- Topics are the consent layer: they define what a subscriber agrees to receive.
- Segments are the targeting layer: they define who receives a campaign.
- Campaigns combine the two: you send content to a topic, optionally narrowed by a segment.
1. Create your account and workspace
Sign up
Register with your email and password, or Continue with Google. New accounts start with a 14-day free trial. Verify your email with the code Railmail sends you.
2. Set up your sending domain
Before you send real email, connect a sending domain so messages are authenticated and land in the inbox.Choose a domain
In Settings → Domain, use your own custom domain (recommended) or start on a system domain (
your-workspace.railmail.com) that carries Railmail branding.Add DNS records
Railmail shows the SPF, DKIM and DMARC records to add at your DNS provider. Copy each record’s name and value, add them, then click Verify DNS.
You can explore the app and build drafts before this is done, but a verified domain is required for good deliverability. See Sending domain for the full walkthrough.
3. Create a topic
A topic is a subscription category your subscribers see in their preference center, for example Product updates or Weekly newsletter. Create it first: every subscriber you add must join at least one topic.Add a topic
In Topics, click Add topic. Give it a name (what the subscriber sees), a description of what they’ll receive, and an expected frequency.
4. Add subscribers
With a topic in place, bring your audience into Railmail.Add one, or import many
In Subscribers, click Add subscriber for a single contact, or import a CSV and map its columns to fields.
5. (Optional) Narrow your audience with a segment
If you want to send to a slice of a topic rather than everyone, create a segment.- Dynamic segments update automatically from rules (e.g. joined in the last 30 days).
- Static segments are lists you manage by hand.
6. Build and send your first campaign
Start a campaign
In Campaigns, click New campaign and choose a mode: the Editor (Notion-style blocks, full control) or Assistant chat (the assistant guides content creation).
Set the essentials
In Campaign Settings, fill in the name, choose the Topic (required, one or more) and an optional Segment, then write the subject and preview text. The recipient count updates live as you choose your audience.
Preview and test
Use Live Preview (desktop / tablet / mobile) and Send test to email a sample copy to yourself. Save the campaign first if prompted.
Pass the pre-send analysis
When you choose Send or Schedule, Railmail runs a Pre-Send Analysis: deliverability checks (spam score, unsubscribe link, verified domain, recipient count and more) plus an assistant review. Critical issues block the send and must be fixed; warnings let you continue with Send anyway.
7. Read the report
After sending, open the campaign’s report. You’ll see delivery and bounce metrics, engagement, negative signals (unsubscribes, complaints), a timeline, and an assistant report summarizing what worked and what to improve.Open and click tracking may not be connected yet in your project. When that’s the case, the report says so and still shows delivery and bounce data. See Reports.
Where to go next
Automations
Send emails automatically when someone subscribes, enters a segment, or on a schedule.
AI credits & plans
Understand what consumes AI credits and how plans and limits work.
Team & roles
Invite teammates and manage their access.
API reference
Do everything above programmatically over the REST API.