Lead stages, replies and follow-ups

The stages

Every lead in a campaign sits in a stage. The first four are managed by Atomic BI:

• Warmup: recently imported, not contacted yet.
• Draft: messages are drafted and waiting for your approval.
• Scheduled: an approved message is queued to send.
• Sent: the message was delivered and you are waiting for a reply.

When a lead replies, Atomic BI moves them to Responded. From there you move them yourself through your own stages. The default stages include Interested, Converted (a lead who reached your goal, such as booking a meeting) and Not Interested.

A reply only moves a lead to Responded if it is newer than the campaign itself. Older conversations are synced, but the lead stays where it was.

Customize your stages

1. Open Settings, then Pipeline Stages.
2. Add, rename, reorder or delete stages and groups. Drag to reorder.
3. Mark stages as Milestone to include them in reporting.

Rules:

• Stages live in groups. Exactly one group is the Terminal (lost) group.
• You need at least two groups.
• The system stages (the first stage of the first group, where new replies land, and the first stage of the lost group) are required for automation. You can rename them but not move, reorder or delete them.
• Warmup, Draft, Scheduled and Sent are shown as read-only and are managed by the campaign engine.

To move leads yourself, drag them between columns on the board, or select leads and use Move to stage in the actions menu. You can also assign a stage from a lead's detail panel.

Read and answer replies

1. In the left sidebar open Outreach, then Inbox.
2. Select a lead to read the whole conversation.
3. Write your answer in the reply box, or let the AI draft one: it writes a response from the conversation using your playbook. Use Draft with a note to tell it what to cover.
4. Send the reply. It goes out from the same LinkedIn account and the same inbox where the conversation lives.

The Command Center lists everything waiting on you across your outreach. Anything the automation already handled is not shown.

Get the newest replies

Replies are checked automatically about every 15 minutes while your Companion app is connected, if Auto Sync is on under Inbox Automation. To check right away, click the refresh button in the campaign top bar ("Get latest messages from linkedin"). You can refresh manually about every 5 minutes.

Follow-ups

When a lead does not answer, the campaign can follow up.

• Auto Draft Follow-Up: drafts a follow-up after a number of days you set in After X Days.
• Auto Send Follow-Up: sends follow-ups automatically. Set Limit Per Day and Max Total Follow Up.

Both are under Settings, LinkedIn Accounts, Follow-Up Automation. You can also select leads in the Sent stage and choose Generate follow-up message, then review the draft in the lead's reply box. Clear draft discards it. The first and second follow-up are written from the First Followup and Second Followup sections of your playbook.

Snooze a lead

Select leads in a stage and choose Snooze, then pick a date. Snoozed leads are collected in their own section on the board that you can expand.

Other bulk actions

Select leads to move them to another campaign (Move to other campaign), remove them from the campaign or delete them from your database.