Set up OutboundManager in the right order
The full setup path for a new workspace, in the order that gets you correct numbers fastest, and why each step sits where it does.
For: Workspace admins and managers setting up for the first time
OutboundManager reads your sending tools, your dialer and your CRM with API keys, then shows one set of numbers per rep and per campaign. Setup is nine short steps. The order matters, because each step feeds the next one: connections create senders, senders need reps, reps make campaign owners and targets meaningful.
Note: The Get set up card on the Overview tracks the first five steps for you and links to the right page for each. This page is the longer version, with the reasons.
The Get set up card on the Overview. Each step shows what is left and opens the right settings page. Demo data.
Before you start
- You need the admin role to add connections. The person who creates the workspace is its admin.
- For each tool, you need someone who can create an API key in that tool. Often that is the tool's own admin. API keys by tool lists exactly which key each tool needs.
- Have a list of your reps and which mailboxes, LinkedIn accounts and dialer seats each one sends from.
The order at a glance
| Step | Where | Who | Why it comes here |
|---|---|---|---|
| 1. Connect your sending tools | Settings → Connections | Admin | The first sync backfills up to 90 days and can take a while. Start it first so it runs while you do the rest. |
| 2. Connect HubSpot | Settings → Connections | Admin | Brings deals, meetings and owners. Without it you get activity and replies, but no pipeline or attribution. |
| 3. Connect your dialer | Settings → Connections | Admin | Adds calls and connected calls to the scorecard. |
| 4. Add reps | Settings → Reps & senders | Manager | Senders can only be mapped once rep records exist. |
| 5. Map senders to reps | Settings → Reps & senders | Manager | This is what turns raw activity into a per-rep scorecard. |
| 6. Check campaign owners | Campaigns | Manager | Owners catch activity that has no mapped sender and decide who gets each reply by default. |
| 7. Set weekly targets | Settings → Reps & senders | Manager | Targets drive the bars on the scorecard and the "needs attention" list. |
| 8. Invite the team and link logins | Settings → Team | Manager | Do this after mapping, so a rep's first login already shows their own numbers. |
| 9. Turn on the weekly report | Settings → Weekly report | Manager | Only useful once the numbers above are right. |
Enrichment, AI settings and billing are independent of this path. They are covered at the end.
1. Connect your sending tools
Open Settings → Connections, pick a tool and paste its key. The key is checked against the tool as soon as you paste it. Save unlocks only when the check shows Key works.
Settings → Connections. Pick a tool to connect it; connected tools show their last sync. Demo data.
- Connect every tool the team sends from: Instantly, Smartlead, Woodpecker, Lemlist, HeyReach. Numbers are only complete when every sender is connected.
- If you run several workspaces or accounts of the same tool, add one connection per account and give each a clear label.
- The first sync starts when you save. It reads up to the last 90 days. Large accounts take more than one run; each run continues where the last one stopped.
Key steps for every tool are on API keys by tool.
2. Connect HubSpot
HubSpot is the CRM connection. It brings deals, meetings, logged calls and deal owners, and it is what lets a campaign be credited with pipeline. Create a private app in HubSpot with read scopes and paste its access token.
Leave write-back off for now. Turn it on after you have checked the attribution looks right. See Attribution and HubSpot write-back.
3. Connect your dialer
Klenty, Aircall, Dialpad, RingCentral, JustCall, Nooks and PhoneBurner are supported. Use a company-level or admin key where the tool offers one, otherwise you only get one person's calls.
If your dialer also logs calls into HubSpot, connect both. The same call is recognised and counted once. See How every number is counted.
4. Add reps
In Settings → Reps & senders, add one rep record per person who does outbound. Give each rep the email address they use at work. That email is used to suggest sender matches in the next step and to suggest which login belongs to which rep later.
Note: A rep record is not a login. It is the row on the scorecard. A person gets a login when you invite them in step 8, and you link the two.
5. Map senders to reps
Every mailbox, LinkedIn account, CRM owner and dialer seat that the connections found is listed as a sender. Choose a rep for each one. Auto-match fills in the obvious ones: a sender whose email equals a rep's email, or whose email or name equals a HubSpot owner you already mapped.
Sender mapping. Choose a rep for each sender, or press Auto-match. Unmapped senders are called out at the top. Demo data.
- Map HubSpot owners first. Auto-match can then use them to map mailboxes with the same email or name.
- Shared or system mailboxes can stay unmapped. Their activity shows under Unassigned, or goes to the campaign owner when there is one.
- Re-mapping a sender later moves its whole history to the new rep at once. Nothing is lost by correcting a mistake.
6. Check campaign owners
A campaign owner is found automatically when the campaign name contains one active rep's name, for example "Q4 Fintech - Priya L". Open Campaigns and use the Needs owner filter to set the rest by hand.
Owners matter in two places: activity with no mapped sender is credited to the campaign owner, and new replies on the campaign are assigned to the owner by default. Details are in Reps, senders and campaign owners.
7. Set weekly targets
Back in Settings → Reps & senders, set weekly targets per rep: sends, LinkedIn touches, replies and meetings. A rep under 60% of a target shows in the "needs attention" list on the Overview and in the weekly report.
8. Invite the team and link logins
In Settings → Team, enter a person's email, choose a role, and for reps choose the rep record to link. You get an invite link to send them yourself. No email is sent by OutboundManager. The link works for 14 days and only for that email address.
Settings → Team. Invite someone with a role and, for reps, the rep record to link. Demo data.
Roles are explained in Team, roles and permissions. In short: admins manage connections and billing, managers see the whole team, reps see only their own numbers.
9. Turn on the weekly report
In Settings → Weekly report, add email recipients, a Slack incoming webhook, or both. Use Send test now to see the report with your real data before Monday. See The weekly report.
Then, when you need them
Enrichment
If the team finds emails and phone numbers through MoltSets, Apollo, Crustdata, Lusha, ZoomInfo or FullEnrich, an admin adds those keys in Settings → Enrichment, and a manager sets the waterfall order and the monthly credit budgets. Set the budgets before telling the team the Enrich page exists. See Enrichment.
AI
In Settings → AI, write the reply guidelines (tone, your booking link, what not to promise). They are sent with every AI reply draft. Admins can also turn AI off for the workspace. See AI features.
Billing
A new workspace has a 7-day trial with every feature and no card. Subscribe in Settings → Billing before it ends to avoid a pause in syncing. See Trial, plans and read-only mode.
How to tell setup is right
- Settings → Connections shows every tool as Connected, with a recent sync time and no "Needs attention".
- Settings → Reps & senders shows no unmapped senders that belong to a real person.
- On the rep scorecard, the Unassigned row is small or empty.
- On Campaigns, the Needs owner count is zero or only covers shared campaigns.
- Pick one deal you know came from outbound and open its campaign. The deal should be counted there.
If one of these is off, Troubleshooting covers the usual causes.
Something unclear or out of date? Tell us and we will fix this page.