Loxo Outreach Campaigns are designed to help you maximize your time by streamlining communication while also adding customizable messaging into your daily workflow. Whether you are editing a Campaign built for candidates, prospective clients and business development, or your current clients, the resources below will help you understand how to manage your existing Campaigns and ongoing communications through Loxo.
There are several related articles in our Outreach Collection of the Help Center. Feel free to check it out, or you can easily access additional information using the Related Articles section at the end of this guide.
Change Your Outreach Campaign Setup
Loxo Campaigns are structured based on proven practices. If you want to change the way an Outreach Campaign has been set up, you need to edit the Campaign before adding Candidates//Clients/Prospects.
You can adjust a Campaign Stage's text at any time. Note that only prospects who progress to the modified Campaign Stage after the changes have been made will receive your updated text. Any changes to the Campaign Setup (email and phone priority, operating hours, etc.) must occur before prospects are added to the Campaign.
To change the Campaign name, edit or remove a stage, adjust the send schedule, or the email/phone priority, follow the steps below:
Navigate to the Outreach Page using the left-hand navigation bar.
Select the Campaign that you want to edit. You will be able to see the Campaign name, and when applicable, you will see orange badges for the Job Pipeline and Job Stage to which the Campaign is connected.
From the Stages tab of the Campaign, you can remove a stage, modify the order, and make edits. If you already have prospects in the Campaign, you will only be able to edit the text of the Campaign for future prospects who have not yet made it to the edited stage. Your prospects will receive the Campaign Stage as it was set up when they entered the stage.
It's important to confirm that your Campaign settings are correct before prospects are added. Click the Gear Icon in the top right corner to access the Campaign's Settings.
General Settings will be listed first.
This is where you can edit a Campaign's name, if needed.
When "Shared with team" is turned ON, other users on the account will be able to see and add prospects to your Campaign. This does not mean that team members will be using your Outreach Campaign to send as themselves.
When "Respect operating hours" is turned on, emails and SMS will only be sent during the operating hours configured by an account admin (in Settings > General).
There are separate settings for Email and SMS preferences (i.e., Personal vs Work) for prospects with more than one email address or phone number. Loxo will send only one Email/SMS message per recipient per stage.
If multiple types are enabled, messages will go out based on the priority ranking. Use the Drag & Drop icon on the left to reorder the Email and Phone types as needed.
Enable "Retry next email on fail/bounce" if you want to try reaching someone at their next available email address if the first attempt fails.
If a phone or email type is unchecked, Loxo will not try to send the Campaign to that contact type, even if the enabled contact type fails.
If a prospect has multiple emails or phone numbers that are the enabled type, the Campaign will go to the first one that is listed on the prospect's profile.
SMS Regulations: Unsubscribe
Loxo follows current rules and regulations for SMS to ensure both our company and our customers (that is you!) have the best possible outcome with communication.
As regulations change, we must remain flexible.
It is now required to include 'Reply STOP if not interested' in the initial message for any communication meeting the following criteria:
The recipient's phone number originated from Loxo Connect, and your agency has not previously sent an SMS to this number.
The recipient's phone number originated from your database but has not received an SMS in the last 18 months.
If the candidate responds "STOP" to unsubscribe from your texts, Loxo will stop sending texts to this number.
Candidates who respond 'Stop' will receive a follow-up confirmation text to let them know they have successfully been unsubscribed:
If a candidate decides to resubscribe to your texts, they can reply with "START" at any point in time. This 'START' text is automatically applied, and your Loxo account will again be able to send SMS to that particular number.
Change Existing Campaigns in Loxo
Campaign setup and settings must be adjusted before adding prospects to the Campaign. Once prospects have been added to the Campaign, you can:
remove a prospect
pause/unpause the Outreach Campaign
retry a failed stage
skip a stage
mark a Campaign as finished
The actual Campaign messaging, most importantly for Email and SMS Stages, can be modified up until a person is scheduled to receive that stage. If a person is already in a stage, they will not receive the modified version. New prospects who have not reached the stage yet will receive the updated stage.
If you need to make extensive changes to your Campaign messaging, the "From" address, or the overall Campaign Setup (email priority, operating hours, etc.), we recommend turning the original Campaign OFF, saving the original as a Template, or using the "Duplicate" option to create a copy. You'll be able to modify the Campaign as needed from there before adding your prospects. When re-evaluating a campaign, consider taking a strategic pause to assess its effectiveness instead of immediate back-to-back launches. If significant changes are required to improve engagement, modifying an existing campaign versus duplicating it should depend on the scale and type of edits needed. Implementing changes thoughtfully ensures continued audience interest while reducing campaign fatigue.
Adding Contacts to Active Campaigns
Can I add more contacts to a Campaign once it's already started?
Yes, contacts can be added to active Campaigns at any time. Each prospect moves through the Campaign on their own journey, so any additional contacts will progress through all existing stages of the Campaign, regardless of where the first round of recipients is in their journeys. This flexibility enables ongoing list refinement and ensures Campaigns can adapt to changing audience needs.
Is there a limit to the number of contacts I can add?
While there is no strict limit on the number of contacts you can add to a Campaign, especially as they can continue to be used over time, it is still advisable to avoid adding large numbers of contacts simultaneously. This helps ensure the Campaign runs smoothly and minimizes the risk of delays associated with safe sending.
For questions about how many contacts you can send to at once or in a day, you can look to your regular email history. Email providers, both yours and your recipients', look at historical outgoing volume to determine your safety as a sender. You'll want to maintain a steady volume and avoid any large spikes, as uncharacteristic activity can be an indication of a compromised account. Email volume varies from person to person, so there isn't a magic number that will work for everyone. Some people may only send around 10 or 15 emails a day, while others might have a much higher volume.
How do I add a new list to an existing Campaign?
You can pull up the list from the People page and "Select All" to add them to an existing Campaign. As long as the Campaign is still active and turned ON, added contacts will proceed through the Campaign stages. This functionality supports seamless updates to your outreach strategy as new contacts become available.
Can I add stages to an active Campaign?
Outreach Campaigns in Loxo allow you to add additional stages, even after they have launched. However, these new stages will only apply to and go out to the prospects who have not yet completed the Campaign. For example, if you decide to include an additional follow-up email stage or a new task reminder stage, it will not affect contacts who were already marked as complete beforehand.
Keep in mind that A/B variants modify the content of a single stage but do not create subsequent stages. When creating a campaign within the Outreach tab, the A/B testing is available with the blue + button at the bottom of the stage. To send follow-ups, you must create entirely new stages with their own schedule with the "+ Stage" at the top right or "+ Add Another Stage" at the bottom left of the stages. For example, in A/B tested campaigns with nine stages, there are two variations for each of the four email stages, resulting in up to eight emails being created (2 variations x 4 stages). Adding another task stage brings the overall campaign to nine stages in total. However, each prospect only experiences one of the variations per email stage, making the campaign effectively a five-stage journey for that prospect.
How can I remove someone from a Campaign or update their stage/status?
To remove a candidate, pause or unpause the Outreach Campaign, mark a Campaign as finished, or skip a stage, please follow the instructions below:
Open the candidate's profile
On the right-hand side under the Details tab, scroll down to the Loxo Outreach section.
Click the pencil icon on the right to make changes. Here, you can:
Remove a candidate from the Campaign
Pause or Unpause the Campaign
Mark the Campaign as finished
Skip to the next stage in the Campaign
If a prospect is 'Failed' or 'Pending,' there will also be the option to "Retry stage."
Safe Sending Practices
To ensure optimal Campaign performance and to help prevent your emails from being flagged as spam, it is crucial to adhere to Safe Sending practices:
Avoid bulk additions of new prospects to active Campaigns. Keep your regular historical volume in mind when launching new batches of prospects.
Personalize and customize your messaging to ensure it does not get viewed as a generic mass marketing mail. Loxo's Person Tags are a great tool for this!
Always plan your Campaigns with pacing in mind to accommodate Safe Sending protocol. If you regularly send around 100 emails a day, it might not be a good idea to launch two new Campaigns to a round of 100 prospects each.