Setting Up a Single Mailbox for Multiple Contacts in Instantly

Noor M. · 2025-11-17T23:42:13.946Z

Hi all, need help If a company has 2–3 contacts, how can I ensure that only one specific mailbox in Instantly is used to email all contacts from that same company? Basically, I want to avoid multiple mailboxes reaching out to different contacts within the same company. Is there a way to set this up on the Clay side? Because I confirmed on instantly side it's not possible. We can only limit how many emails are sent to a company per day.

Setting Up a Single Mailbox for Multiple Contacts in Instantly | Clay

Clay Support
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Clay doesn't have a built-in feature to assign a specific Instantly mailbox per company, but you can use conditional runs to control which contacts are pushed to Instantly. Set up a column in your Clay table to flag the primary contact for each company, then use a conditional formula in the Instantly enrichment so only that flagged contact is added to the campaign. This way, only one contact per company is sent from the chosen mailbox, helping you avoid multiple mailboxes reaching out to the same company. [1] [2] [3]
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Noor M.
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Yes I understand and I agree but this will probably limit our outreach For eg we want to reach out to decision makers right So both CEO and Head of Marketing are relevant We don't want to chose only one
Clay Support
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Clay doesn't have a built-in feature to assign a specific Instantly mailbox per company for all contacts. You can use conditional formulas to control which contacts are pushed to Instantly, but this typically limits you to one contact per company. There isn’t a native way to ensure that multiple contacts from the same company are always emailed from the same specific mailbox in Instantly using Clay alone. [1]
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Hunain F.
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Hello, on clay’s side there isn’t a built in feature to assign a specific mailbox per company. the usual approach is to manage this in your workflow either by tagging contacts per company and filtering them before sending or by using a custom script to ensure all contacts from the same company go through the same mailbox since Instantly can’t handle it either a workflow level solution is the best workaround.
Clay Support
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Clay doesn't have a built-in feature to assign a specific Instantly mailbox per company for all contacts. You can use conditional runs in your workflow to control which contacts are pushed to Instantly, but this typically limits you to one contact per company. There isn’t a native way to ensure that multiple contacts from the same company are always emailed from the same specific mailbox in Instantly using Clay alone. [1] [2]
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Noor M.
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Ya I understand there isn't a built in feature I am trying to understand if there is a workaround with custom logic that can be done on clay side to ensure this
Clay Support
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There isn’t a built-in feature for this, but you can use conditional runs and custom logic in Clay to help. For example, you could:
Add a column to assign a specific mailbox to each company.
Use conditional runs so that only contacts from a company with a matching mailbox assignment are pushed to Instantly.
This setup requires you to manage the mailbox assignment logic in your Clay table, ensuring all contacts from the same company are routed through the same mailbox.
This approach relies on your workflow and table structure, but it’s possible to implement with Clay’s programmable logic features. [1]
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Noor M.
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I am a bit confused on how to implement on clay side Hunain F. can you share a bit more details
Clay Support
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You can set up a workaround in Clay by adding a column to your table that assigns a specific mailbox to each company. Then, use conditional runs so that only contacts whose assigned mailbox matches the desired mailbox are pushed to Instantly. This way, all contacts from the same company will be routed through the same mailbox, as determined by your assignment logic in Clay. This approach relies on programmable logic and conditional formulas in your workflow [1] .
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Noor M.
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For this use case How should I structure by campaigns on instantly The initial structure was by Region (APAC, LATAM, EMEA) Should I create campaigns based on Region+ BDR? Eg: APAC - BDR 1 APAC - BDR 2 EMEA - BDR 1 Will this work?

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