Email: sending and tracking

Start an email from a contact or an email task in Tasks. Review the recipient, subject, message, and signature before sending. Use the existing conversation when you are replying so the context stays together.

Connect your work email in Settings → Integrations, and review your signature in Settings → Emails. Follow Connect your tools if the sending account is not ready.

Use Snippets to insert reusable content, then review the final message and any personalized variables. Add your scheduling link when inviting the recipient to choose a meeting time.

Select Send to send the message now, or open the menu beside it to choose when it should go out.

If a To or Bcc recipient, or the contact the email is linked to, has opted out of email, Athean asks Are you sure? before sending. Select Send anyway only if the message is not promotional or you have their explicit permission to email them; your confirmation is recorded. Cancel sends nothing and keeps your draft. If you already confirmed when starting the email from the contact, you are not asked again. An opted-out Cc recipient is removed from the email instead. Scheduled and automated emails cannot override an opt-out, including when you use Send now on a scheduled email.

Athean does not send an email or LinkedIn message that contains an Internal source link from your knowledge corpus or a link to a page inside Athean. Remove the link and send again.

A scheduled email is a one-off message. It keeps its recipients, including Cc and Bcc, its attachments, and any Remind me to follow up reminder. You can schedule one for a contact who is already in a sequence; it does not enroll them or change their sequence.

1. Open the menu beside Send and select Send later.
2. Choose a suggested time, or use Select date & time for a specific date and time.
3. Check whether the time uses Contact local time zone or User local time zone. Contact time uses the timezone available for the contact; if it is unavailable, scheduling falls back to your browser's timezone.
4. Choose Send if no reply to cancel the email if a new email arrives from a recipient before it sends, or Send anyway to send it regardless.
5. For a custom date and time, select Schedule. Check the confirmation, then find the Scheduled email card in the contact's activity feed.

The confirmed send time can move if your daily sending limit has been reached. To change or stop the email before it goes out, see Edit, reschedule, or stop a pending send.

When you are working on a sequence's manual email task, Send later schedules that task's email as part of the sequence instead. Attachments are not supported for these emails yet: remove the attachment before scheduling, or send the email now.

To change a one-off scheduled email, open the contact's activity feed, find its Scheduled email card, and select View scheduled email. The email is also listed in Recent activity on the account and contact pages. To see everything scheduled for a day, open Active sequences, expand Scheduled load, select the day, and check One-off emails.

The page shows the email's status and send time in your local timezone. Edit the message if needed, then choose an action:

• Save: keep your changes and the current send time.
• Reschedule: choose a new send time from the menu beside Save.
• Send now: send the email immediately, from the same menu.
• Discard changes: return to the saved version.
• Cancel email: stop the send. A canceled email cannot be scheduled again.

Open Delivery settings to control when the email may still go out. Turn on Delivery deadline and choose a date and time to skip the email if it cannot be sent before then; without a deadline, it waits for available sending capacity. Cancel on incoming email cancels the email if a new email arrives from a recipient before it sends; choosing Send if no reply turns it on. Select Save settings to apply your changes.

You can change your own scheduled emails. To change a teammate's, you need Manage sequences on behalf of that teammate; see Let someone act on behalf of a teammate. Sent and canceled emails are read-only, and View sent email opens a sent message. An email that misses its deadline is canceled, and the page shows why.

Change an email scheduled in a sequence

An email scheduled by a sequence, or from a sequence's email task, is part of that sequence. Use Show beside the upcoming follow-ups in the contact's activity feed to find it, then open it to Save changes, Reschedule it, or Send now. Rescheduling is available for the active scheduled step when you have permission to change it. The current send time is displayed in your local timezone.

To stop a sequence's pending send, select Pause in the contact's upcoming follow-up bar. This pauses the contact's active sequence and cancels its pending scheduled actions, so review that context before pausing; resuming can schedule the pending work again. Pausing a sequence does not cancel a one-off scheduled email.

If the message has already been sent, changing the schedule or pausing the sequence cannot recall it. Check the latest activity before taking another action.

In Chat, you can ask Athean to draft an email to a contact or to schedule one for a specific time, including for a contact who is already in a sequence. The email is a one-off message: it does not enroll the contact or change their sequence. It opens beside the conversation and is listed under Conversation items.

1. Check the status at the top. A draft shows Draft · Not scheduled; nothing is queued until you schedule or send it.
2. Review the recipients, subject, message, and signature, and edit them if needed. Save keeps a draft unscheduled.
3. Open the menu beside Save. Select Schedule to choose a send time, or Send now to send the email immediately.

An email Athean schedules goes out at the time shown unless you change it, so review it when it opens. Select Cancel email if it should not be sent. A scheduled email also appears in the contact's activity feed, and you can change it like any other scheduled email, including its Delivery settings. To find a draft again, open its conversation and select it under Conversation items.

Scheduling and sending require the sending user's connected email account; a draft does not. Drafting or scheduling an email from a teammate's account requires Start sequences on behalf of that teammate, and changing, sending, or canceling it requires Manage sequences on behalf of them. See Let someone act on behalf of a teammate.

Open Settings → Emails, turn on Email tracking, and save your settings. Enable it before sending the messages you want to track.

To include messages sent directly from Gmail, use the Install extension option shown in these settings or follow Set up the Chrome extension. When connected, the page shows Gmail emails included via extension. This is an additional connection to check if emails sent in Gmail are missing tracking activity.

Follow Use Athean in Gmail for Gmail's tracking toggle and open indicators, plus snippets, no-reply reminders, and contact context beside your conversation.

Open a sent email in the contact's activity feed or activity detail. Its open count shows recorded engagement; hover over the count for the event times and detected device type. No opens yet means no countable open has been recorded for that tracked message. Not tracked means the message has no tracking data.

Athean filters known automated image loads, scanners, and in-app previews from open counts. A human reply can also establish an inferred open when no measured open was recorded; this does not provide an exact read time. Open tracking relies on email-client behavior, so treat it as an indication of engagement, not proof that a particular person read the message. No recorded open does not establish that the email was unread.

Use replies, conversation history, and open activity together to choose the next Task. For aggregate results and the difference between an open count and an open rate, see Analyze sequence performance.