Email + LinkedIn stack

Instantly + HeyReach: email and LinkedIn on one scorecard

Put Instantly email and HeyReach LinkedIn activity on one rep scorecard, with every reply from both tools classified and answered from a single queue.

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The question this page answers

How many people did each rep really reach this week across Instantly and HeyReach, and who replied?

Why Instantly and HeyReach do not line up on their own

Instantly knows the email address of every lead, the campaign they are in, which mailbox sent each step and whether a reply or a bounce came back.

HeyReach knows the lead's LinkedIn profile, the campaign, which LinkedIn account reached out, whether the invite was accepted and what was said in the conversation.

Each tool reports on its own channel, in its own dashboard, with its own idea of a sender: mailboxes in Instantly, LinkedIn sender accounts in HeyReach. Neither has a row for the rep who works both.

Instantly keys every lead on an email address and HeyReach keys every lead on a LinkedIn profile. Run the same account list through both and you get two reply counts that cannot simply be added, because some of those replies are the same person answering on both channels.

How OutboundManager joins Instantly and HeyReach

Instantly leads sync as contacts identified by the lead's email address. HeyReach leads sync as contacts identified by the lead's LinkedIn profile URL, plus the email address when the HeyReach lead has one.
Two records become one contact when they share an email address or, failing that, the same LinkedIn URL (normalised to linkedin.com/in/ form).
Every Instantly send carries the mailbox that sent it, and each mailbox is mapped to a rep. Every HeyReach invite and message carries the LinkedIn account that sent it, and each account is mapped to a rep. Map both to the same rep and their email and LinkedIn work adds up on one row.
Email replies and LinkedIn replies are classified from their text with the same rules: interested, not now, not interested, wrong person, opt-out or auto-reply.
Every human reply from both tools lands in one queue. An answer written there goes out through the tool that received the reply, in the original thread or conversation.
With HubSpot connected, each deal is credited to the most recent email sent, LinkedIn invite, LinkedIn message or call to any of the deal's contacts, before the deal was created and no more than 120 days before it, whichever of the two tools made it.

A worked example

A rep has three Instantly mailboxes and one HeyReach LinkedIn account. In one week the mailboxes send emails, the LinkedIn account sends invites and messages, and replies come back on both channels. On the scorecard that is one row: emails sent, LinkedIn touches, replies and positive replies, each against the rep's weekly target. In the reply queue the email replies and the LinkedIn replies are one list, and each answer leaves through the tool it arrived in.

What you can see once both are connected

Instantly sends and HeyReach invites and messages on the same row per rep, each against its own weekly target
Instantly campaigns and HeyReach campaigns ranked in one table, so email and LinkedIn can be compared on replies and, with HubSpot, on pipeline
One reply queue for both tools, with assignment per rep and filters for interested, not now and the other classes
Combined touches per rep: emails sent plus LinkedIn invites and messages, with replies and positive replies across both
With HubSpot connected: which channel sourced each deal, and pipeline per campaign for email and LinkedIn alike

Reply queue with interested replies on the left and an open thread with a reply composer on the right

The unified reply queue: human replies from every tool, answered in their original thread. Demo data.

Set it up

Connect Instantly

In Instantly, go to Settings → Integrations → API Keys and create an API key (API v2).
Give the key read access: the all:read scope, or read scopes for workspaces, campaigns, accounts, leads and emails. To answer replies from OutboundManager, also add emails:create (or all:create).
In OutboundManager, an admin opens Settings → Connections and clicks Add connection.
Pick Instantly. Paste the API key. It is checked against the tool automatically; click Save once it shows Key works. The key is stored encrypted.
Open Settings → Reps & senders and give each sender a rep. Suggested matches by email are offered; re-mapping later moves the history with the sender.

Instantly integration: what syncs and its limits Instantly documentation (opens in a new tab)

Connect HeyReach

In HeyReach, open the workspace you want to report on and go to Settings → Integrations → API. Create a workspace API key.
Use a workspace key, not an organization key. Organization keys cannot read campaign data, and the connection test says so.
In OutboundManager, an admin opens Settings → Connections and clicks Add connection.
Pick HeyReach. Paste the workspace API key. It is checked against the tool automatically; click Save once it shows Key works. The key is stored encrypted.
Open Settings → Reps & senders and give each sender a rep. Suggested matches by email are offered; re-mapping later moves the history with the sender.

HeyReach integration: what syncs and its limits HeyReach documentation (opens in a new tab)

After both are connected

Map senders to reps. In Settings → Reps & senders, give every mailbox, LinkedIn account, dialer seat and HubSpot owner a rep. Re-mapping later moves the history with the sender.
Set weekly targets per rep on the same page, so the scorecard shows each number against a target and the overview flags reps under 60% of it.
Add recipients or a Slack webhook for the weekly report in Settings → Report, so the combined numbers arrive every Monday. Connect HubSpot whenever you want meetings, pipeline and won revenue next to them.

Good to know

Instantly + HeyReachInstantly leads carry an email address only. For an Instantly lead and a HeyReach lead to become one contact, the HeyReach lead needs the same email address. Without a shared key they stay two contacts: their activity still lands on the right rep and campaign, but a HubSpot deal is matched through the contact that HubSpot's own record resolves to.
InstantlyAPI keys are an Instantly plan feature. If you cannot create one, check your Instantly plan.
InstantlyInstantly limits its email endpoint to 20 requests a minute, so a large first backfill is spread over several sync runs.
InstantlyOpens and clicks are not imported. Reply rates are per send, counted from real replies.
InstantlyReplies sent from OutboundManager are stored as replies, never counted as outreach.
HeyReachHeyReach only exposes each lead's current connection state, not the time of each invite or acceptance. OutboundManager fixes an approximate time the first time it sees the event and never moves it.
HeyReachProfile views, likes, follows and the InMail versus message split are only available as totals in HeyReach and are not synced.
HeyReachLeads removed from a campaign and deleted conversations are not seen.
HeyReachThe API key is shared across the workspace at 300 requests a minute.

Instantly + HeyReach questions

Is someone who got an Instantly email and a HeyReach message counted as one person?

When the two records share a key, yes. Instantly leads carry only an email address, so in practice that means the HeyReach lead has the same email. Otherwise they are two contacts, each with its own activity.

Can I answer Instantly and HeyReach replies from the same place?

Yes. An email answer goes out from the Instantly mailbox that received the reply, in the same thread (the Instantly key needs the emails:create scope). A LinkedIn answer goes into the same HeyReach conversation.

Do I need HubSpot for Instantly and HeyReach to work together?

No. The rep scorecard, the campaign table and the weekly report work with just Instantly and HeyReach. HubSpot is what adds meetings, deals, pipeline and won revenue; it is the only CRM supported today.

Does OutboundManager send any email or LinkedIn outreach itself?

No. It reads from Instantly and HeyReach. The only thing it sends is an answer a person on your team writes in the reply queue, and that goes out through the tool that received the reply.

The two tools on this page

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See Instantly and HeyReach in one set of numbers.