. Open it with Ctrl K (⌘ K on a Mac). Also called: command palette. Finding your way |
Words from other tools
Mailroomly chooses plain words for what people do. If another tool taught you a different word, this is where to look:
| Other tools say | In Mailroomly |
|---|---|
| Acknowledge | Mark as resolved |
| Audience, subscriber | Contact, on a List |
| Alert | Notice |
| API key, server token | Key, an app's key |
| Broadcast, message stream, stream | Type of email: Transactional or Marketing |
| Campaign | Newsletter |
| Command palette | Where to? |
| Dashboard | Home |
| Double opt-in | Waiting for confirmation, until a sign-up confirms by email |
| Drip, sequence | Automation |
| Handoff | Handing over |
| Mailbox | Address; its conversations are in the Inbox |
| Message log | Activity |
| Personal access token | Personal token |
| Probation | New account |
| Ramp | Marketing warm-up |
| Retention | How long mail is kept |
| Starter domain | Free address |
| Suppression, suppression list | Blocked |
| Tenant, workspace | Organization |