A drop emails one template to the people you pick, and to everyone on any lists you add, from your own Gmail, and gives each person their own link to the document or project it shares. You see who opened it, person by person. Drops live on the Drops tab of Outreach, under Active, Sent and Archived. An agent may call a drop a campaign, its name in the API; it is the same thing.
What a drop is
A drop is two choices put together:
- one template, the email everyone gets, filled in for each person, with the documents it shares;
- its people: anyone you pick yourself, plus everyone on any lists you add.
A drop shares its template's documents: there is no document to pick on the drop. To share something else, change the template's documents. A template without documents of its own asks under Link to, in New drop, for the one document or project each person's link opens. If a drop has nothing to share, Send is turned off and the drop's page says "This template has no documents. Add one to the template", with a link to it. A drop made before this keeps the document or project it already shared, shown as Shared: under its template, and it cannot be changed.
Each person gets their own share link to each document, labelled with their name, so their visits add up on that link and on their contact page. When you click Send, the people, the Cc and the template are fixed: someone you pick or add to a list afterwards is not emailed, and a later edit to the template does not change what goes out. The drop uses the template version it had at that moment.
A drop can go to just one person, with no list at all. To change the words of one email by hand before it goes, use a single email instead, under Drops › Single emails. See Email one person.
Who can send
Drops are on Pro and up, and every email goes from your own connected Gmail. Every member of the workspace except viewers can make one. The person a drop belongs to is its sender: the emails go from their Gmail. Roles are explained in Teams and workspaces.
Make a drop
Click New drop on the Drops tab. Choose the template and who it goes to. Under People, type a name or an email address to pick from your contacts, type the address of someone new, or paste several addresses at once (separated by commas or new lines; Ada Lovelace <ada@example.com> names them). Someone new becomes a contact when you create the drop. Under Add a list, add any lists you like; lists are optional, and one person is enough. Each person gets one email, even if you picked them and they are on a list too. Each picker shows your latest few and searches as you type. You can file a drop under projects and tag it, and choose Private (the default) or Team. If the template or any of the lists is private, the drop is private too; people you pick yourself never make it private. A list's own page has New drop to this list, which starts one with that list already chosen.
The drop's page
At the top, From says which Gmail address the emails go from, with Cc under it (below). When you are the sender, before Send and while it sends, the right of that card shows how much room your Gmail has, for example "38 of 50 Gmail sends left in the last 24 hours · one at a time, about 20 seconds apart". After Send, From shows the address the emails went from and how the drop is doing: "· sending now" while emails are going out, "· waiting on you" when the only people left are under Needs you, and, once it is done, the days it went, such as "· sent Oct 24 and 25".
Under it is the recipients table. Beside it (below it on a phone) are the drop's settings:
- Template: its name and version, with Open to go to it, and its details: subject, format, documents (a chip for each; each person gets their own link to each), images, the tags it uses, and when it was last edited and by whom. Before Send, Use another template switches it. After Send, these are the details of the version that was sent.
- People: the people you picked yourself, with a way to add more, by name, address or a pasted list.
- Lists: the lists it goes to, with Add a list by name.
- Filed under: the projects it is filed under.
- Tags: its workspace tags.
Until you send it, you can change anything: add or take off people and lists, or switch the template. A drop always keeps at least one person or list. The recipients table shows each person as Ready, with where they came from, "added directly" or the list's name, next to their name. Someone you delete from your contacts before then comes off the drop. After Send, the template, people, lists and Cc are fixed; you can still file it under projects and change its tags.
Copy someone on every email (Cc)
A drop can copy up to 5 addresses on every person's email, for example a partner who wants to see what went out. Add them under Cc on the drop's page, just below From, any time before you send; separate them with commas.
People on Cc get the same email, with each person's own link, so their opens count as that person's. If the template fills in the link password, they see the password too. The drop's page says this wherever you edit Cc, and Send names the copied addresses before you confirm.
A copied address is never the person an email goes to: if someone on Cc is also on your lists, their own email simply goes without the copy. It is never your own sending address either. Send fixes the Cc along with the people, and dry runs are never copied. Each copied address counts toward your Gmail's 50 in 24 hours, the way Gmail counts it.
How many people
One drop goes to at most 100 people, counting the people you picked and everyone on its lists, each once. If they add up to more, the drop says so: take some people or a list off, or make two drops. A workspace can hold up to 200 drops.
Send for real
Send always asks first: "Send to N people for real?" Nothing goes until you confirm.
Then LinkDrop sends one email at a time, about 20 seconds apart, from your Gmail, so it reads like mail you wrote yourself. Your Gmail sends at most 50 emails through LinkDrop in any 24 hours, counted across all your workspaces and your single emails, since it is one mailbox. Past that, the drop waits and the rest go out as soon as the 24 hours allow, usually the next day. You don't need to do anything. There is no Pause: a drop keeps going until everyone has their email, or until something stops it (below).
Try it first with a dry run
Send dry run sends one person's email to your own Gmail, exactly as they would get it, with "[Dry run]" in the subject, or, to people on a dry-run list, each their own copy with their real link password. It changes nobody's status and emails none of the drop's people. A dry run counts toward your 50 a day, and you can send yourself up to 25 dry runs a day.
Each person's status
Before Send everyone is Ready. After it, each person moves through:
- Waiting, with a small spinner: in line for their turn;
- Sending…: their email is going to Gmail now;
- Sent, with a green check and the time it went: it is in your Gmail's Sent folder;
- Needs you: LinkDrop could not confirm it went (below);
- Failed: it did not go, and the reason says what to fix.
Needs you
Sometimes Gmail does not answer in time, so LinkDrop cannot tell whether an email went. It never sends it a second time by itself. The person's row says Couldn't confirm it went; choose Details to see what happened, in plain words with the technical detail under it (such as "The connection to Gmail was lost before Gmail answered."), and who it was to, from, its subject and when it was tried. Check that Gmail's Sent folder for the subject, then choose It went: mark it sent if it is there, or It didn't: send it again if it is not. Only the sender, or a workspace owner or admin, can answer, and never an agent.
When Gmail can't be reached
If LinkDrop could not reach Gmail at all, so the email certainly never left, it waits and tries again by itself: after about 30 seconds, 2 minutes and 10 minutes. The person shows Waiting meanwhile. If Gmail still can't be reached, they show Failed with "Couldn't reach Gmail; nothing was sent", and Retry failed sends it when you are ready. When Gmail may already have the email, LinkDrop never tries again by itself: that is Needs you, above.
Failed
A failed person shows why in a few words, such as a deleted image in the template or a link that could not be made; Details shows what happened in full, with Gmail's error when there was one. Fix what it says, then Fix and retry sends to that person again, or Retry failed to everyone who failed. Each asks first, the same way Send does.
When sending stops
The system stops a drop when it can no longer go from the sender's Gmail, and the drop's page says why:
- Gmail is disconnected: reconnect Gmail on Integrations, then Retry failed.
- The sender left the workspace: a workspace owner or admin can Take over. The drop becomes theirs and the rest goes from their own Gmail; it asks again before anything goes.
- The workspace is no longer on a plan that sends with Gmail.
- The agent key that confirmed Send was revoked: Retry failed to send the rest yourself.
- LinkDrop support paused Gmail sending for the workspace: contact support, and once it is back on, Retry failed sends the rest.
Support can suspend a workspace's Gmail sending; emails waiting to go then fail and running drops stop, and nothing restarts on its own when sending resumes. Emails already sent stay sent.
Active, Sent and Archived
A drop is Active until everyone has their email, then Sent. Archive moves it to Archived, and Unarchive brings it back. Duplicate makes a new, unsent drop with the same template, people and lists, filed and tagged the same way, ready to change. Delete drop puts it in Recently deleted for 30 days, where you can restore it; after that it is gone. The emails already sent stay sent.
Links and views
The recipients table's Links column counts each person's links instead of showing them, so a click from here never counts as a view. Before Send it says how many links the email will have, for example "2 · made at Send" for a template that links two documents (or just "Created at Send"): the links are made when you send, or when a dry run needs them. After that it reads, for example, "2 links · 3 readers · opened 2 h ago", or "Not opened yet", and says when a link was switched off, expired or archived.
Click a person's row to open their email as it was sent. Above it are Links, Readers, Last opened (for example "5 minutes ago", or "Not yet") and Downloads, added up over that email's links, and under it each link with its own numbers. Whether someone opened the email itself is not tracked, only their links. How someone read your document stays on the link itself. See Analytics and Share links.
A document's or project's Outreach button, in its header, lists the drops that share it, and its metrics page counts the emails they sent. See Outreach on a document or project.
Agents can send too
A connected agent can create a drop, change it, send a dry run, send it, retry the failed ones, archive, duplicate, delete and restore it. Over MCP, every real send, a drop's Send, Retry failed and Take over ask you in your agent's app, every time, and can never be set to Always allow; a script using an API key must say you confirmed, with the numbers you saw. Dry runs never ask. Each key or signed-in agent can start 5 real sends a day, carrying up to 200 emails. An agent cannot answer Needs you: it gives you the link to the drop instead. See Connect your agent.
In the activity feed
Each step shows in the activity feed under Outreach, for example "started the drop Investors update to 40 people", with who did it and which agent, when one did.
Replies, and people who want no more email
Every email is yours: it goes from your own Gmail, to people you chose. Someone who would rather not hear from you replies and asks, and you stop, the same as with any email you write yourself. Send only to people who expect to hear from you; see Sending responsibly and our Terms of Service.
Who sees a drop
A team drop is seen by everyone in the workspace. A private one is seen only by you; workspace owners and admins don't see it either. All · Mine · Team under the tabs picks which you see, and every drop shows who created it.