INSHARO Outreach — set-up guide for the sales team

Sign in to the ERP as usual. In the left menu open Sales → Email Outreach. It is empty for now; this is where replies and AI drafts will wait for you. Then open any lead: near the top of the page there is an E-mail sequences card. It may say Not connected for this company or No active sequence with steps yet; both are fine today. If the card is missing altogether, ask your admin to switch the module on for you.

There is no password and no key to keep. Your ERP account is your account here.

1. In the ERP open Sales → Email Outreach and press Open INSHARO Outreach. A new tab opens the console, already signed in as you: the sidebar shows your name, your role (operator for most of the team) and your company's workspace, with via ERP next to it.
2. If instead the ERP says you are not a member yet, your sales admin has to add you: they do it on Sales → Outreach team in a minute (your role, your LinkedIn seat and your mailbox). Ask, then press the button again.
3. Bookmark the console tab if you like; the session lasts a working day and renews while you use it. When it ends you land on the sign-in screen: press Continue with the ERP and you are back. Sign out is in the top right.

Your sending address is a Spacemail mailbox on our domain. Your admin creates it and gives you its password; if you do not have one yet, ask before you continue.

Console → Mailboxes → the card Add mailbox.

1. Provider: Spacemail (Spaceship). The servers, ports and limits fill in by themselves; leave them as they are.
2. Name: your first name, lower case (for example sara). This is only how the mailbox is listed.
3. From name: your full name, the way prospects should see it.
4. From email: your address. The Username field copies it; that is correct, Spacemail signs in with the full address.
5. Mailbox password: the password your admin gave you. Nothing else on the form needs typing: the IMAP fields are already set so replies and bounces are read from the same mailbox.
6. Press Test connection. Two green lines (SMTP and IMAP) mean the sequencer can send as you and read your replies. A red line with 535 means the password is wrong; a red IMAP line with the SMTP line green means the mailbox is not active yet, so ask your admin.
7. Press Save mailbox. Your mailbox is in the list, with a warm-up badge.

Using a Google Workspace or Microsoft 365 address instead? Use the card Connect with OAuth: pick the provider, name, daily limit 80, tick Request calendar access (Google), press Connect and allow access in the window that opens. No OAuth button? Pick Google Workspace / Gmail (app password) in the Add mailbox card and use an app password from your Google account (Google Account → Security → 2-Step Verification → App passwords).

In the Mailboxes list press Edit on your mailbox and check:

Press Save changes. The list now shows the warm-up day and today's effective limit.

Press Verify on your mailbox. Green means the sequencer can log in to send and to read replies. Then Templates → open any template (or create a one-line one) → Send test → your own address. Read it on your phone:

• It arrived in the inbox: good.
• It arrived in spam or promotions: stop here and tell your admin. The sending domain's records need attention; sending more now would make it worse.
• It did not arrive in five minutes: press Verify again and read the message it shows.

Mailboxes → Edit → Calendar section:

Save. Then Meetings → Availability: the free slots the system will offer. Press Booking link, open it in a private browser window, and look at it as a prospect would. This is the page they book on; the invitation they receive carries your Meet link.

Your signature is added automatically to every AI answer: your from name and your address. Sequence e-mails carry whatever signature you write into the step, so write it once in chapter 3.

The language a person receives depends on the person, not on you: a contact marked Arabic gets the Arabic variant of a step when there is one (chapter 3). Replies are answered in the language the prospect wrote in. If drafts keep coming in the wrong language or tone, your manager sets the workspace's default language and company profile.

In the ERP create a lead called "Test — your name" with your personal address (not your work one), company "Test". You will enrol it in chapter 4 and see every e-mail, draft and booking exactly as a prospect sees them. Keep it; you will reuse it every time you write a new sequence.

Console → Sequences → Write sequence. Describe the product in two or three sentences (what it is, who it is for, the one result customers get), the audience (title, industry, country), the goal (book a call), the tone, the language (en, ar or both) and how many steps. Add one or two proof points if you have them ("cut month-end close from 9 days to 3 at a 40-store retailer"). The writer returns a complete sequence: subjects, bodies, delays, a bump sent as a reply, a break-up e-mail, and a note on why each step exists.

The result is saved paused, so nothing goes out until you say so.

Open the sequence and read every step out loud. Cut anything you would not say on the phone. Make sure the greeting uses the fallback, the first step has the personal line, and the ask is one question. Write your signature into the last lines of each step.

Press Lint on each step. It scores the e-mail for spam risk (A is good, F is bad) and lists the reasons: too many links, a shortened link, "FREE" in the subject, capital letters, a missing unsubscribe link, an image-only body. Fix anything red; a template that scores badly cannot be saved, and that is on purpose.

Press Send test on the first step and read it on your phone. That is the real test.

• A/B: open the step → variants → add one (or let the AI generate it). Each variant tests one idea, usually the subject line. Traffic splits evenly; after about 30 sends per variant the optimiser (chapter 6) declares a winner and routes everybody to it.
• Arabic: on the sequence press Localize, choose ar, add a note about the market ("Saudi enterprise finance teams, formal"). Every step gets an Arabic variant written for the culture, not translated word by word, with right-to-left layout. Anybody whose contact language is Arabic receives that version automatically; everybody else gets the English.

Sequence → Edit: the time zone (Asia/Riyadh), the send window (09:00–17:00), the days (Sunday to Thursday), and the switches: AI personalise (writes the personal line before step 1), AI research (reads the prospect's website first), optimise send time (learns when each person opens), nurture on complete (chapter 5), and the minimum ICP tier if the sequence is only for A-tier accounts. Save sequence, then Resume. It is now live and empty: nobody is in it yet.

If your LinkedIn account is connected through Aimfox, a sequence can knock on LinkedIn too. Open the console's LinkedIn page first: your seat (your LinkedIn account) should be in the list with you next to it and the state logged in. If it is not there, or shows nobody, ask your admin to assign it to you.

In the sequence editor press Add step, set Channel to LinkedIn (Aimfox) and pick one of your campaigns from the list (the ones Aimfox runs from your account). When a person reaches this step, their LinkedIn profile is added to that campaign and Aimfox does the connecting and messaging from your account, at its own pace. The copy of the connection note and the messages lives in the Aimfox campaign, not here.

Where to put it: as step 1 with a two-day delay before the first e-mail ("saw you on LinkedIn"), or after the second e-mail as a different door. A person with no LinkedIn URL on their record is simply skipped for that step and gets the next e-mail as usual; so is somebody already in that campaign.

Open the test lead from step 8. In the E-mail sequences card choose your sequence from the dropdown and press Enrol. Confirm. That is all.

What happens next:

• The person is mirrored into the sequencer as a contact (name, company, title, your name as owner).
• The first step goes out at the next sending slot inside the window, with a random delay of up to ten minutes. If you enrol at 18:00 it leaves tomorrow morning.
• A note appears on the lead: "Enrolled in the e-mail sequence … by you".
• The card shows the enrolment: step, sent, opens, clicks, replied, meeting, the last event.

Pressing Enrol twice for the same sequence does nothing the second time. The same person can be in two different sequences, but think twice before doing that.

The Enrol button hides, or the card explains why, when:

Console → Contacts → Import a CSV with at least an email column, ideally first_name, last_name, company, language, and any extra columns you want as variables. Then Sequences → your sequence → Enroll → pick the imported people (filter by tag, tier or company). Bounced, unsubscribed and suppressed addresses are skipped and listed.

Console → Contacts → select people → Score. The AI scores each person against our ideal customer profile (your manager writes it) and gives a tier: A (75+), B, C, with the reasons. Tiers do two things: A-tier people are sent first each day and can use the capacity your mailbox reserves for them, and a sequence can be limited to a minimum tier. Use tiers to make sure the best accounts never wait behind a long tail.

• One person: the Stop button on their enrolment card in the ERP, or Enrollments → Stop in the console. The sequence stops immediately; the history stays.
• One sequence: Pause it. Nothing goes out; enrolments wait where they are. Resume continues.
• Everybody, right now: your manager pauses every sequence.

The status words on a card: active (sending), paused, completed (every step sent, no reply), stopped (a reply, a bounce, an unsubscribe, or you), failed (the mailbox could not send; tell your admin).

ERP → Sales → Email Outreach → AI reply drafts waiting for approval. Read the prospect's reply and the draft under it. Then Approve & send or Reject. In the console's Replies page you can also edit the subject and the text before pressing Approve, or press Regenerate with an instruction ("shorter, mention the ZATCA deadline, do not offer a discount") and get a new draft.

The sent answer is threaded under the prospect's reply, signed with your name, and recorded as an outbound interaction on the lead. Every approved answer is remembered: the next time somebody raises the same objection, the draft starts from what worked.

When the intent is meeting_requested, the draft already offers two or three free slots from your calendar hours and a booking link. The prospect clicks, picks a time, and receives a calendar invitation with your Meet link; you get the same invitation, and with Google calendar sync it is in your calendar without you touching anything.

In the ERP the lead moves to qualified, gets the Meeting booked tag, and a meeting activity appears on your calendar at the slot with the join link in the notes. If the prospect cancels through the invitation, the activity is cancelled too.

You can also act yourself: console → Meetings → book a time for somebody (even outside your hours) or copy your Booking link into any conversation.

After a reply, open the lead:

• a Replied tag (or Meeting booked, Unsubscribed, Bounced, Complained);
• an inbound interaction with the reply's subject and first lines, next to the outbound one for every step sent;
• a follow-up task "Follow up — replied by e-mail", due in 24 hours, assigned to the lead's owner, or "Hot reply: …" due in 4 hours for an interested or meeting reply;
• needs reply set, so the lead shows in your to-answer list until a draft is sent or a meeting is booked;
• the lead moved forward on the board, never backward: a first e-mail moves a new lead to contacted, a booking to qualified. If a human already moved it further, it stays there.

If the sequence has nurture on complete switched on, the planner looks at the person two days after the last step: how many opens, what we know about them, and decides to wait, to stop, or to enrol them in a nurture sequence (one tagged nurture, written for long-term value: a case study, an industry note) after a sensible number of days, with an angle you can use in the template. The decision is written as a note on the lead. Nothing is sent to anybody who unsubscribed or bounced.