Email + LinkedIn stack

Smartlead + HeyReach: one reply queue, one scorecard

Combine Smartlead email and HeyReach LinkedIn reporting. Sends, invites, messages and replies land on one rep scorecard, and replies from both tools share one queue with the same labels.

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The question this page answers

Can I see Smartlead and HeyReach activity and replies per rep in one place?

Why Smartlead and HeyReach do not line up on their own

Smartlead knows the lead's email address, the campaign, the email accounts attached to that campaign and each lead's message history.

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: email accounts in Smartlead, LinkedIn sender accounts in HeyReach. Neither has a row for the rep who works both.

The two tools also disagree on what a sender is. In Smartlead it is an email account, often one of a pool attached to a campaign. In HeyReach it is a named person's LinkedIn account. One side is shared infrastructure and the other is the rep's own profile.

How OutboundManager joins Smartlead and HeyReach

Smartlead 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).
Smartlead only identifies the sending mailbox when a campaign uses exactly one email account. For every other campaign the send is credited to the campaign owner. 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 Smartlead campaign with a rep's name in its title rotates through a pool of email accounts. The same rep runs a HeyReach campaign from their own LinkedIn profile at the same accounts. A prospect ignores the emails and answers on LinkedIn asking what pricing looks like. The reply is classified as interested, assigned to that rep in the queue and answered into the HeyReach conversation. The Smartlead sends still count for the rep, through campaign ownership.

What you can see once both are connected

Smartlead campaigns credited to their owner and HeyReach campaigns credited to the LinkedIn account's rep, meeting on the same scorecard row
Smartlead and HeyReach replies under the same six labels, so "interested" means the same thing on both channels
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 Smartlead

In Smartlead, open Settings and copy your API key.
In OutboundManager, an admin opens Settings → Connections and clicks Add connection.
Pick Smartlead. 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.

Smartlead integration: what syncs and its limits Smartlead 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

Smartlead + HeyReachSmartlead leads carry an email address only. For a Smartlead 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.
SmartleadSmartlead allows 60 API requests a minute per plan, so OutboundManager paces itself and a large account can take a few sync runs to backfill.
SmartleadThe sending mailbox of a send is only known when the campaign uses exactly one mailbox; otherwise the campaign owner gets the credit.
SmartleadOpens and clicks are not imported.
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.

Smartlead + HeyReach questions

Smartlead mailboxes are shared across the team. How do sends line up with a rep's HeyReach account?

Through the campaign owner. When a Smartlead campaign uses more than one email account, its sends go to the campaign's owner. Map that rep's HeyReach LinkedIn account to the same rep and both channels sit on one row.

Do Smartlead categories and HeyReach replies end up with the same labels?

Yes. Both are classified from the reply text into the same six classes. Smartlead's own lead category is only used when the reply text is not available.

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

No. The rep scorecard, the campaign table and the weekly report work with just Smartlead 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 Smartlead 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 Smartlead and HeyReach in one set of numbers.