EmailFlow OS features: one video, a personalized email for each recipient

One recording, personalized for each recipient

You record one short video with the camera or recorder you already use; EmailFlow OS has no recorder of its own. Upload one final, trimmed clip as MP4, MOV, WEBM, AVI, M4V or MKV, up to 300 MB; the in-app guide recommends a maximum of 2 minutes. Our team turns it into your personalized video campaign and gives you the ID to use in your campaigns.

In each personalized video you appear in a round cut-out in front of a background. The recipient’s website is embedded automatically for every recipient; you can add your own website, other pages, a graphic or a case study, and describe which background appears when.

The video guide in the app covers framing, light and sound, and suggests a five-part script, from a personal opener to an easy close.

Your own video, the same for every recipient

Not every campaign needs a personalized video. In the video library you store a finished video file (MP4, MOV or WEBM, up to 300 MB) or a link to a video hosted elsewhere, a Loom recording for instance. It goes into each email as a clickable preview image; without one, EmailFlow OS builds a plain card, never a broken image. Emails without a personalized video cost 0.1 credit each.

An individual email for each recipient, written by AI

For each recipient, AI writes a subject line, a preview text and the email itself. It works from your campaign goal, your persona, the tone you choose (6 tones, from professional to casual) and an optional reference email for your style, plus that recipient’s data from your list, such as name, company, website address and columns of your own.

Emails are written in one of 12 languages: English, German, French, Spanish, Italian, Dutch, Polish, Portuguese, Swedish, Danish, Chinese and Japanese.

Unless you switch on automatic sending after the video, every email waits with the status “Ready to Send”: you read it exactly as the recipient will see it and can edit the subject, preview text and text. Prefer your own words? A template with variables fills in each recipient’s details without AI.

Sending through your own Brevo account and domain

You connect your Brevo account with its API key in the settings. EmailFlow OS checks the key with Brevo and stores it encrypted.

Each campaign sends from a sender you pick from the verified senders of your Brevo account, under your sender name, with a reply-to address of your choice. Replies go straight to that address.

Every send needs a sender that is verified in your Brevo account; sending from the campaign page also checks that your account is connected and has an active sender and a verified domain. EmailFlow OS never sends from a shared platform address.

Import your prospect list as CSV or Excel

Upload a .csv, .xlsx or .xls file of up to 10 MB; it needs a column with email addresses. In AI campaigns, common column names such as first name, company or website are recognized automatically; in template campaigns only the email column is. On the mapping page you assign columns to first name, last name, company, website and phone, or keep them as variables of your own.

An address can be in only one campaign of your account at a time, and addresses on your block list are not imported. A report shows each rejected row and the reason.

Before every import you confirm that you have a valid legal basis for contacting the imported recipients.

A test email first, then daily batches

Before a campaign can send, you send a test email, marked [TEST]: your first recipient’s email, or a sample if none has been written yet. Then you confirm that you have reviewed it; a new test email resets that confirmation.

Then you choose a start date, a time and how many emails go out per day (1 to 500, 50 by default). EmailFlow OS plans one batch per day in the time zone of your account.

The same address never receives two emails from your account within 24 hours, across all campaigns. The “Stop sending” button ends all automatic sending of a campaign.

Video preview, video page and booking link

For a personalized video, the email shows the recipient’s own thumbnail, and a click opens the video page with your booking link next to the video. Your own video from the library appears with the preview image you uploaded.

If you add your booking link to a campaign, it appears in every email as a tracked link, and you can have EmailFlow OS email you when a recipient clicks it.

Below the text come your name, as text or as a handwritten-style image, and an optional photo or logo. A PDF of up to 7 MB can be attached to every email of a campaign; it does not change the credit cost.

Tracking of opens, clicks, video views and bookings

EmailFlow OS records delivery, opens, clicks, bounces, spam reports and unsubscribes from Brevo; whether a recipient opened, started and finished the personalized video; clicks on your booking link; and sign-ups through your contact form.

Except on phones and tablets, opens and clicks within 15 seconds of sending and booking clicks within 60 seconds are not counted, nor are hits from known link scanners, so automated checks do not inflate your numbers.

You see the numbers for each campaign, for each recipient and on the analytics page, and you can filter recipients by what they did: opened, clicked, watched the video to the end, clicked the booking link, or no interaction for a number of days.

Contact forms and landing pages

Each campaign can link to a public contact form: a compact form or a landing page with your logo, headline, colors and references. Forms are available in 12 languages, and every sign-up appears under “Leads won”, linked to the recipient when the address matches.

Unsubscribe link and company details in every email

Every email ends with a footer: your company details from the settings, a notice of the right to object and an unsubscribe link. Your own footer text can replace the company details and the notice, never the unsubscribe link. The footer is available in 12 languages.

Enter your complete company details, including your postal address, in the settings: the footer shows only what you enter there.

Unsubscribes, spam reports and addresses you block go onto your account’s block list and are excluded from every send.

EmailFlow OS is built for outreach to U.S. business contacts. You are responsible for whom you contact.

Team access without a per-seat price

Invite colleagues to your account as Owner or Admin. Admins manage campaigns, leads and sending, but not the subscription or payment settings; owners can also manage the team. Plans differ only in credits, so more team members do not change the price.

What EmailFlow OS does not do

• It has no video recorder of its own: you record with any tool and upload the clip.
• It never sends through a shared platform address, and it does not run campaigns on your behalf: you decide whom you contact and when.
• It does not track replies; they go to your reply-to address.
• Automatic follow-up sequences are in development and not available to customers yet.
• It is not a tool for mass mailings to subscribers.