What is Bulk Email in CX?
Bulk Email lets you send one email template to many clients or plans at once — annual notices, census reminders, fee disclosures, firm announcements, and more. Stax.ai CX fills in each client's data fields automatically, so every recipient gets a personalized message. Before you send your first bulk email, you need to set up how CX sends email on your behalf.
How sending works
CX does not send bulk emails from a generic marketing address. Emails go out through your firm's own email, in one of three ways:
A connected mailbox — each user connects their Outlook or Gmail account, and emails send from that user's address.
SMTP — an admin connects your firm's SMTP server once, and it's used for the whole team.
Mailgun — by linking your domain to CX, you will be able to send high volume bulk emails using dedicated email batches. This is the recommended approach to ensure domain authority and comply with anti-spam regulations, and it adds deliverability reporting on your sends.
Important: Bulk emails never send from a Stax.ai address. Set up at least one of the methods above before your first bulk send, and keep it connected so clients always see messages from your firm. CX shows a reconnect notice if a connection fails.
Connect your email (Outlook or Gmail)
Each user connects their own mailbox. You can do this from the Inbox or from your account settings.
Click Inbox in the left sidebar. If your email isn't connected yet, the connect screen appears.
Click the Outlook or Gmail logo.
Sign in with your work email credentials.
Approve the requested permissions. You return to CX and your inbox begins syncing.
You can also connect from Settings > My Account > Email Connection — select Outlook or Gmail there.
Note: If your firm uses Google Workspace, extra setup steps inside Google may be needed. Contact our support team and we'll help you get connected.
Connect SMTP (admin only)
If your firm prefers to send through its own mail server, an admin can set up SMTP for the whole team.
Click Settings in the left sidebar, then open the Integrations tab.
Under Add Integration, click the SMTP tile. The Connect SMTP window opens.
Enter your Host and Port. Your email provider or IT team can give you these.
Choose an Authentication Method. Leave it on Automatic unless your provider says otherwise.
Enter the Username and Password for the sending account.
Click Save. SMTP is now set up for your team.
Set your system email defaults (admin only)
Some emails aren't sent by a specific person — for example, scheduled or automated messages. Two settings control who those come from. Both live in Settings > Advanced, under System Email Defaults:
Default Role to Send From — CX sends from the user assigned to this role on each client. This keeps automated emails personal: each client hears from their own administrator.
Fallback Email Address — used when the email isn't sent by a specific user and no default role is set.
Click Settings in the left sidebar, then open the Advanced tab.
Scroll to System Email Defaults.
Select a role under Default Role to Send From.
Enter a Fallback Email Address.
You're all set! Once your email is connected, you can build a template and send your first bulk email.
Tips
Ask every user who will send or schedule bulk emails to connect their mailbox first. CX shows a reconnect banner if a connection fails.
Sending in bulk requires template permissions. If you don't see Emails under Library, ask your administrator to update your permission group.
Related articles
Creating Email Templates — build the message you'll send in bulk
Sending Bulk Emails — pick recipients and send or schedule
Reporting on Bulk Emails — see what was sent and what needs attention
Troubleshooting Bulk Emails — fix common sending issues