Overview
The capacity utilization view allows you as a sales leader or admin to review how outbound email sending capacity is distributed and used across your teams.
In this article, you’ll learn how to analyze sending activity, compare utilization levels, and identify mailboxes that may be under- or over-utilized. Keep in mind that sending capacity is tied to mailbox limits and deliverability settings. Overutilizing capacity may increase the risk of deliverability issues, while underutilization can result in missed outreach opportunities.
By highlighting how sending capacity is used across your team, Capacity Utilization helps you optimize outreach volume while reducing the risk of deliverability issues.
Use Email Capacity Utilization
To access the email capacity utilization:
- Launch Apollo and go to Emails.
- Click Analytics.
- Select Capacity utilization.
- When you open capacity utilization, Apollo displays two charts side by side to help you quickly assess email sending performance across both users and teams.
- Use each chart to understand sending performance at different levels.
- Use the Users chart to understand individual sending performance.
- You can sort the list based on the number of emails sent in ascending or descending order.
- Use the date picker to view data on a specific date.
- Hover over a user’s name to view detailed metrics, such as:
- Emails sent – The number of emails successfully sent within the selected time period.
- Sending capacity – The maximum number of emails that can be sent based on mailbox limits.
- Utilization (%) – The percentage of available sending capacity that has been used.
This can help you identify the top senders and users who are underutilizing capacity.
- Use the Teams chart to evaluate performance at a group level.
- You can sort the list based on the number of emails sent in ascending or descending order.
- Use the date picker to view data on a specific date.
- Hover over a team’s name to view detailed metrics, such as:
- Total number of emails sent per team
- Each team’s capacity utilization (%)
This view helps you quickly compare how different teams are performing and identify gaps in usage.
Analyze Sending Trends Over Time
Below the charts, Apollo displays a table that shows daily sending activity over a selected time range. Use this table to understand day-to-day sending patterns across users or teams.
- Toggle between User and Team views to analyze trends at different levels.
- Use the time range selector to choose a predefined or custom date range.
You can set a custom time range that includes future dates to view scheduled emails alongside past sending activity.
- Review sending activity by date:
- Past dates show the number of emails sent
- Current date shows sent and scheduled emails
- Future dates show scheduled emails
- Use the filters and settings panel to refine your view by selecting specific users or teams, and customizing how data is displayed.
- Apollo highlights usage in the table using color indicators to help you quickly assess performance:
- Green (≥80%) — High utilization
- Yellow (50–79%) — Moderate utilization
- Red (<50%) — Low utilization
If scheduled emails exceed capacity, Apollo displays a dark red indicator, meaning emails may not be sent and you may need to increase capacity or adjust scheduling to resolve the issue.
Next Steps
Explore these resources to improve deliverability, manage sending capacity, and optimize your outbound performance.
| Configure Email Sending Limits | Control outbound volume and maintain deliverability when you set appropriate limits for each mailbox in Configure Email Sending Limits. |
|---|---|
| Troubleshoot Sending Emails | Identify and resolve sending issues quickly so your outreach stays on track in Troubleshoot Sending Emails. |
| Use Analytics Reports | Gain deeper visibility into outbound performance when you analyze key metrics in Use Analytics Reports. |
| Email Deliverability Best Practices | Protect your sender reputation and improve inbox placement when you follow proven strategies in Email Deliverability Best Practices. |
| Add Contacts to a Sequence | Scale your outreach efficiently when you enroll the right prospects in Add Contacts to a Sequence. |