Your lead management system stays the place your team works. Cortex Mail listens to it: a new lead gets a welcome email within a minute and starts the right drip, and when a lead taps "I am interested", replies or unsubscribes, the lead in your LMS is updated.
Pick the one your LMS supports. You can use more than one; contacts are matched by email address, so nobody is added twice.
Your LMS sends each new or updated lead to a private Cortex Mail address the moment it is saved. Most LMS and CRM tools can do this in their workflow or automation settings.
If your LMS cannot send webhooks, give Cortex Mail a read-only API key. It checks for new and changed leads every few minutes.
Export leads from your LMS or a spreadsheet and drop the file in. Columns are matched for you, typos are fixed with the List Cleaner rules, and you choose which drip the leads join.
Your workspace gives you a private webhook address and a secret key. Your LMS, or your developer, sends a POST request like this whenever a lead is created or changed:
POST https://<your-cortex-mail-webhook-address>
Content-Type: application/json
X-Cortex-Key: <your-secret-key>
{
"email": "[email protected]",
"first_name": "Asha",
"last_name": "Rao",
"phone": "9876500001",
"country_code": "+91",
"city": "Hyderabad",
"pincode": "500081",
"source": "Meta lead form",
"campaign": "Diwali offer",
"project": "Project A",
"stage": "New",
"owner": "[email protected]",
"consent": { "given": true, "source": "website form", "at": "2026-10-15T10:42:00+05:30" }
}Only email is required. Unknown fields are kept as custom fields you can use in segments and emails.
Swipe the table sideways to see every column.
| Cortex Mail field | Usually called in an LMS | Used for |
|---|---|---|
| email * | Email, Email ID, Primary email | Matching contacts; sending |
| first_name, last_name | Name, Lead name, Full name (split for you) | "Hi Asha" and the interest form |
| phone, country_code | Mobile, Phone, WhatsApp | Pre-filled forms, sales alerts, country segments |
| city, pincode, country | City, Location, Zip | City segments and radius around a pincode |
| source, campaign | Lead source, Sub-source, UTM | Which welcome email and drip to start |
| project, interest | Project, Product, Course, Model | Sending the right content |
| stage, owner | Status, Lead stage, Assigned to | Stopping drips when a lead books; alerting the right person |
| age, gender | Age, Date of birth, Gender | Segments, only when your form collects them |
| consent | Opt-in, Consent, Form name | Proof of where and when the lead agreed |
Where to find the webhook setting in common tools. Menu names change from time to time; your vendor's help pages have the latest steps.
Setup → Automation → Workflow Rules. Create a rule on Leads "On create or edit", add an instant action of type Webhook, and map the fields.
Use Automation with a webhook action on lead creation, or the Webhooks settings in the Settings menu, pointing to your Cortex Mail address.
Build a record-triggered Flow on Lead that makes an HTTP callout, or use an outbound message from a workflow.
A workflow "Send a webhook" action, which is available on some HubSpot plans. If yours does not have it, use a connector such as Zapier or Make.
Use Apps Script or a connector such as Zapier, Make or Pabbly: "new row" → "webhook" with the row's columns.
Ask your developer to send the POST shown above when a lead is saved, and to accept the events below. It is usually under a day of work.
Give Cortex Mail a webhook address in your LMS and it posts these events to it, so your team sees email activity next to each lead.
The lead tapped "I am interested" and confirmed. Includes the campaign and the preferred time to call. Sales can also get an email or WhatsApp alert.
The lead used "Edit your details" to correct a name, phone, city or budget. A changed email is confirmed on the new address first.
The lead replied to an email. The reply text is attached and also forwarded to your team.
The lead clicked a link you marked important, such as the price list or floor plans.
With the reason if they gave one, so your LMS stops other emails to them too.
The address does not work or the lead marked the email as spam. Both are stopped from future sends.
Connect leads who enquired or signed up. Cortex Mail stores the consent source and date with each contact, as India's DPDP Act expects.
Webhook keys are per workspace and sent only over HTTPS. Paste them into your LMS settings, never into emails or chats, and replace them if they leak.
"I am interested" and "Edit your details" links carry a signed, expiring token, so details are shown only to the reader the email was sent to.
Cortex Mail is in early access. Request a place and tell us which LMS you use; we set up the connection, the welcome email and your first drip with you. Meanwhile you can design emails with the free Email Composer and clean exports with the Email List Cleaner.
The lead stays in your LMS for calls and WhatsApp. Cortex Mail only adds leads with an email address and starts emailing them once one is added.
They still get every email. Call and WhatsApp buttons switch to your business number, and the Edit your details button invites them to add their own.
No. Contacts are matched by email address. A repeat enquiry updates the contact and, if you choose, moves it to a different drip instead of starting the same one again.
Cortex Mail records where and when each contact gave consent, honours unsubscribes at once and sends them back to your LMS. You remain responsible for collecting consent on your forms.