Instantly

With the Instantly connection you bring leads from your Instantly campaigns into a Leadmode project and receive new replies as tasks. The access and the import are in two places: Settings → Integrations → More integrations → Instantly and Import / Export → Import leads → Instantly.

Connect accessCopy link to heading

1. In Instantly, create an API key of version 2 under Settings → Integrations. It only needs read rights for emails and campaigns.
2. In Leadmode open Settings → Integrations → More integrations and click the tile "Instantly".
3. Enter the API key and click Save. Use Test connection to check it beforehand.

Alternatively, you enter the key directly in the import: choose "Instantly" there and click Connect and read existing data. It is the same access. The key is stored encrypted and is never shown again; Remove access deletes it and stops the retrieval of new replies. Existing assignments remain.

In the overview you see the status ("Connected") and "Last retrieval" with time and result. Errors are shown there in plain text, for example if Instantly rejects the key or the retrieval limit is reached.

Import leadsCopy link to heading

If you select several campaigns, Leadmode merges duplicate email addresses and points this out.

Company and contact personCopy link to heading

In Instantly a lead is a person at a company. In Leadmode this becomes:

• the company as lead (name and company from the company name; if it is missing, the name of the person serves), and
• the person as main contact person of this company, with their own channels for email and phone.

The import fills the columns "Contact persons" and "Contact channels" for this. Addresses marked as undeliverable are created as a deactivated email channel, unsubscribed addresses as a blocked email channel. The lead remains workable by phone. The import does not overwrite leads that already exist.

History and interestCopy link to heading

With the option "Import history and interest", after the import Leadmode writes entries into the history of each lead. You can also do this later with Add history only, without reading the leads again.

• For each contacted lead an entry is created with the status of the sequence (for example "Sequence ended", last step and time, number of replies).
• For each reply received an entry is created with type, step and time.
• The interest from Instantly is translated into an email outcome: "Interested" becomes "Interested", "Meeting booked" becomes "Interested – meeting requested", "Not interested" becomes "Not interested" (with the note that it was marked there without a reason), and "Wrong person" becomes "Wrong contact person / forwarded". The effect follows the outcome catalogue of the project. Other states such as out of office, won or lost are only written as an entry, without inventing a return date or reason. Email outcomes do not create an opportunity.
• Leads that have no lead in the project are skipped and counted.

If the history import runs a second time, no duplicates arise. The result reports "already exists".

New replies and email textsCopy link to heading

If a campaign is assigned to a project, Leadmode retrieves new replies every 5 minutes. Instantly does not report anything by itself in the free plan, which is why there is no webhook. For each new reply a task "Reply to email" is created:

• Responsible is the owner of the lead, provided they are still in the project; otherwise the project lead.
• If a person is selected under Settings → Connections → Instantly → Campaigns for “Reply tasks go to” and they work on the project, they get the task when the lead has no owner in the project. The lead's owner takes precedence; without a selection it stays with the project lead. Existing tasks do not change.
• If the lead already has an open reply task, it stays that way.
• If the sender address belongs to several leads in the project, exactly one task is created on the lead that was edited most recently.
• Replies from addresses unknown in the project, and automatic replies (out of office), create no task.

The email text belongs to the lead: received replies and sent sequence emails are stored encrypted on the lead, so that the history and the conversation are complete. You write replies from Leadmode via the mailbox of the campaign, so that they stay in the same thread. See Mailbox.

Assign and remove campaignsCopy link to heading

Under Settings → Integrations → More integrations → Instantly the area "Campaigns" lists all assignments with project, start time and counters (emails, tasks, automatic replies, emails without lead). There you can:

• assign a campaign to a project without importing (Campaign, Project, Assign). Only replies from the time of the assignment count; older ones are not retrieved.
• Remove an assignment. Incoming emails of this campaign then no longer create tasks. Existing tasks remain.

A campaign belongs to at most one project; a project may have several campaigns.

Figures per campaignCopy link to heading

In the project you find the figures under the tab Email campaigns, in the block ‘Figures per campaign’. Choose the period with From and To or with 7 days, 30 days and 90 days. For each assigned campaign you see:

The figures come from the mails and replies stored in Leadmode, not from Instantly’s counters. Mails sent without a known campaign (legacy data) appear in no row; a note gives their number.

Interplay with the info mail listCopy link to heading

If an info-email request is documented in a project (for example "Interested – info email requested" after an email reply), the request appears in the Info mail list. Sequence emails from Instantly do not count there as proof of sending; only emails from a connected mailbox or a documented message from the client do.

LimitsCopy link to heading

• Instantly limits the retrievals. Large amounts of leads, replies and history take time.
• The retrieval of new replies runs every 5 minutes and not immediately.
• The figures in the import (funnel of the selection) come from Instantly.

See alsoCopy link to heading

• Import and Export
• Info mail list
• Tasks