Campaigns

1. Go to the Leads section of the campaign
2. Click the Add Lead button
3. Choose the preferred method to upload your leads
4. CSV upload.
5. Manually upload.

What You Can Do in Sequences

• Create your initial outreach email
• Add multiple follow-up steps
• Set delays between messages
• Personalize messaging
• Preview email content
• Save or load templates
• Organize step order

Interface Overview

When you open the Sequences tab, you will see two primary areas:

Adding Steps (Follow-Ups)

To add follow-ups:

1. Click + Add New Step
2. A new step is added under Step 1
3. Enter subject + message content
4. Define delay (e.g., 2 days after prior email)

Follow-ups stop when a lead:

• Replies
• Unsubscribes
• Bounces
• Reaches end of sequence

You can reorder steps as needed.

Writing Your Email

Each step requires:

• Subject line
• Email body

You can personalize emails using merge variables such as:

• First name
• Company
• Custom fields

This increases relevance and response rates.

Best practices:

• Keep emails short
• Start conversationally
• Avoid heavy graphics or spam phrases
• Include one call-to-action

Previewing Emails

Click Preview to see how your email will look to recipients before sending.

Preview helps you:

• Spot formatting issues
• Verify personalization fields
• Confirm signature formatting

Using Templates

The Templates system saves time and ensures consistency.

➜ Save as Template
Store your current step for future reuse.

➜ Templates button
Opens your template library, where you can:

• Select saved templates
• Insert into a step
• Modify before saving

Templates are great for repeated use cases like:

• First outreach email
• Follow-up messages
• Product pitches

Recommendations for Strong Sequences

• Keep Step 1 very personalized
• Add 2–4 follow-ups spaced 2–5 days apart
• Maintain conversational tone
• Use social proof or CTA in later steps
• Vary message formats (short, CTA, value-add)

Example structure:

• Step 1: Intro + value
• Step 2: Soft follow-up + CTA
• Step 3: Introduce proof or resource
• Step 4: Final bump — short CTA

When Emails Stop Automatically

A sequence automatically stops for a lead when:

• They reply
• They unsubscribe
• The sequence ends

This ensures leads are not over-contacted and reduces spam risk.

Why Sequences Matter

• Maintain consistent follow-ups
• Save manual outreach time
• Boost response rates
• Keep messaging structured and relevant
• Ensure every lead is properly nurtured

Note: The Sequences tab is the core execution engine of your campaign. Use it to design thoughtful, multi-step outreach flows that communicate value, build trust, and convert more leads into conversations.

1) Add Variables When Importing Leads (CSV)

When uploading a CSV file:

1. Go to Leads → Upload CSV
2. Match each column to a field under Select Type

Example:

• First Name → FirstName
• Last Name → LastName

For additional custom fields, choose Custom Variable

After mapping, click Upload All.

These mapped headers will now be available as variables in your sequences.

Supported examples:

• first_name
• last_name
• company_name
• designation
• phone
• custom variables

2) Insert Variables in Subject Line

To insert a variable into the subject line, click on the bolt icon next to the top-right Preview button.

1. Click the ⚡ (variable) button
2. Choose a variable from the dropdown
3. It will auto-insert like: {{first_name}}

Example: Free campaign for {{first_name}}.

3) Insert Variables in Email Body

To insert a variable into the email body:

1. Type { to open variable suggestions
2. Select the desired variable
3. It will automatically insert the placeholder

Example:
Hi {{first_name}},
I noticed your work at {{company_name}}

How It Works

• You define an interval such as 2 days, 3 days, etc.
• Reachingly counts forward that many days from the previous email.
• If the resulting day is not an active sending day, the system looks forward until it reaches the next available active day on your campaign schedule.
• The next step is delivered on that date within your configured time window.

This ensures your follow-ups never go out on days when your campaign is paused, such as weekends or holidays (based on settings).

Example Scenarios

Example 1

• Schedule: Monday → Friday (Weekend disabled)
• Delay: 2 days between Step 1 & Step 2
• Step 1 Sent: Friday

Day Calculation:

✅ Step 2 will send on Monday
Even though 2 calendar days pass (Sat + Sun), Reachingly waits until the next available sending day (Monday).

Why This Matters

• Avoids sending on weekends or off-hours
• Protects deliverability by keeping volume natural
• Makes follow-ups respectful of lead availability
• Allows campaigns to run smoothly without manual adjustments
• Ensures consistency with your time-zone & business-hour settings

Best Practices

• Use 2–4 day intervals for B2B outreach
• Align delays with your target audience's work schedule
• Keep sending windows within local business hours
• Monitor engagement and adjust delay timing accordingly

Reachingly ensures your follow-ups always send on schedule, within working days, and with natural timing, helping you drive engagement responsibly and effectively.

Using Reachingly Templates

Reachingly provides a growing library of pre-built templates across different outreach categories—such as marketing, B2B agencies, and general cold outreach. These templates include both a subject line and message body, which you can customize to fit your needs.

🔹 How to Use a Template

1. Open your campaign → Sequences tab
2. Click the Templates button
3. Browse and select a template
4. Click Use Template
5. The template will load into your sequence editor (subject + body)
6. Edit as needed and save

✅ You can apply templates to any step in a sequence.

Creating Custom Templates

If you frequently reuse messaging, you can save your own emails as templates for future outreach.

🔹 How to Create a Custom Template

1. Open the Sequences editor
2. Write your email subject + body
3. Click Save as a Template
4. Enter a name for your template
5. Click Add Template

Your new template will now appear in the Templates list and can be reused at any time.

Managing Templates

To view and manage all stored templates:

1. Go to the left navigation menu → Templates

Here you can:

• View template list
• Edit templates
• Enable/disable (Active/Inactive)
• Apply to campaigns
• Delete if no longer needed
• Filter and organize templates

This centralizes template management so you can quickly update messaging across campaigns.

Benefits of Using Templates

• ✔ Saves time when building new campaigns
• ✔ Ensures messaging consistency
• ✔ Eliminates repetitive writing
• ✔ Allows fast A/B experimentation
• ✔ Helps teams share effective copy

Step-by-Step Instructions

1) Host Your Image Online

Reachingly requires your image to be publicly accessible through a valid URL.

Recommended hosting options:

• Google Photos
• Imgur
• Dropbox (public link)
• Your own website / CDN

Note: For best deliverability and stability, Google Photos is recommended.

2) Generate a Direct Image Link (Google Photos Method)

1. Upload your image to Google Photos
2. Click Share → Create Link
3. Copy the share link
4. Convert the share link to a direct image link

You may use any reliable online converter

1. Paste your shared link → Generate Embed Code
2. Copy the Direct Image URL

This is the link you will insert into Reachingly.

3) Insert the Image in Your Sequence

1. Open your campaign → Sequences
2. Go to the step where you want to add an image
3. Click the Image icon
4. Paste your Direct Image URL
5. Click Insert

Your image will appear in the editor.

If Your Image Doesn't Display

If the image shows as broken or missing:

1. Check the link
   • ✅ Must be a direct URL ending with .jpg, .png, .gif, etc.
   • ❌ Not a page link (example: google.com/photo/xyz)
2. Check Campaign Settings
   • Some features can strip images to improve deliverability.
   • Disable the following if needed:
     • ✅ Options → Delivery Optimization
     • If enabled, this may remove images to send text-only messages.

Best Practices

• ✔ Use lightweight image files (under 200–300 KB)
• ✔ Host on trusted domains to avoid spam filtering
• ✔ Avoid using too many images—keep messaging natural
• ✔ Use alt text for better accessibility
• ✔ Test your email before sending to live prospects

Why Use Account-Based Signatures?

If you send campaigns from different inboxes (ex: multiple team members), each account may need:

• A unique name
• Different contact details
• Company role
• Branding elements
• Social links

Reachingly makes this easy by letting you configure a signature for each connected account and insert it dynamically into your campaign using a variable.

How It Works

Each email account connected to Reachingly can store its own signature.

When you send emails inside a campaign, you can insert a variable that automatically pulls the correct signature depending on which account sends the message.

• No need to manually copy signatures into every step
• No risk of mismatched sender identity

Steps to Add / Edit a Signature

1) Open Email Account Settings

1. Go to Email Connect
2. Select the sending account you want to configure
3. Click Settings (opens the configuration window)

2) Create Your Signature

Inside the signature editor:

• Enter your desired signature text
• Add optional elements:
  • Images (ex: headshot, logo)
  • Links (website, social profiles)
  • Formatting (bold, underline, bullets)

Advanced formatting + image support included

Spintax supported for signature variations

3) Insert Signature in a Campaign Sequence

Once your signatures are set:

1. Open your Campaign → Sequences
2. In the body of email click the " { "
3. Select {{Signature}}

This variable will be placed wherever your signature should appear.

Result

When a campaign sends emails from different sending accounts:

• Each email will automatically use the signature tied to that specific account.
• Ensures correct personal & business information is always shown.

Accessing the Leads Section

1. Open your campaign
2. Navigate to the Leads tab

Here, you can:

• View all imported leads
• Sort by name, company, email, etc.
• Search for individual records
• Add or update contact details
• Take action on specific leads

Method 1 — Upload CSV

CSV import allows you to upload many leads at once while mapping fields to personalization variables.

🔹 Steps

1. Go to Leads → Add Lead
2. Select Upload CSV
3. Choose your CSV file
4. Map each column to a field (example: First Name → FirstName)
5. For additional columns, select Custom Variable
6. Click Upload All

Your leads will now appear in the campaign's leads table.

Method 2 — Enter Emails Manually

If you only have a few leads, you can add them manually.

🔹 Steps

1. Go to Leads → Add Lead
2. Select Emails Manually
3. Enter the lead details
4. Save

The new lead will be added to your campaign instantly.

Best Practices

• ✔ Keep CSV column names clean
• ✔ Avoid duplicates
• ✔ Verify email formatting
• ✔ Add at least first_name + company_name for personalization
• ✔ Use custom variables for deeper personalization

Multiple Schedules

Reachingly allows you to create multiple sending schedules within a single campaign.

This gives you maximum flexibility when planning your outreach—especially if you want emails to be delivered at different times on different days.

Multiple schedules are ideal when:

• You want different time windows on certain days.
• You want separate blocks for different time zones.
• You want to adjust sending behavior based on audience habits.

Why Use Multiple Schedules?

Every audience behaves differently.

Sometimes, sending at the same hour each day isn't ideal.

With layered schedules, you can:

• ✔ Avoid early-week overload (e.g., slow Monday mornings)
• ✔ Target different time zones separately
• ✔ Schedule multiple send windows per day
• ✔ Run test sending windows for optimization

Example:
You may want to send emails later on Mondays (10 AM) but earlier Tuesday–Friday (8 AM).
Multiple schedules let you configure this in one campaign.

How To Create Multiple Schedules

1. Open your campaign
2. Go to the Schedule tab
3. Click Add New Schedule
4. Enter a schedule name (ex: "US Morning Window")
5. Configure:
   • Start & End time
   • Time zone
   • Days of the week
6. Click Save Schedule
7. Repeat to add more schedules if needed

Once added, schedules appear in the left panel, stacked as layers.

How It Works

Each created schedule acts as an additional sending window.

Reachingly will only send emails during the active windows defined across your schedules.

➡ If multiple schedules overlap, emails may send during both active windows.

➡ The campaign stops sending whenever no active schedule is available.

This ensures your outreach aligns with recipient time preferences and business hours.

Best Practices

• ✔ Group schedules by time zone
• ✔ Use meaningful names (ex: "US Morning," "EU Afternoon")
• ✔ Keep business-hour ranges to maximize engagement
• ✔ Don't create overly fragmented schedules unless needed

Account Limit (Per Email Account)

The Account Limit defines the maximum number of cold emails a single sending account can send per day, across all campaigns.

➡ Warm-up emails are NOT counted.

This ensures each inbox stays within safe daily sending ranges.

Why Account Limits Matter

• Prevents accounts from being overloaded
• Protects deliverability and reputation
• Ensures balanced distribution when using multiple senders

Where to Set Account Limit

1. Go to Email Connect
2. Click the email account you want to configure
3. Open the Settings panel
4. Find Daily Campaign Limit
5. Set the daily number of cold emails (recommended: maximum 30 per account per day)

Campaign Limit (Per Campaign)

The Campaign Limit defines the maximum number of emails that can be sent per day, from all sending accounts combined, in a specific campaign.

➡ Warm-up emails are NOT counted.

Why Campaign Limits Matter

• Controls total daily volume
• Allows scaling while staying inbox-safe
• Balances the sending load across all accounts in the campaign

Where to Set Campaign Limit

1. Open your campaign
2. Go to the Options tab
3. Scroll to Daily Campaign Limit
4. Enter your desired total daily sending cap

Best Practices for Limits

• ✔ Keep account limits low (20–30 per day) for new domains.
• ✔ Increase limits gradually over time.
• ✔ Always pair limits with warm-up periods.
• ✔ Avoid setting campaign limits higher than total (account_limit × number_of_accounts).
• ✔ Use Minimum Wait Time to space sending activity naturally.

How to Enable Link Tracking

Link tracking is controlled from your campaign's Options panel.

🔹 Steps:

1. Open your campaign
2. Navigate to the Options tab
3. Scroll to Link Tracking
4. Choose Enable to activate click tracking
5. Save your campaign settings

Once enabled, any link inside your Sequence emails will be tracked automatically.

Note: If Link Tracking is disabled, Reachingly will not record clicks, and your analytics will show 0% click rate.

Why Enable Link Tracking?

Turning on link tracking allows you to:

• ✔ Identify leads showing interest
• ✔ Measure CTA effectiveness
• ✔ Test different versions of emails (A/B tweaks)
• ✔ Prioritize follow-ups with engaged leads
• ✔ Understand which links drive the most traffic
• ✔ Improve overall campaign performance

Deliverability Note

Link tracking adds a tracking layer to your URLs. While modern tracking is inbox-safe, consider these best practices:

• Avoid adding too many links in one email.
• Use clickable CTAs only where necessary.
• Maintain natural email formatting.

This helps ensure your emails continue landing in the primary inbox.

Where to See Your Open Rate

You can view your campaign's open performance directly inside the Analytics tab.

How to Enable Open Tracking

To start tracking opens for your campaign, you must turn on open tracking from the campaign's Options tab.

Important Notes About Open Tracking

Open tracking is not 100% accurate because some email clients block images, which prevents tracking pixels from loading.

If accuracy is critical, consider combining open tracking with Click Tracking and Reply Tracking for fuller performance insights.

If open tracking is disabled, your open rate will always show 0%, regardless of actual opens.