you enable auto outreach from the enable outreach modal the first time, then manage it from settings going forward. the controls are the same in both places.
Opening The Enable Outreach Modal
you'll be prompted with the modal when you take an action that needs outreach (sending a first candidate report, etc.). you can also open it directly from the refinance or renewals page header.
The Two Channel Toggles
- refinance outreach - toggle on to start reaching clients with potential rate savings.
- renewal outreach - toggle on to start the 12/7/3/1-month drip for clients approaching maturity.
these are independent. turn on one without the other if you want.
When Sends Go Out
both refinance and renewal emails go out at 9:00 am in each client's local timezone, set from the province and postal code on their property address. a client in vancouver gets theirs at 9am pacific, a client in halifax at 9am atlantic, on the same day. when a client has no property address on file, that send falls back to your own timezone (9:00 am et) instead. the settings panel shows this as a subline under each toggle, so you always know how the timing is decided.
once renewal outreach is on, a sequence editor appears right beneath the toggle. it's a row of month chips for which months before maturity the drip fires at, defaulting to 12, 7, 3, and 1. remove a chip, or add a new step with the input and add button. steps can be anywhere from 1 to 24 months out. the copy for each step is edited separately in templates → renewal.
Auto Sends Per Day (Refinance Only)
the auto sends per day slider runs from 1 to 5 and defaults to 3. it's how many refinance outreach emails we send each day on your behalf.
- higher means we work through your refinance list faster; lower keeps the trickle gentle.
- the slider only shows when refinance outreach is on. with renewals only, there's nothing to set here.
this only paces refinance. renewals are not capped, every milestone email goes out regardless. see how renewal auto outreach works (the drip).
Eligible Statuses (Per Channel)
refinance and renewals each have their own eligible deal statuses row with a check statuses dropdown. it lets you pick exactly which deal statuses from your imported data are eligible for that channel's auto outreach - the refinance list lives under auto sends per day, the renewal list under the renewal sequence editor.
- the dropdown lists only the statuses that actually appear in your import data, so what you see is specific to your book.
- if you haven't imported candidates yet, you'll see a no statuses yet pill instead of the dropdown. import a candidate list and the statuses will appear automatically.
- statuses like lead, new, withdrawn, expired, cancelled, and declined start unchecked. we never auto-outreach these by default.
- statuses like funded, accepted, and submitted start checked.
- flip any of them on or off. for refinance, unchecking a status dequeues already-queued candidates with that status, so they won't receive the next send. for renewals, the drip simply skips clients whose status isn't checked when their next milestone comes up.
- the two lists are independent: you can drip renewals to funded deals only while refinance casts wider, or vice versa.
the same control also appears in the post-payment outreach setup modal and the enable outreach modal (opened when you toggle auto outreach via add to queue on a candidate). in those modals there's a single picker, and it applies to whichever channels you're switching on. fine-tune each channel separately afterwards in settings → outreach settings.
Minimum Deal Age (Refinance Only)
below eligible deal statuses, minimum deal age sets how old a deal has to be before it can receive refinance auto outreach. we look at the deal's start date.
- the default is 12 months, so a mortgage that started less than a year ago is skipped.
- edit it to any number of months, or set it to 0 for no minimum.
- raising it dequeues already-queued candidates that are now too new, so the change takes effect right away.
- a deal with no start date on file has an unknown age, so the minimum doesn't block it.
this control lives in settings → outreach settings.
Send Days
pick which days of the week we're allowed to send (mon-sun, multi-select). common setups:
- tue / wed / thu - best open rates, avoids monday and weekend dropoff.
- mon-fri - full business week.
restricting days doesn't reduce volume; it just spreads sends across the days you've allowed.
Save As Draft For Me To Approve
each channel has its own save as draft for me to approve toggle in settings → outreach settings. turn it on and instead of sending, we save each message of that channel as a draft straight in your connected email inbox (the gmail or outlook account you linked under settings).
- you open your own email, review or edit the draft, and send it yourself whenever you're ready. nothing goes out automatically.
- because you control the send from your own inbox, we don't track delivery, replies, or follow-ups for those drafted messages. the client only gets the message once you hit send.
- the two toggles are independent - draft the refinance channel while renewals still send on their own, or the other way round.
- it only affects automatic outreach. manual sends from the dashboard and report emails are unaffected and still send normally.
- this needs a connected email account. drafts work on gmail and outlook linked through the email integration.
- in the refinance and renewals lists, a client whose message was drafted shows a draft state instead of contacted.
draft mode and bcc me are independent. with draft mode on the message lands in your own inbox already, so the bcc has nothing to copy, but the toggle stays put.
BCC Yourself On Auto Outreach
each channel has its own bcc me on these toggle, tucked under the refinance and renewal sections in settings → outreach settings. turn one on and a copy of every email that channel sends automatically lands in the inbox of the agent who owns that client (a solo broker is copied on all of theirs).
- the two toggles are independent - you can bcc yourself on the renewal drip but not refinance, or the other way round.
- they only apply to automated sends. reports (like equity reports) and any email sent manually from the refinance or renewals dashboard are never copied.
- the bcc is hidden from the client, exactly like a normal bcc.
Toggling Off
when you toggle off a channel:
- future sends stop. nothing new gets queued.
- already-queued sends may still go out within the next short window if they've been handed off to the queue. there's a short tail.
- existing follow-ups stop being scheduled. a client mid-sequence won't get the next follow-up.
to pause without losing your settings, just toggle off and toggle back on when ready.
What To Do Next
- see how refinance picks who to email: how refinance auto outreach works.
- see the renewals cadence: how renewal auto outreach works (the drip).
- skip a specific client: skipping a client from auto outreach.