Once you have found the pages worth pitching and the people behind them, you can email them straight from Rank Prompt. Emails go out from your own Gmail, and replies come back into the app.
Pro plan or higher (on a shared brand, the brand owner's plan counts)
Owner or editor access to the brand
A connected Gmail mailbox. Without one you can still write and save drafts.
During a free trial you can connect Gmail and save drafts, but sending starts when your subscription does. Click Start subscription on the prompt to end the trial early.
Go to Outreach > Email Hub and open the Setup tab (the same mailboxes are also on Brand > Integrations, Reach customers tab)
In Gmail, click Connect, sign in to your Google account and allow the permissions
You come back to Rank Prompt with the mailbox connected
Rank Prompt asks permission to:
Send email on your behalf
Read your email messages and settings, so replies and bounces to your outreach show up in the Email Hub Inbox and on each email
You can connect more than one Gmail account. Manage them right in Email Hub > Setup:
Setting | What it does |
|---|---|
Display name | The sender name people see |
Email signature | Added at the end of your emails when they are sent |
Daily send limit | The most emails this mailbox sends a day, from 1 to 500 |
Set as default account | The mailbox new emails and campaigns use first |
Start warmup | Starts with a low daily limit and raises it every day, to protect deliverability |
Reconnect fixes a mailbox that shows Reconnect required. Remove account disconnects it; scheduled sends from that mailbox stop.
Outreach > Backlink outreach, Outreach emails tab: the emails about cited pages
Outreach > Email Hub, Emails tab: every email, campaign emails included
Both show Total sent, Open rate, Reply rate and Bounce rate at the top. Filter the table by status, by campaign, by Replies (Yes or No) or with Filter by domain....
On the Citations tab of Backlink outreach, click a page that has a contact. Compose outreach email opens with the page attached and its contact ready to pick. It warns you when the page Already has backlink, and shows Low priority target for sites that rarely answer outreach, such as institutional sites, reference sites, directory listings and documentation.
On the Outreach emails tab, click New email and enter the recipient yourself.
Field | What goes in it |
|---|---|
Send from | The Gmail mailbox that sends it; your default is marked (Default) |
Recipient email | Pick one of the page's contacts, or Or enter a custom email |
Recipient name | The name to greet |
Subject | The subject line |
Email body | Your message; your signature is added when it is sent |
Plain text emails have better deliverability, but open tracking only works on HTML emails. Every email carries an unsubscribe link at the bottom. Personal outreach mode drops that visible footer for a more personal feel; the unsubscribe header stays in for compliance. On an agency account whose white label domain is live, the unsubscribe link and the open tracking image use the agency's domain; emails sent before keep working.
When the email is about a cited page, the AI email generation section writes it for you from the page and your brand:
Pick the kind of email: Backlink request, Inclusion request, Relationship building or Follow up
Pick a tone: Professional, Friendly, Casual or Formal
Add Custom instructions (optional), such as the guide you want linked
Click Generate Email with AI
Read the subject and body it writes, and edit them before you send
Credit cost: 1 credit per generated email.
Button | What happens |
|---|---|
Send now | The email is queued and goes out from your Gmail |
Schedule | Pick a date and time, or a quick pick: Tomorrow 9 AM, In 3 days or Next week |
Save draft | Keeps it without sending, to finish later |
Sending costs no credits.
Status | Meaning |
|---|---|
Draft | Saved, not sent |
Scheduled | Waiting for its time; Overdue if the time passed and it has not gone out yet |
Sent | Sent from your Gmail |
Opened | The recipient opened it (HTML emails only) |
Replied | The recipient answered |
Bounced | The recipient's mail server refused it |
Unsubscribed | The recipient unsubscribed |
Failed | It could not be sent; Rank Prompt retries it and shows how many times it tried |
Tip: Open tracking uses a small invisible image, and some email apps block it, so not every open is counted. Once an agency's white label domain is live, that image loads from the agency's domain.
When someone replies, the email turns Replied, the reply lands in the Email Hub Inbox and you get a notification. When an email bounces, try another contact at the site.
Click an email to open Email details: the whole conversation, your email and every reply.
Reply answers in the same Gmail thread
Open in Gmail opens the thread in Gmail
Edit changes a draft or a scheduled email, including its send time
Send now sends a draft right away
Delete removes a draft, a scheduled email or a failed one (owners only); sent emails are kept
For an email about a cited page, the details also track the backlink:
Verify reads the page to check whether your link is live (1 credit); Re-check checks it again later
Remind me creates a task to check the link in 7 days, 14 days, 30 days or on a date you pick
In the email tables you can also select drafts, scheduled and failed emails and delete them together.
Personalize: mention their page, say why your link helps their readers, show you read it
Keep it short: lead with what you offer, ask for one thing, end with a clear next step
Follow up once or twice: wait about a week, keep it brief and refer to your first email
Watch what works: compare open and reply rates, and the backlinks you win, then improve your wording
For more than a handful of pages, a campaign with a sequence sends the follow-ups for you. See Campaigns and sequences.
Email [email protected] and I'll help.
