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Users and inboxes

An inbox is a user’s connected email or LinkedIn account. It is the real account Swan uses to send messages and receive replies. A user can own multiple inboxes, and each inbox is exactly one channel: your email and your LinkedIn are two separate inboxes. Each has its own sending limits, writing instructions, and connection state. A sequence uses one inbox per channel, and the two don’t have to belong to the same person: email steps can go out from your inbox while LinkedIn steps go out from a teammate’s. For example, one sequence can email from a teammate’s email inbox and send LinkedIn messages from your LinkedIn inbox. Select those two inboxes for the sequence; they remain separate accounts, each owned by its user.

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Connecting an account

Connect an account from the Email or LinkedIn integration card at agent.getswan.com/tools — the full roster of already-connected inboxes lives on Inboxes. Each connection is its own inbox: connecting an email account creates an email inbox, connecting LinkedIn creates a LinkedIn inbox, and the two are never merged into one account, even for the same person. Connect as many of each as you need. Swan connects email and LinkedIn through Unipile, a third-party connection provider, using a hosted authentication flow. When you connect an inbox, you’re redirected to Unipile’s own login page for that provider — Swan never sees or stores your mailbox or LinkedIn password. Supported connections:
  • Email: Gmail and Outlook via OAuth, or any other provider via IMAP.
  • LinkedIn: your personal LinkedIn account (not a LinkedIn company page).
Right after you connect, Swan reads up to 1,000 messages you sent from that account before connecting, in the background. It keeps up to 20 of your best as writing examples and, if the inbox has no writing instructions yet, drafts them (see writing and personalization). Nothing is sent, and a reconnect doesn’t repeat it. A Gmail “send mail as” alias isn’t supported as a way to send from a different address — if an alias has its own login credentials, connect it as its own separate inbox instead.

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Per-inbox settings

Each connected inbox has its own configuration, independent of other inboxes in your org. For signatures, writing instructions, and CC/BCC, open Tools → Email or LinkedIn → Configuration, then open the inbox’s actions menu. Sequence availability and daily limits are managed separately, as described below:
  • Signature — for Gmail and Outlook, Swan pulls your existing signature at connection time; you can edit it afterward.
  • Inbox-specific writing instructions — style and tone guidance the agent follows only when writing from this inbox. If the inbox has none when you connect it, Swan drafts them from messages you sent before connecting. Once a day, Swan also adds habits that show up in two or more of your edits to its drafts. You can edit them here or ask Swan in chat to update them. See writing and personalization.
  • CC / BCC — addresses automatically copied on outbound emails from this inbox (email inboxes only). These are merged with any org-level CC/BCC you’ve configured (both apply together, deduplicated), except that the recipient’s own address is never added as a CC or BCC.
  • Available for sequences — a toggle on the Inboxes page. Turning it off keeps the inbox connected but stops Swan from picking it for new sequences.
  • Daily sending limit — how many emails (email inbox) or LinkedIn messages (LinkedIn inbox) go out per day. There’s no settings screen for this: ask Swan in chat to raise or lower it. A limit can’t go above its channel’s ceiling, and connection-request limits are fixed. See sending limits for the numbers.
  • HubSpot owner — the HubSpot user credited for the activities Swan logs from this inbox. Swan matches it automatically; to change it, use Activity owners in the HubSpot card’s Configuration tab. See HubSpot.

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Disconnecting and reconnecting

If an inbox is disconnected (by you, or because the connection dropped), active contacts in sequences that use only that channel are paused. A sequence that mixes email and LinkedIn keeps running on the other connected inbox and skips steps that need the disconnected one. Reconnect from Tools → Email or LinkedIn → Configuration. The Inboxes page also has a “Manage in Tools” link. From an inbox’s menu there, owners can disconnect their own inboxes and admins can disconnect teammates’ inboxes, including removing inboxes that are already disconnected. Reconnecting the same account resumes contacts paused because it disconnected; it does not replay steps a mixed-channel sequence has already skipped. One more thing to know: connected accounts are also disconnected automatically when your subscription lapses. Swan pays a per-account fee for every connected inbox, so accounts on an inactive subscription — an expired trial that wasn’t upgraded, or a cancelled plan past its grace period — are disconnected rather than kept live. Nothing is lost: when you re-subscribe and reconnect the account, paused contacts resume the same way they do after any reconnect.

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Common questions

Can I have more than one inbox per person, or multiple LinkedIn accounts? Yes — connect as many email and LinkedIn accounts as you need; each one is its own inbox. A sequence uses at most one email inbox and one LinkedIn inbox, so to send from several email addresses you run separate sequences, one per inbox. Can a sequence send email from one person and LinkedIn from another? Yes. Inboxes are chosen per channel, so a sequence can use your email inbox for its email steps and a teammate’s LinkedIn inbox for its connection requests and messages. Tell Swan which inboxes to use when you ask for the sequence, or it picks from the inboxes marked available for sequences. Why do I see my name twice on the Inboxes page? Because your email and your LinkedIn are separate inboxes. Accounts connected before September 2026 that carried both channels were split into an email inbox and a LinkedIn inbox with the same name; running sequences kept their inboxes and nothing else changed. Can I change an inbox’s daily sending limit? Yes, for emails per day and LinkedIn messages per day — ask Swan in chat. The limit can’t exceed the channel’s ceiling. Connection-request limits are fixed. See sending limits. What does Swan do with my inbox when I connect it? It reads messages you sent before connecting to learn how you write: up to 20 become examples, and if the inbox has no writing instructions, Swan drafts them and marks them as drafted. It doesn’t send anything or overwrite instructions you already have. Does disconnecting an inbox delete my sequence history? No. It pauses single-channel sequences and lets mixed-channel sequences continue on the other connected inbox; it doesn’t delete sequences, messages, or history. Why does my inbox show the wrong display name? Swan pulls the name shown for an inbox from your email or LinkedIn account at the time you connected it. If it’s wrong, reconnecting after updating your name on the provider side will refresh it. Can I set a CC/BCC for the whole org instead of per inbox? Yes — set it from the Outreach integration card’s Configuration tab at agent.getswan.com/tools. Org-level CC/BCC applies across all inboxes and is combined with anything set on the individual inbox. Do I need to reconnect if my LinkedIn or email password changes? Only if the provider invalidates the existing session as a result — Swan relies on Unipile’s stored session, not your live password, so routine password changes don’t always require reconnecting.