Troubleshooting A-Z

Who this is for: anyone who sees an error, a red line or a campaign that does not do what they expected.

Messages in italics are the exact words the app shows. Most problems also appear in the bell, on the dashboard under Needs attention, and in the campaign’s Activity log; switch on Show technical details there for the raw error from your mail server or AI provider.

Quick diagnosis

A-Z

A sending account could not send. Emails to it are waiting. A mailbox rejected the send. Open the bell row for the server’s message, then Check sending account. Common causes: wrong password, app password expired, provider limit reached. Fix it, then click Send test in Settings > Sending accounts.

A reply inbox could not be checked, so new replies may be missing. The app could not sign in to the reply mailbox. Click Check reply inbox, fix the details and save. Replies are picked up on the next check.

Already checking for replies. A check is already running. Wait a minute; the list refreshes by itself.

Attachments can be up to 10 MB in total. / You can attach up to 5 files. Inbox replies allow 5 files and 10 MB in total. Send a link instead, or split the reply.

Background processing has stopped. Nothing is written or sent until it runs again. Background processing is running late, so emails may go out later than planned. The servers that write and send are delayed. Nothing is lost; work resumes when they catch up. If it lasts, contact Swift Support.

Cannot be changed while the campaign is paused. Only the sending rules can change while paused. Leads, AI choice and Send from are fixed after the start. Duplicate the campaign to change them.

Choose an existing lead list. / The list has no leads. Pick a list that shows Ready and has at least one lead.

Choose at least one result, or this campaign has no one to email. Under Email verification on step 4, tick at least one result (for example Valid).

Connect your AI key or top up Swift Pilot credit to write emails. There is no way for the AI to write. Add an AI connection in Settings > AI connections, or buy Swift Pilot credit.

Could not write the preview. Try again. The preview call failed. Click Try again. If it keeps failing, test the AI connection in Settings > AI connections.

Daily limit reached. / Daily send limit reached; sending resumes tomorrow. Normal. The campaign sent its daily limit and continues the next sending day. Raise Daily sending limit (pause, Edit, step 4) if your accounts can take more.

Daily plan limit reached (N of N emails today). Sending resumes tomorrow, or upgrade for a higher limit. The Free plan sends a fixed number of emails a day across the account. Wait for tomorrow or upgrade.

Emails stay Scheduled during the window. Check, in order: is the campaign Running; is today a Send on day in the campaign’s time zone; is now inside Send between; does any sending account show Working with room left today. The activity log says No sending account is available (disabled, in error or none selected). when no account can send.

Invalid address: the lead has no email. The lead has no address. Fix it in the list; the lead is otherwise skipped.

Monthly email limit reached (N of N). Sending resumes next period or after an upgrade. Your plan’s monthly emails are used up. Sending continues on renewal, or upgrade now.

Name is required. Give the campaign a name on step 1.

No AI provider configured (campaign shows Stopped by a problem) The campaign started without any working AI. Connect one (or top up Swift Pilot), then Duplicate the campaign and start the copy.

No eligible leads (campaign shows Stopped by a problem) No lead could be emailed: every lead was skipped, already handled, had no address, or was left out by Email verification. Check the list and the verification choices, then duplicate and start again.

No mailbox connected yet. Connect a reply inbox in Settings > Reply inboxes to see replies.

Not sent count keeps growing Open Scheduled emails, filter Not sent and read the Problem column. Fix the cause, then click Try again on each row. A failed send is retried automatically up to 3 attempts before it shows as Not sent.

Paused automatically: N of M emails bounced… More than 5% of sends bounced. Verify the list, untick Invalid (and consider Risky and Unknown) under Email verification, then resume. See the Deliverability playbook.

Paused automatically: N of M recipients marked your email as spam… Complaints crossed 0.3%. Rewrite the instructions to be shorter and more relevant, tighten the list, then resume.

Pick a date and time. / The scheduled start must be in the future. Choose a future Start on time when scheduling.

Pick the AI connection to use, or choose Automatic. You chose Use one connection without picking one. Pick a connection or switch back to Automatic.

Recipient is on the suppression list. The address bounced, complained, unsubscribed or was added to suppression by hand. It is never emailed. This is by design.

Scheduled start failed. The scheduled campaign could not start, so the schedule was cleared. Open it, fix what the Review step reports, and start or schedule again.

Select at least one sending account. With Choose accounts, tick at least one account.

Sending account name switched off after 5 failures in a row The account failed 5 sends in a row and shows Paused after errors. Fix the mailbox, then in Settings > Sending accounts click Reset health, switch the account back on and click Send test.

Sending is paused because the account is restricted. Update billing to resume. A payment failed and the grace period ended. Open Plan and billing.

Sign-in failed for account The mailbox password or app password is wrong. The account is marked Not working and other accounts take its emails. Update the password.

Subject instructions are required. / Add instructions for the email. Fill in step 2 and step 3 before starting.

The campaign is stopped. (when approving) Emails can only be approved while the campaign is running or paused. Restart the campaign to approve them.

The end time must be after the start time (no overnight window). The window must start and end on the same day. For overnight sending, use Send at any time of day.

The longest wait must be at least the shortest wait. In Wait between emails, the second number must be equal or higher.

This list has not been verified yet… Every lead counts as Not verified and gets an email. Verify the list first if you want bad addresses left out.

This list is already used by another active or draft campaign. A list can belong to one open campaign. Stop, finish or delete the other campaign, or upload a copy of the list.

Your AI provider is returning errors, so emails cannot be written. Your AI key is invalid, out of credit at the provider, or rate limited. Click Check AI settings and test the connection. Busy-provider errors are retried by themselves.

Your Swift Pilot credit has run out. Top up in Settings > AI connection, or connect your own AI key. Writing is paused, not failed. Leads are retried about every 10 minutes and continue as soon as credit or a key is added.

Still stuck

Open Swift Support in the sidebar. Include the campaign name and the line from the Activity log with Show technical details on.

Next step

Glossary of every term in the app.