# AI SDR Builder: Launch Your AI Sales Rep in 7 Steps
Source: https://docs.salestools.io/ai-agents/ai-sdr-builder
Configure an AI sales rep in seven steps — set her persona, audience, voice, channels, playbook, and guardrails, then preview and launch.
The AI SDR Builder is a guided seven-step wizard that turns your ICP, brand voice, and outreach rules into a working AI sales rep. You name her, point her at a real audience, teach her how to write, set her channels and cadence, configure guardrails, preview a live email, and launch — then Sally starts prospecting and following up across email, LinkedIn, phone, and calendar on your behalf. The wizard has a step rail on the left, the active step in the center, and a live email preview on the right that updates as you configure.
If this is your first AI SDR, launch in **CoPilot** mode. Sally will draft every message and surface it for your approval before anything sends — a great way to tune her voice before switching to AutoPilot.
## How to build and launch an AI SDR
Open **AI Agents**, click **+ New agent**, and select **AI SDR**. The wizard opens at Step 1. Use the step rail on the left to jump between steps at any time.
Give your SDR a **Name** — this is how she appears in your agent list. Set what she **Signs emails as** (for example, "Sales Development" or your own name). Then configure her targeting from your AI Library:
* **Target ICP** — the Ideal Customer Profile that defines which companies she goes after.
* **Modeled after persona** — the persona profile she patterns her outreach on.
* **Style of seller** — choose one of three archetypes:
* **Hunter** — cold, high-volume prospecting. Best for opening new accounts.
* **Farmer** — re-engages cold pipeline and past deals. Best for warming dormant contacts.
* **Researcher** — thorough account briefing with lighter, more considered outreach.
Don't have an ICP or persona saved in your AI Library yet? You can leave either field blank and the agent will target all matching leads without a profile filter. Create profiles in the AI Library first for sharper, more targeted outreach.
This step shows the exact people your ICP and persona filters surfaced — real names, companies, and titles. Switch between the **Leads** and **Companies** tabs to review both views. Use the checkboxes to keep or remove individuals. Sally only contacts the prospects you leave checked.
The live count at the top of the tab updates as you check and uncheck people, so you always know exactly how many prospects she'll work.
If you see **"No one matches these filters yet — widen them"**, go back to the Persona step and loosen your ICP or persona criteria. After editing, hit the re-run button (the circular arrow on the tab strip) to refresh the audience list.
Set a single voice for the entire cadence. Sally adapts the angle automatically by contact role — a CEO gets different framing than an end user — so you only need to configure this once.
* **Tone** — choose from Direct & warm, Casual, Buttoned-up, Punchy, or Curious.
* **Words to avoid** — press Enter after each word or phrase to add it. Defaults include "circle back," "touch base," and "synergy."
* **Voice instructions** — write freeform guidance in plain English. Describe your value prop, what makes your company different, objections to pre-empt, or anything else Sally should keep in mind.
* **Saved prompts** — pull a prompt from your AI Library with **Use**, or save your current instructions as a reusable prompt with **Save as prompt**.
Voice instructions work best when they're specific. Instead of "be friendly," try "lead with the ROI stat from our case study, avoid feature lists, and always end with a low-friction ask like a 15-minute call."
Toggle each outreach channel **On** or **Off**, and set daily caps on the channels that support them:
| Channel | What it does | Daily cap? |
| ------------ | --------------------------------------------------------- | ----------------------------------- |
| **Email** | AI-drafted messages sent from your connected mailbox | ✅ Yes |
| **LinkedIn** | Connection requests and direct messages | ✅ Yes |
| **Phone** | Queues power-dial tasks for your team | ✅ Yes |
| **Calendar** | Books a meeting automatically once a prospect replies yes | ❌ No — fires only on positive reply |
At the bottom of this step, choose **Who handles inbound replies** from your saved reply-handler profiles. Leave it blank and all replies route directly to your inbox.
Select the rhythm Sally follows to work each prospect. Choose a preset or build your own:
* **5-touch outbound (recommended)** — Day 0 email → Day 2 LinkedIn → Day 5 follow-up email → Day 9 call → Day 14 break-up. A balanced default for most teams.
* **Aggressive 8-touch** — daily touches across email, LinkedIn, and call over two weeks. Best for high-intent, time-sensitive campaigns.
* **Light 3-touch** — email-only, low volume. Best for high-consideration sales or senior buyers.
* **Intent-triggered** — only reaches out when an account hits your site or shows a buying signal. Best when paired with the Website Visitor or Intent source.
* **Custom flow…** — opens the [Automation Builder](/ai-agents/automation-builder) so you can hand-build the exact step sequence you want, then returns here to finish setup.
Guardrails control how aggressively Sally works prospects and when she's allowed to reach out.
Use the **Aggressiveness** slider to set her overall pace — the panel beside it shows you the resulting estimate: sends per day, follow-up frequency, and whether she auto-handles replies or surfaces them for approval first.
Then configure the individual rules:
| Rule | What it does |
| ----------------------- | -------------------------------------------------------------------------------- |
| **Business hours only** | Skips sending between 8 PM and 7 AM in the prospect's local timezone |
| **Cooldown** | Minimum hours between touches to the same prospect (default: 168 hours / 7 days) |
| **Max triggers / day** | Daily cap on how many new prospects she starts working |
When you're satisfied, click **Review campaign →** to move to the final step, or **Save draft** to keep your configuration and return later.
The Review step summarizes your full configuration — agent, audience, channels, playbook, and guardrails — and generates a real email preview using your actual prompt, voice, and a live prospect from your audience.
* **Switch the recipient** — use the dropdown to change the prospect and see how the email reads for different people on your list.
* **Regenerate** — click to generate a fresh version if you want to see variation or test a tweak.
* **Save draft** — stores your configuration without activating. Nothing sends. Come back and launch when ready.
* **🚀 Launch** — saves and activates the agent. Sally begins prospecting immediately.
Launching starts real outreach to every prospect you kept selected in the Audience step. Review the generated email preview carefully and confirm your audience count before clicking Launch. You can pause or edit the agent afterward — see [Managing Agents](/ai-agents/managing-agents).
## Troubleshooting
Your ICP or persona filters are too narrow for the data available. Go back to Step 1 (Persona), loosen the ICP or persona — or clear one entirely — and return to Step 2 (Audience). Click the re-run button (the circular arrow on the tab strip) to refresh the list. The Leads and Companies tabs each show their own count independently.
The preview needs a real enrolled prospect to write to. If no one is loaded in your audience, the preview will prompt you to go back and select prospects first. If your audience is populated but generation fails, click **Generate** or **↻ Regenerate** to retry. Persistent failures usually mean a connectivity issue — wait a moment and try again.
The Voice step pulls prompts of type **"email"** from your AI Library. If none appear, you haven't saved any yet. Write your voice instructions directly in the field and click **Save as prompt** to create your first one, or add prompts to your AI Library directly. Prompts saved as other types (e.g., LinkedIn) won't appear here.
**Save draft** stores your full configuration without activating anything — no outreach is sent and no prospects are enrolled. The agent appears in your grid with a **Draft** status badge. **Launch** saves and activates the agent immediately. If you've saved a draft before, launching from that same session doesn't create a duplicate — it activates the existing draft.
No. You write one voice and one set of instructions for the whole cadence. Sally infers each contact's role — Decision Maker, Champion, Influencer, or End User — from their job title and persona data, then adapts the angle automatically. If you need fully custom per-role prompts at every step, build the cadence in the [Automation Builder](/ai-agents/automation-builder) instead, where you can write a distinct prompt for each persona at each step.
Yes. Click **Edit** on the agent's card to reopen the wizard. You can update any step — including the Playbook — and save. Changes take effect on prospects who haven't yet reached the modified steps. Prospects already past a changed step continue from where they are.
## Related
Understand what AI Agents are, the status and type badges, and how the grid works.
Hand-build a multi-step cadence in Plain English or Flow mode with per-step prompts and condition branches.
Monitor performance, pause or resume your SDR, and manage the individual leads she's working.
# Automation Builder: Build Custom Outreach Cadences
Source: https://docs.salestools.io/ai-agents/automation-builder
Build any outreach cadence step by step — emails, LinkedIn, calls, research, and condition branches — with per-step prompts, delays, and exit rules.
The Automation Builder gives you complete, step-by-step control over your outreach cadence. You decide who enters, exactly what happens at each step and when, how Sally writes each message for each persona, when a lead exits, and what happens to other contacts at the same account. Unlike the AI SDR Builder's guided wizard, the Automation Builder is a blank canvas — build anything from a simple three-step email sequence to a complex multi-channel, branch-driven cadence. When you're done, activate it as a live agent.
The Automation Builder and the AI SDR Builder are two views of the same underlying page. The AI SDR Builder walks you through a guided wizard; the Automation Builder puts the full cadence editor in your hands. Switch between them using the tabs at the top of the builder page.
## How to build and launch an automation
Open **AI Agents**, click **+ New agent**, and select **Automation**. The builder opens in Flow mode by default.
The builder header shows two view modes. Select the one that suits your current task:
Plain English renders your cadence as readable, numbered "When / And / Then / Wait / If…" sentences. Use this view to read back your cadence at a glance, share it with a colleague for review, or get a quick sanity check on the overall logic — without navigating individual step cards.
Plain English is a **read-only overview**. To make changes, switch back to Flow.
Flow is the full cadence editor — a vertical list of step cards you add, configure, reorder, and delete one by one. Every setting (delays, prompts, personas, rules, conditions) lives inside the step cards here.
Build and edit in **Flow mode**.
At the top of the Flow sits the **Enter when** card. Click **Configure** to open the trigger inspector and select an audience source:
| Source | What it enrolls |
| --------------------- | ------------------------------------------------------------------------------------------------------------------------- |
| **Find Leads** | New prospects matched by job title, industry, location, company size, technologies, and your saved ICP / persona profiles |
| **My Leads** | Existing leads from your Salestools account, filtered by tag |
| **My Companies** | Contacts at companies already on your account list |
| **Website visitors** | People identified by the Visitor Tracker, filtered by industry and company size |
| **Intent signals** | Companies surging on research topics, hiring for specific roles, or using specific technologies |
| **LinkedIn URL list** | A direct list of LinkedIn profile URLs you paste in to enroll immediately |
For Find Leads, My Leads, My Companies, and Intent signals sources, the **Audience** tab previews the real matching people grouped into four personas — Decision Maker, Champion, Influencer, End User — with a live match count. Leave everyone selected to enroll all matches, or check specific people to enroll only them. Other sources (Website visitors, LinkedIn URL list) resolve their audience at run time.
Both the **Enter when** card and the **Cadence summary** rail show a live audience line — for example, "120 prospects match · all enrolled." If it reads "0 prospects match," widen your filters before activating.
Click **Add a step** (or the **+** between any two rows) to insert a new touch. Choose from the following step types:
**Outreach steps:**
* **LinkedIn invite** — sends a connection request with an optional note
* **LinkedIn message** — sends a direct message to a 1st-degree connection
* **LinkedIn InMail** — sends a paid InMail to any LinkedIn member
* **LinkedIn auto-visit** — automatically views a prospect's profile (triggers their visibility notification)
* **Email** — AI-drafted message sent from your connected mailbox
* **Call** — queues a call task in your power dialer
* **WhatsApp** — sends a WhatsApp message
* **SMS** — sends an SMS
**Intelligence steps:**
* **Company Deep Research** — Sally researches the prospect's company and uses the findings to personalize later steps. Can be added once.
* **Persona Deep Research** — Sally researches the individual contact. Can be added once.
**Logic steps:**
* **Condition** — creates a branch in the cadence based on whether the lead replied, connected on LinkedIn, didn't connect, visited your site, opened an email, or clicked a link.
Reorder any step at any time using the **↑ / ↓** arrows on its card.
Every step has its own delay before it fires. Open a step and set the wait time as a number plus a unit: **minutes**, **hours**, or **days**. Set the delay to **0** to fire the step immediately after the previous one completes.
Always set an explicit delay on each step — even if it's 0 for "send now" — so the cadence runs at the exact pace you intend and there are no surprises.
Click any messaging step to open its **inspector panel**. Across the top is a persona row — **Decision Maker**, **Champion**, **Influencer**, **End User** — above four tabs:
* **Preview** — generates the real AI message for the selected persona using a sample or researched lead. Use this to confirm how your prompt actually reads before launch.
* **Prompt** — write a free-text AI direction. Type **/** to insert dynamic variables (lead first name, company name, title, and more). Alternatively, select a saved prompt from your AI Library.
* **Personas** — write a distinct prompt for a specific persona. Click a persona in the row above to switch to it and write its prompt. A dot appears on any persona that already has its own prompt. Personas without a custom prompt fall back to the step's base prompt automatically.
* **Rules** — set the subject line (for email steps), fine-tune the delay, add an optional internal note, and configure runtime guards.
Research steps (**Company Deep Research**, **Persona Deep Research**) show a **Research** tab instead, where you set the research prompt, depth, and breadth.
If you leave a step without any prompt, Sally writes the message per lead with no template — that's valid and often works well. Use the **Preview** tab to confirm what will actually be sent before you activate.
Configure global behavior in the **right rail** of the builder:
**Exit rules** — control when a lead automatically leaves the cadence:
* On email reply (within N days)
* On LinkedIn reply
* On meeting booked
* On no reply after N days
* When already enrolled in another active cadence
**Unsubscribe is always honored**, regardless of your exit rule configuration. Any lead who unsubscribes is immediately removed from the cadence and will never receive further outreach. This cannot be disabled.
**Account focus** — when one contact at a company replies positively, automatically pause all other contacts at that account. Set the sentiment threshold, behavior, and pause window to match your sales motion. This prevents your team from emailing a deal that's already in motion.
**CRM sync** — push the agent's activity to your connected integrations: **HubSpot**, **Salesforce**, or **Slack**. Activity syncs automatically once you activate if the integration is connected.
Click **Test run** in the builder header to open a dry preview. Pick a lead from your audience and the builder renders every step with real variables filled in, exactly as Sally would execute them.
From the test run panel, click **Send a real test to your email address** to deliver the first step's actual message to yourself via a connected mailbox. This lets you see the full rendered email — including formatting, variables, and subject line — before any prospect sees it.
"Send a real test to your email address" only ever emails the signed-in user. It never sends to a prospect. Use it freely to validate your output before activating.
Click **🚀 Activate** to deploy. The builder creates the agent, enrolls your selected audience, and navigates you to the agent's detail page. From there, Sally begins working the cadence for every enrolled lead.
Activating deploys a live agent that sends real outreach immediately. Double-check your audience count, all step prompts, and delays in the **Test run** before clicking Activate.
## Audience sources at a glance
Search for net-new prospects by job title, industry, location, company size, and technologies, with optional ICP and persona filters from your AI Library. The Audience tab shows a live count of matching people grouped by persona. Widen or narrow filters until the count looks right, then enroll all or pin specific individuals.
Pull from contacts and accounts already in your Salestools workspace. Filter by tag to target a specific segment — for example, "Cold Q3 pipeline" or "Conference attendees." These sources are ideal for re-engagement or follow-up cadences.
Enroll people identified by the Salestools Visitor Tracker as they arrive on your site. Apply industry and company-size filters to focus on your ICP. The audience resolves at run time as new visitors are identified.
Target companies surging on research topics relevant to your product, actively hiring for roles that indicate a buying need, or using specific technologies. Intent-based enrollment means every prospect enters the cadence when they're most likely to be receptive.
Paste a list of LinkedIn profile URLs to enroll those exact people. Use this for event follow-up, targeted account lists, or any scenario where you've already identified the exact individuals you want to reach.
## Related
Prefer a guided setup? Build an AI SDR with the seven-step wizard — persona, voice, channels, and playbook.
Monitor, pause, resume, and review the agents you've launched.
Understand how AI Agents work in Salestools and where to start.
# Managing AI Agents: Monitor, Pause, Edit, and Track
Source: https://docs.salestools.io/ai-agents/managing-agents
Start, pause, edit, and delete your AI agents — and track every enrolled lead's progress, outreach history, and real-time KPIs from one place.
Once your agents are live, the **AI Agents** page is your command center. Every agent your team has built — AI SDRs, automations, and research agents — shows as a card. You can start, pause, or resume any agent without opening it, drill into KPIs and activity, manage the individual leads each agent is working, and edit or delete agents as your strategy evolves.
## How to monitor a running agent
Navigate to **AI Agents** from the sidebar. Your full agent grid loads, showing every agent as a card with its current status, type, step count, mode, and source.
Use the controls at the top to find what you need:
* **Status toggles** (All / Active / Paused / Draft) — each shows a live count
* **Type toggles** (All types / Outbound / Inbound / Event)
* **Search agents…** — filter by name instantly
* **Sort** — by Recently updated, Name (A–Z), or Status
Each card tells you the full picture at a glance:
| Element | What it means |
| ---------------- | ------------------------------------------------------------------------------------------------------ |
| **Status badge** | Active, Paused, Draft, Completed, or Failed |
| **Type chip** | AI SDR, Automation, Deep Research, or Social Selling |
| **Last updated** | When the agent last changed state or sent a message |
| **Steps** | Number of steps in the cadence |
| **Mode** | AutoPilot (fully automatic), CoPilot (you approve drafts), or Manual (you execute tasks) |
| **Source** | Where the agent sources its audience — Prospector, My Contacts, Website visitors, Hiring Signals, etc. |
Click anywhere on the card (outside the action buttons) to open the agent's detail page. The detail page has four tabs — work through them in sequence to get the full picture.
The **Overview** tab is your performance dashboard. A KPI strip across the top shows six metrics (see below for what each one means). Below that, a **Run state** block shows the current status, last activity timestamp, owner, and step count. A feed of recent activity surfaces the latest events.
The total number of leads enrolled in this agent. This count includes everyone who has entered the cadence, regardless of their current state. It's your denominator for all other metrics.
Leads who are currently working through the cadence — waiting for their next step to fire or currently being processed. These prospects haven't finished and haven't exited via an exit rule.
Leads who have completed the full cadence or exited via an exit rule (replied, booked a meeting, unsubscribed, hit the no-reply cutoff, etc.). Processed leads no longer receive steps from this agent.
The total number of messages the agent has successfully sent across all channels — email, LinkedIn, SMS, WhatsApp. This is a running total, not a per-lead count.
The number of prospects who replied to any message from this agent, on any channel. A reply typically triggers an exit rule unless you've configured otherwise.
The number of meetings booked as a direct result of this agent's outreach. A meeting counts when a prospect confirms a calendar booking via the agent's calendar step or a positive reply handler.
The **Prospects** tab lists every lead currently enrolled, with their company, current step in the cadence, status, and when they last advanced. Click **Open full view →** to jump to the dedicated enrolled-leads page for full row-level controls on every individual.
* **Outreach** — shows every message this agent has sent or queued, with channel, status, subject line, and a body preview. Use this to spot any messages that look off before they continue sending.
* **Activity** — a full chronological log of every event the agent has fired. Use this tab to audit exactly what the agent has done and troubleshoot unexpected behavior.
KPIs and the activity feed are pulled live. If a metric or feed shows "unavailable," the agent simply hasn't produced that data yet — it isn't an error. Numbers fill in as the agent runs. Brand-new agents will show zeros across all KPIs until they begin working prospects.
## How to start, pause, or resume an agent
Find the agent in the grid. Use the status toggles, type filters, or search box to narrow the list if needed.
The action buttons sit along the bottom of every card. The button label reflects the current state:
* **Start** — appears on Draft and stopped agents. Activates the agent and begins the cadence.
* **Pause** — appears on Active agents. Stops all in-progress cadence steps immediately. Enrolled leads and all progress are preserved.
* **Resume** — appears on Paused agents. Restarts the cadence from exactly where it left off.
The status badge on the card updates immediately after you click.
You can also start, pause, or resume an agent from inside its detail page using the run control in the top-right header — useful when you're already reviewing performance and want to act without navigating back to the grid.
## How to manage enrolled leads
Each agent has a dedicated full-screen enrolled-leads page. Open it from the **Prospects** tab of any agent detail page by clicking **Open full view →**.
The page opens with its own KPI strip — **Total leads**, **Running**, **Processing**, **Paused**, **Completed** — above a dense table of every enrolled lead, with their name, company, current step, status, and last-updated timestamp.
Use the **Search by name, company, email…** box above the table. The counter next to it shows how many of the total leads match your search.
Each row has four actions:
| Action | What it does |
| ---------- | ---------------------------------------------------------------------------- |
| **Open** | Opens the lead's full conversation view |
| **Pause** | Stops cadence steps for this lead only — the rest of the agent keeps running |
| **Resume** | Restarts a paused lead from their current step |
| **Skip** | Skips the lead's current pending step and advances them to the next one |
| **Remove** | Removes the lead from this agent — they stop receiving all further steps |
Click any row to open a side drawer showing that lead's full step-by-step history on this agent — what was sent, when, and what the outcome was.
**Remove** permanently stops a lead from receiving any further steps from this agent. There is no one-click re-enroll — to add them back, you'd need to enroll them again through the Builder's audience configuration. Use Remove deliberately.
## How to edit or delete an agent
Click **Edit** on the agent's card to reopen it in the Builder. AI SDRs reopen in the seven-step wizard; Automations reopen in the cadence editor. Make your changes and save. The detail page also has an **Edit cadence** button in its header.
Changes take effect on prospects who haven't yet reached the modified steps. Prospects already past a changed step continue from where they are.
Click **Delete** on the card and confirm in the dialog. The agent is permanently removed from your grid.
Deleting an agent **does not delete its prospects**. All enrolled leads are preserved in your Salestools workspace and can be reassigned to another agent at any time. Only the agent configuration and cadence are removed — your prospect data is always safe.
## FAQ
Pausing an **agent** stops the entire automation — no leads advance, no messages go out, and the whole cadence halts. Pausing a single **lead** (from the enrolled-leads page) stops only that one person while the rest of the agent continues running normally for everyone else.
"Processing" means the agent is actively working that lead's current step right now — generating a message, sending an email, or executing a task. A lead normally shows **Running** (waiting for its next scheduled step) and briefly flips to **Processing** only while that step executes. Once the lead finishes all steps in the cadence, the status changes to **Completed**.
No. Deleting an agent keeps all its enrolled prospects safe in your Salestools workspace. You can reassign them to another agent later. Only the agent itself — its configuration, cadence, and settings — is removed.
A brand-new or just-activated agent hasn't sent anything yet, so all counters start at zero. KPIs update in real time as the agent enrolls leads and works the cadence. If metrics seem stale, use the refresh control on the page to pull the latest data.
**Outbound** agents run proactive campaigns — AI SDRs, email and LinkedIn sequences, and prospector-sourced outreach. **Inbound** agents handle replies and incoming messages. **Event** agents fire on a signal — a website visit, intent spike, job change, or news mention. Salestools detects the type automatically based on how the agent is configured.
Each agent runs under a single owner. To run the same cadence for multiple reps, duplicate the agent and assign each copy to a different owner. Each agent then tracks its own KPIs and prospects independently.
## Related
What AI agents are, how status and type badges work, and where to start.
Build an AI SDR with a persona, voice, channels, and playbook.
Hand-build a cadence with per-step prompts, personas, delays, and condition branches.
# AI Agents: Automate Outreach and Book More Meetings
Source: https://docs.salestools.io/ai-agents/overview
Meet Salestools AI Agents — automated outreach machines that prospect, follow up, and book meetings for you across every channel.
AI Agents are the engine of Salestools. Each agent runs a multi-step outreach cadence — emails, LinkedIn touches, calls, and more — automatically working your audience while you focus on closing. You build them, set the rules, and Sally executes. Every agent your team has built lives on the **AI Agents** page, where you can see what's running, start or pause agents instantly, edit their setup, and drill into performance metrics.
## Two ways to build an agent
Start from the **+ New agent** button at the top of the AI Agents page. You'll choose one of two paths:
A guided seven-step wizard. Name your SDR, define her audience, set her voice and channels, pick a playbook, configure guardrails, and launch — Sally writes and sends on your behalf.
Full manual control. Design any cadence in Plain English or Flow mode with per-step prompts, condition branches, delays, and persona-level customization.
## How to create a new agent
From the sidebar, navigate to **AI Agents**. Your full agent grid loads, showing every agent your team has built.
Click the **+ New agent** button in the top-right corner of the page. If you haven't built anything yet, you'll also see a shortcut in the empty-state card.
Choose **AI SDR** to open the guided wizard, or **Automation** to open the manual cadence editor.
Complete the builder steps and click **Launch** (AI SDR) or **Activate** (Automation). Your new agent appears on the AI Agents grid immediately, ready to start.
If the grid is empty and you haven't built any agents yet, you'll see a **"No agents yet"** card with a direct shortcut to create your first one. If you have agents but a filter is hiding them, you'll see **"No agents match your filters"** alongside a **Clear filters** button.
## Understanding agent cards
Each agent appears as a card showing everything you need at a glance. Here's what each element means:
| Card element | What it tells you |
| ---------------- | --------------------------------------------------------------------- |
| **Agent name** | The name you gave the agent or SDR |
| **Status badge** | The agent's current state (see below) |
| **Type badge** | Whether the agent runs Outbound, Inbound, or Event-triggered outreach |
| **Steps** | The number of steps in the agent's cadence |
| **Mode** | How the agent acts — AutoPilot, CoPilot, or Manual |
| **Source** | Where the agent pulls its audience from |
## Status badges
The agent is live and working through its cadence. It's actively enrolling leads, sending messages, and advancing prospects through steps according to its schedule.
The agent has been paused. No leads advance and no messages are sent, but all enrolled prospects and progress are preserved. Resume any time to pick up exactly where it left off.
The agent was saved without being activated. Nothing has been sent. Open the Builder to finish configuring it, then launch when ready.
The agent has finished working through all enrolled prospects and their cadence steps. Review its results in the Overview tab.
The agent hit an error it couldn't recover from. Open the agent's Activity tab for the full log, address the issue, and restart.
## Type badges
The agent initiates contact. AI SDRs, email and LinkedIn cadences, and prospector-sourced sequences are all Outbound. Salestools detects this type automatically based on how the agent is configured.
The agent responds to incoming messages and replies. Inbound agents handle conversations triggered by a prospect reaching out first.
The agent fires when a real-world signal occurs — a website visit, an intent spike, a hiring event, or a news mention. Event agents only reach out when triggered, not on a fixed schedule.
## Run modes
Every agent operates in one of three modes, set when you build it:
| Mode | How it works |
| ------------- | ------------------------------------------------------------------------------------------------------------------ |
| **AutoPilot** | Fully autonomous. The agent writes and sends every message without asking for approval. |
| **CoPilot** | The agent drafts every message and surfaces it for your review before sending. Nothing goes out until you approve. |
| **Manual** | The agent queues tasks and waits for you to execute each one yourself. |
If you're running an AI SDR for the first time, start in **CoPilot** mode. You'll see every draft before it sends, which lets you tune the voice and prompts before flipping to AutoPilot.
## Filtering and finding agents
Use the controls at the top of the AI Agents grid to narrow the list:
* **Status toggles** — filter by All, Active, Paused, or Draft, each showing a live count.
* **Type toggles** — filter by All types, Outbound, Inbound, or Event.
* **Search** — type an agent name to find it instantly.
* **Sort** — order by Recently updated, Name (A–Z), or Status.
## Related
Set up a persona, voice, channels, and playbook so Sally can write and send for you.
Design a custom cadence with per-step prompts, personas, delays, and condition branches.
Start, pause, edit, and monitor your agents and their enrolled leads.
# Set Up Company Profiles for Precise AI Outbound Writing
Source: https://docs.salestools.io/ai-library/company-profiles
Describe the product you sell and map your competitors so Sally writes in-context outbound and steers around the wrong accounts automatically.
A company profile tells Sally what you sell and who you compete with. She reads it before every outbound she writes, so a clear profile produces messaging that sounds like your product — and a well-maintained competitor map means she won't pitch into accounts already using a rival. You can keep more than one company on file and switch between them using the pill strip at the top of the page.
Find company profiles under **AI Library → My Companies** in AI Setup. The pill strip across the top shows each company you have on file; clicking a pill loads its details in the panel to the right.
## What you can do
* **Describe what you sell** with a name, domain, and one-paragraph description that every prompt Sally writes leans on.
* **Generate the description from your site** — Sally reads your domain and drafts the "what you sell" paragraph for you.
* **Refresh a profile** with **Regenerate from site** (re-reads the domain) or **Generate from deep research** (a deeper ICP and persona research run).
* **Map your competitors** with a category, a match score, and a short note on how each one compares to you.
* **Mark each competitor Watch or Block** to tell Sally how to treat their accounts in your outbound.
* **Send competitors to Do Not Contact** to keep Sally out of their accounts across every campaign.
* **Share a profile with your team** (team admins only) so teammates can use the same profile in their outbound.
* **Bulk-manage** profiles with Select mode: **Clone**, **Export JSON**, or **Delete** several at once.
## How to add a company profile
On **AI Library → My Companies**, click **Add company** in the top-right corner of the page.
Type your **Company name** and **Domain**. Leave the protocol off the domain — enter `morningside.io`, not `https://morningside.io` — Sally adds it when she scrapes. Both fields are required before you can save.
Write one paragraph under **What you sell** describing the product the way you would explain it in person. Alternatively, click **Generate from site** and Sally drafts the description from your domain.
Add the name and domain before generating — Sally needs both to know which site to read.
Click **Add**. The new company appears as a pill in the strip at the top and becomes the active profile immediately.
When you edit an existing company profile, changes auto-save about one second after you stop typing. Watch the **Saved / Saving… / Unsaved** chip in the drawer to confirm your changes have been stored.
## How to map a competitor
Scroll down to the **Competitor map** section and click **+ Add competitor**, or click **Edit** on any existing row to update a competitor already on the map.
Enter the competitor's **name** and **domain** — both are required. Add a free-form **Category** (for example, "Sales engagement") to group them on the map, set a **match score**, and write a short **Sally's note** on how they compare to you and where she should redirect the conversation.
Select **Watch** (Sally is aware of the competitor) or **Block — Sally skips their accounts** (Sally actively avoids pitching into accounts using this competitor). The behavior you set applies immediately when you save.
Click **Add** to create the entry, or **Save** when editing an existing one. Domains must be unique on the map. To remove a competitor entirely, use **Remove** inside the drawer.
On the map itself, the **Watch / Block** pill in the **Behaviour** column toggles instantly — one click flips a competitor between Watch and Block without opening the drawer. This updates the map entry only. To also prevent Sally from contacting their accounts across all campaigns, add the domain to Do Not Contact using the steps below.
## How to send competitors to Do Not Contact
Adding a competitor to Do Not Contact is the action that actually keeps Sally out of that competitor's accounts everywhere, not just for this company profile.
In the **Competitor map** header, click **Select**. Checkboxes appear next to each competitor that has a domain and is not already on the Do Not Contact list.
Tick the rows you want to block globally, or use the header checkbox to select all available competitors at once.
Click **Add to Do Not Contact**. Their domains are added to the list and the rows on the map switch to the **Block** behavior automatically.
Do Not Contact is a global block. Once a competitor's domain is on the list, Sally steers around every account using that domain across all of your outbound — not just for this company profile. Remove a domain from the Do Not Contact list if you want to re-enable outreach to those accounts.
## How to refresh a profile
Once a company is on file, you have three ways to keep it current:
* **Edit** — open the drawer and update the name, domain, or description by hand.
* **Regenerate from site** — Sally re-reads the domain and rewrites the description and competitor map. Requires both a name and a domain to be set.
* **Generate from deep research** — kicks off a deeper ICP and persona research run. Results appear under **Deep Research → Results** when the run completes.
**Generate from deep research** consumes credits and runs in the background. You receive a confirmation toast when it starts. Check **Deep Research → Results** for the finished report once Sally has had time to complete the run.
## How to share a profile with your team
Open a company profile in **Edit** mode and turn on the **Share with team** toggle. Teammates can then use the profile when building their own outbound.
The **Share with team** option is only visible to team admins. Shared profiles display a **Team** badge in the pill strip. A profile shared by a teammate appears as read-only to you — use Select mode and click **Clone** to create your own editable copy.
## How to bulk-manage profiles
Click **Select** in the page header. Checkboxes appear on each company pill in the strip.
Tick the companies you want, or use **Select all** in the action bar to grab all visible profiles at once.
Choose from:
* **Clone** — creates a copy of each selected profile prefixed with "Clone - ".
* **Export JSON** — downloads the selected profiles (or all visible profiles if nothing is checked) as a `.json` file.
* **Delete** — permanently removes the selected profiles you own.
You can only delete company profiles you own. Profiles shared by teammates are skipped during a bulk delete, and you are shown how many were skipped.
## Troubleshooting
You are likely viewing a profile a teammate shared — it displays a **Team · view-only** badge — or your account does not have the manage-companies permission. Clone the profile to get an editable personal copy, or ask a team admin to grant you the permission.
Check that the domain is entered without `https://` and without a trailing path. If Sally still cannot read it, write the description manually — the company profile works exactly the same way with a manually written description.
Blocking requires a domain on the competitor entry. If the row has no domain, the checkbox and toggle are disabled. Open **Edit** and add the competitor's domain first.
The scope strip filters by where a profile lives. **Personal** shows only profiles you own; **Team** shows shared ones. Switch to **All** to see every profile regardless of scope.
## Related
Define who you sell to so Sally focuses on the right audience.
Tailor Sally's messaging to the roles you are reaching out to.
Run ICP and persona research and review the completed reports.
Put your company profile to work inside an automated outbound agent.
# Commission AI Deep Research on Companies and People
Source: https://docs.salestools.io/ai-library/deep-research
Set the research recipe Sally runs before writing — depth tier, language, custom prompt — and browse every completed brief in a searchable library.
Before Sally drafts a single message, she reads. Deep research is where you tell her what to read — the public sources, news beats, hiring signals, and career history that go into a one-page brief she cites in every outbound. The result is outreach that sounds like you did the homework, because she did.
Deep Research lives in **AI Setup** under the Research section of the left catalog. You'll find two entries:
* **Deep Research** — research about a *company* (the account).
* **Deep Research · People** — research about a *person* (the individual in the seat).
Both use the same engine; they differ only in what unit they read about.
## What you can do
* **Commission a research run** against any company or person using a recipe built from your ICP, persona, and company profile.
* **Find prospects from a profile** — instead of pasting IDs manually, pick your ICP or persona and Sally pulls matching accounts and contacts for you to select.
* **Choose a depth tier** from Quick through Ultra Max, trading thoroughness against credit cost.
* **Pick the report language** — over 30 languages supported for company research runs.
* **Write a custom prompt** with merge variables so Sally researches exactly the angles you care about.
* **Browse every completed brief** in a searchable library, filterable by ICP, persona, company profile, or agent.
* **Ask questions across all your research** in plain English and receive an AI-synthesized answer drawn from matching briefs.
* **Read the full report** for any account or person, including the source links Sally visited.
## How to run account research
In **AI Setup**, click **Deep Research** under the Research section. You land on the **Research** sub-tab, which shows your current recipe, run settings, and any runs from the last 24 hours.
Click **Run research** in the top-right corner. A side drawer slides in where you build the run.
Give the run a descriptive **Name** — it appears in History and on the run card. Then set the recipe:
* **ICP profile** — defines the kind of account Sally reads about.
* **Persona profile** — the role she is writing for, which shapes which signals matter most.
* **My Company** — the lens she researches and writes from.
Click **Find prospects** to search your selected ICP and persona for matching accounts, then tick the ones you want to include. Each company run takes up to 10 accounts. You can also paste prospect IDs directly if you already have them.
If **Find prospects** returns no results, your ICP or persona may have no targeting criteria set yet. Add attributes on the ICP or Persona tab and try again.
Pick a **Depth** tier (see the table below), select the **Language** for the report, and optionally edit the **Custom prompt**. The prompt supports `{{company_name}}` and `{{company_domain}}` merge variables.
Click **Run research**. Sally queues the run and it appears under **Recent runs** with a Pending status. Reload the page once she has had time to work — a completed run shows a green status dot.
### Depth tiers and credit cost
Depth controls how thorough each brief is, and that determines the credit cost per account researched.
| Tier | Credits per account | What it does |
| ------------- | ------------------- | ------------------------------------------------------------------------------ |
| **Quick** | 10 cr | Surface-level scan — one fast pass across the main sources. Lowest cost. |
| **Standard** | 10 cr | A focused pass across the primary sources with better signal extraction. |
| **Pro** | 17 cr | Multi-source pass — broader coverage with cross-checks across sources. |
| **Max** | 25 cr | Deep dive — many sources including news, careers pages, and filings. |
| **Ultra Max** | 25 cr | Exhaustive — the most thorough pass Sally runs, across every available source. |
The credit cost shown in **Run settings** updates live as you select a depth tier, so you always see exactly what a run will cost before you commission it.
Sally deduplicates credits automatically. If a completed brief already exists for the same company account, she returns that brief instead of running a new one and spending credits again. When you enroll multiple people from the same company in an agent, only one company brief is run and shared across all of them.
## How to research a person
In **AI Setup**, click **Deep Research · People**. This is a single scrolling screen — the recipe, the feed of people Sally has researched, and the prompt are all on one page.
Click **Run research**, then build the run the same way as an account run: name it, pick a **persona**, choose people with **Find prospects** or paste IDs directly, and set the **Depth** tier.
Person runs focus on the individual, not their company — covering LinkedIn history, content they have published, mutual connections, and recent career moves. Person runs do not take a language setting.
Newly commissioned people appear in the feed with a live status that flips from Pending to Completed automatically — no reload needed.
## How to browse and search results
On the **Deep Research** screen, click the **Results** sub-tab. It lists every account you have researched, grouped by company, with a status dot and timestamp for each run.
Narrow the results by **name**, **ICP**, **Persona**, **Company** profile, or **Agent**, and sort by **Date** or **Company** to find the brief you need quickly.
Use the natural-language search box at the top to ask a question — for example, *"companies in fintech with recent Series B funding"* or *"SaaS tools with AI features."* Sally runs a semantic search across every brief and writes an **AI Synthesis** answer, with matching briefs listed below as cards showing a relevance score.
Click any account card or search result to read the full report, including the list of source URLs Sally visited during the run. A run that is still in progress or has failed will tell you its status instead of showing a report.
## How to customize the research prompt
On the **Deep Research** screen, click **Prompt**. This is the standing instruction Sally follows for every research run in this scope.
Edit the template in plain English. Use merge variables to personalize each run:
* **Company runs**: `{{company_name}}`, `{{company_domain}}`
* **Person runs**: `{{person_name}}`, `{{person_title}}`, `{{person_email}}`, `{{person_linkedin}}`, `{{company}}`
Click **Save** when you are happy with the prompt. Click **Reset** to discard unsaved edits, or **Restore default** to load Salestools' recommended template back into the editor — then save to keep it. Use **Preview** to see the prompt rendered with sample data before committing.
The prompt you set on the Prompt sub-tab and the one inside the Run drawer share the same recipe. Editing in one place will not silently overwrite an edit you made in the other — but if you have both open, save intentionally so the version you want is the one that sticks.
Use `{{company_name}}` and `{{company_domain}}` to make the research prompt feel bespoke for each account. For example: *"Research () with a focus on their current RevOps toolchain and any signals of a CRM migration."* Sally substitutes the real values at run time.
## FAQ
Runs are queued and processed in the background, so they are not instant. Deeper tiers read more sources and take longer. On **Deep Research · People**, the feed refreshes automatically as each person's run completes. For company runs, reload the page to pull in the latest statuses.
No. Sally reuses recent research automatically. If a completed brief already exists for an account, she returns that brief rather than re-running. This deduplication also applies when multiple contacts from the same company are enrolled in the same agent.
Company research reads about the account — news, hiring activity, tech stack, and filings. Person research reads about the individual — their LinkedIn history, content they have published, and recent career moves. Use **Deep Research** for companies and **Deep Research · People** for people.
Failed runs show a failed status badge and have no report. The most common cause is missing prospect data such as an account with no domain attached. Re-run using **Find prospects** to pick the account cleanly, which carries all the data the engine needs.
Running and clearing research requires the deep-research permission on your account. If you see a "You do not have permission to run deep research" message, ask your workspace admin to grant it.
## Related
Define the accounts research targets — industry, size, region, and signals.
Bucket job titles by role so research frames the right buyer angle.
The lens Sally researches and writes from on every outbound.
Put research to work inside an automated outbound agent.
# Define Ideal Customer Profiles for Precise Targeting
Source: https://docs.salestools.io/ai-library/icp-profiles
Build named ICP profiles with firmographic filters and a narrative field so Sally and your campaigns always target the right accounts.
An ICP (Ideal Customer Profile) is the shape of a company worth your time: the industry, headcount, location, tech stack, and signals that tell Sally "this account belongs in the queue." Build a profile once in **ICP Targeting**, name it clearly, and reference it in any AI SDR agent, Prospector search, or campaign — so everything you run aims at the right accounts without re-entering the same filters.
Find ICP profiles in **AI Setup → Targeting → ICP Targeting**. Your profiles appear as pills at the top of the page; clicking a pill loads that profile's attributes and narrative in the detail panel to the right.
## What you can do
* **Stack multiple profiles** — keep one ICP per motion (for example, "RevOps · DACH · 50–200" and "Fintech · US · Series B+") and switch between them with the pill row.
* **Target on firmographics and signals** — combine seven attribute types to define exactly what a fit looks like.
* **Add a narrative with Sally's read** — write one paragraph that tells Sally what the ICP *feels* like, beyond what the filters can express.
* **Filter by scope** — view **All**, **Personal**, or **Team**-shared profiles.
* **Share with your team** (team managers only) so teammates can target the same profile without recreating it.
* **Bulk-manage** — enter Select mode to **Clone**, **Delete**, or **Export JSON** several profiles at once.
* **Reuse everywhere** — saved ICPs appear in the AI SDR builder's ICP picker and in Prospector, so your audience definition is consistent across every workflow.
## ICP targeting attributes
| Attribute | What it targets |
| -------------------- | -------------------------------------------------------------------------------------------------------------------------------------- |
| **Industries** | The sectors the company operates in, e.g. SaaS, Fintech, Healthcare. |
| **Company size** | Headcount ranges, e.g. 50–200 employees. |
| **HQ location** | Where the company is headquartered. Use this for a strict geographic filter. |
| **Company presence** | Where the company operates — not necessarily where it is headquartered. Use this for "sells into EMEA." |
| **Revenue range** | Estimated ARR bands. |
| **Technologies** | Detected tech stack at the account, e.g. Salesforce, HubSpot, Snowflake. |
| **Skills** | Skills present at the account via job postings or recent hires — a soft signal that an account is investing in the area you sell into. |
You do not have to fill every attribute. Add only the fields that define a genuine fit; an empty attribute simply is not used as a constraint.
## How to create an ICP profile
Go to **AI Setup → Targeting → ICP Targeting**. The left rail lists every AI Setup surface; the main area shows your existing ICP profiles as pills.
Click **New profile** in the header. If you have no profiles yet, click **+ Add your first ICP**. A drawer opens on the right.
Give the profile a descriptive name. A good pattern is **motion · region · size**, for example `RevOps · DACH · 50–200`. Then add **Sally's read**: one paragraph describing what this ICP feels like — why these accounts need what you sell, what pain they feel, and what good looks like.
Sally's read is the most impactful field in the profile. A strong narrative — "These teams are drowning in manual reporting, have a RevOps hire on the job board, and are mid-way through a CRM migration" — gives Sally the context to write opening lines that feel researched, not templated. Go beyond restating the filters.
Fill the chip fields that define a fit. Type to search — each field suggests real values from the platform's data:
* **Industries** — add the sectors you target.
* **Company size** — add one or more headcount ranges.
* **HQ location** — add the countries or regions where target companies are based.
* **Company presence** — add the markets where target companies operate.
* **Revenue range** — add the ARR bands that qualify an account.
* **Technologies** — add the tools a target account is likely running.
* **Skills** — add the skills that signal an account is investing in your space.
If you are a team manager, toggle **Share with team** so the profile appears in your teammates' ICP lists and becomes available in their agents.
Click **Add**. The profile appears as a pill and is immediately available in the AI SDR builder and Prospector.
**HQ location** and **Company presence** are intentionally separate. HQ matches where a company is incorporated or headquartered; Company presence matches where it has offices or operates. Use HQ for a strict "German company" target, and presence for "any company selling into EMEA."
## How to edit, duplicate, or delete a profile
Click its pill in the switcher row. The attributes and Sally's read load in the detail panel.
Click **Edit ICP** to open the drawer. Edits auto-save about one second after you stop typing — watch the **Saved / Saving… / Unsaved** chip at the top of the drawer to confirm. The explicit **Save** button saves immediately and closes the drawer.
With a profile selected, click **Duplicate** in the header to create an editable personal copy named with "(copy)" appended. This is also how you turn a read-only shared profile from a teammate into one you can edit freely.
Open the profile and click **Delete** in the drawer, or use bulk Delete in Select mode. You are asked to confirm before anything is removed.
## How to bulk clone, delete, or export
Click **Select** in the profile row. The pills become checkboxes.
Tick individual profiles, or use **Select all** in the action bar. A count shows how many you have picked.
Use the action bar to:
* **Clone** — makes copies prefixed with "Clone - ".
* **Export JSON** — downloads a dated `icp-profiles-YYYY-MM-DD.json` file. The file includes targeting fields only — no internal ownership flags — making it safe to share or back up.
* **Delete** — removes selected profiles you own. Click **Done** to leave Select mode.
## How to put an ICP to work
In the AI Builder, the **ICP picker** lists your saved profiles. Selecting one sets the agent's enrollment trigger so Sally only works accounts that match that profile's attributes.
Reference the same ICP when you run a Prospector search or build a campaign. Your audience definition stays consistent across every workflow — no re-typing filters each time.
Very narrow ICPs can return zero matching accounts. If a search or agent audience comes back empty, widen a filter — loosen the company-size range or add a few more industries — and check the audience count before launching the agent.
## FAQ
A **Personal** profile is visible only to you. A **Team** profile has been shared by you or a teammate and appears in everyone's list. Use the **All / Personal / Team** scope filter to switch views. Only team managers can share a profile.
That profile was shared by a teammate, and only the owner can edit or delete it. Click **Duplicate** to create your own editable personal copy.
No. Add only the fields that genuinely define a fit. Industries plus company size is often enough to get started. An empty attribute is simply not applied as a constraint.
Editing an existing profile auto-saves about one second after you stop — confirm the chip reads **Saved**. A name is required to save. If you do not have the manage permission, mutations are blocked; ask a team admin to grant you access.
## Related
Inside each target account, define who Sally writes to first.
Set the product you sell and the competitors Sally steers around.
Tell Sally what to read about an account before she writes.
See how targeting, research, and content settings fit together.
# AI Library: Targeting, Research, and Prompt Blocks
Source: https://docs.salestools.io/ai-library/overview
The AI Library holds the targeting profiles, research recipes, prompts, and reply rules that Sally draws on every time she runs an agent.
The AI Library — labeled **AI Setup** in the app — is where you teach Sally who to write to, what to read before she writes, and how she should sound. Build each block once and every agent you launch picks it up automatically. Edit a prompt or an ICP here and the change flows to every agent that references it, so you never have to update the same setting in multiple places.
A catalog on the left lists every block, grouped into three sections, with a **Search AI setup…** box at the top that filters by name or description. The right panel holds the editor for whichever block you have selected. A footer at the bottom of the page shows **Sally's status** — **Ready to run**, **Paused**, or **Not active** — so you always know at a glance whether your agents are live.
## What you can do
The library is organized into three groups, each covering a different aspect of how Sally works.
**My Companies** — your company profile and competitor map. **ICP Targeting** — the firmographics that decide which accounts enter Sally's queue. **Personas** — job titles bucketed by deal role so each contact gets the right opener.
**Deep Research** — the account-research recipe Sally runs before writing. **Deep Research · People** — the person-research recipe covering LinkedIn, content, and career moves. **User Deep Research** — research about you, so outreach sounds like your voice.
**Prompt Library** — reusable prompts for every flow. **Reply Handlers** — tone, knowledge, and escalation rules for inbound replies. **Calendar**, **Templates**, and **Analytics** round out the toolkit.
### Targeting — who Sally writes to
* **My Companies** — stores what you sell and maps your competitors. Block a competitor here and Sally won't pitch into their accounts.
* **ICP Targeting** — ideal customer profiles: industries, headcount, locations, revenue, technologies, and skills that decide whether a company belongs in Sally's queue.
* **Personas** — job titles grouped into four role buckets (**Decision Maker**, **Champion**, **Influencer**, **End User**) so the same kind of buyer at any company gets the same opener.
### Research — what Sally reads before she writes
* **Deep Research** — the account-research recipe: public sources, news, hiring signals, and tech stack Sally crunches into a one-pager she cites in every outbound.
* **Deep Research · People** — the person-research recipe: LinkedIn history, content, mutual connections, and recent moves.
* **User Deep Research** — research about you — your voice, expertise, and content themes — so outreach sounds like it came from you.
### Content & Tools — what Sally says and how she replies
* **Prompt Library** — reusable prompts for every flow. Edit one prompt and every agent using it updates immediately.
* **Reply Handlers** — tone sliders, knowledge base, and escalation rules for when a prospect writes back.
* **Calendar** — booking rules, meeting types, business hours, and buffers.
* **Templates** — pre-shaped emails, sequences, and LinkedIn messages.
* **Analytics** — per-prompt reply rate, per-sequence conversion, and per-agent ROI.
The AI Library stores reusable ingredients. You assemble them into a working agent in the **AI Builder** — the library blocks you configure here are what the builder picks up when you create or edit an agent.
## How to find and open a block
Navigate to **AI Setup** from the app sidebar. The catalog on the left lists every block, grouped into Targeting, Research, and Content & Tools.
Type in the **Search AI setup…** box to filter the catalog by block name or description, or scroll the three sections to find what you need.
Click any row in the catalog. The right panel loads that block's editor. Each block keeps a direct link in the URL, so you can bookmark it or share it and land back on the same view.
## How to create a profile
Most blocks — ICP Targeting, Personas, My Companies, Prompts, and Templates — follow the same pattern: a list of profiles on one side, a detail panel on the other, and a **New** button that opens a side drawer.
Open a block such as **ICP Targeting** and click **New profile**. The button label matches the block — **New persona**, **New prompt**, **Add company**, and so on.
Each block has its own fields. An ICP captures industries, company size, locations, revenue, technologies, and skills. A Persona captures a name, a short description, and the job titles you sort into the four role buckets. Placeholder text in each field shows the expected format.
Save from the drawer. The new profile appears in the list immediately and becomes available to every agent you build.
For Personas, you don't have to map job titles one by one. Paste a list of titles or describe the role in plain English, and Sally sorts them into the Decision Maker, Champion, Influencer, and End User buckets for you.
## How to filter by scope
ICP profiles, Personas, My Companies, and Prompts can be personal to you or shared with your whole team. A scope strip above the list lets you switch between views.
At the top of the list, click **All**, **Personal**, or **Team**. Each chip shows a live count — for example, `Team · 4`. A teammate's shared profile is read-only to you; only the owner can edit or delete it.
Use the search box to narrow the visible list further by name within whichever scope you have selected.
To reuse a teammate's shared profile or prompt, click **Duplicate**. The copy is created as a **Personal**-scoped item you fully own and can edit freely.
## How to clone, export, and bulk-manage
Blocks like ICP Targeting and Personas support a **Select** mode for working on several profiles at once.
Click **Select** to reveal checkboxes on each profile. Use **Select all** or **Clear** to manage the selection quickly, then click **Done** to exit Select mode when you are finished.
With profiles checked, click **Clone** to create copies or **Delete** to remove them. You can only delete profiles you own — a teammate's shared profile is skipped and you are told how many were skipped.
Click **Export JSON** to download your profiles as a file for backup or sharing. With nothing checked, the export includes everything in the current scope; with a selection active, it exports only those profiles.
Bulk Delete and Clone act only on the rows you have checked in the current scope. A teammate's shared profile cannot be deleted by you. If a list appears empty right after loading, wait a moment and reload before recreating profiles — a slow load looks identical to having no data.
## Sally's status footer
The footer at the bottom of every AI Setup page shows Sally's current status:
| Status | What it means |
| ---------------- | ---------------------------------------- |
| **Ready to run** | Agents are active and Sally is working. |
| **Paused** | Outbound is temporarily stopped. |
| **Not active** | Autonomy is off — no agents are running. |
The footer is a read-only health check. To change Sally's status, manage your agents from the **AI Builder**.
## FAQ
The AI Library stores reusable building blocks — ICPs, personas, research recipes, prompts, and reply rules. The AI Builder is where you combine those blocks into a live agent with a cadence. Editing a block in the library updates every agent that references it.
Yes. Each block keeps its own URL, so you can bookmark it, deep-link to it, or share a link that opens straight to the block you want.
No. Targeting (ICP and Personas) and a prompt are the most valuable to configure first. Research recipes, calendar rules, and reply handlers refine quality, but agents can run without all of them fully set up.
Team-scoped profiles are visible to your whole team, but only the original owner can edit or delete them. Duplicate a shared profile to get an editable personal copy. Team prompts are also versioned; personal prompts are not.
## Related
Define the firmographics that decide which companies enter Sally's queue.
Bucket job titles by role so each contact gets the right opener.
Save and reuse email and LinkedIn prompts across every agent.
Assemble your library blocks into a live AI sales agent.
# Build Buyer Personas with Role-Based Job Title Buckets
Source: https://docs.salestools.io/ai-library/persona-profiles
Create named buyer personas by grouping job titles into four deal-role buckets so Sally targets the right people and writes one message per persona.
Personas are the humans inside your target accounts — the job titles Sally writes to, grouped by the role each one plays in a deal. Define a persona once, and Sally writes one message per persona and re-styles it for each recipient. That means the same kind of buyer at two different companies receives the same well-crafted opener, personalized to them, without you writing it twice.
Find personas in **AI Setup → Personas**. Each persona displays as a card with a monogram avatar, a name, a short description, the regions it covers, and the titles mapped into its four role buckets.
## The four role buckets
The person with final approval authority. Sally leads with business outcomes, ROI, and strategic fit when writing to this role. Example titles: *VP RevOps, CRO, Head of Sales*.
The internal advocate who drives adoption and sells the idea upward. Sally writes to their desire to look good and win internally. Example titles: *RevOps Manager, Sales Ops Lead*.
Someone who shapes the decision without holding final authority. Sally addresses their technical or operational concerns. Example titles: *Salesforce Admin, Solutions Architect*.
The person who will use the product day-to-day. Sally focuses on workflow wins and ease of adoption. Example titles: *SDR Manager, Account Executive*.
You do not have to fill every bucket. Map the roles that matter for how you sell — a persona with a single Decision Maker title is completely valid.
## How to create a persona
Go to **AI Setup → Personas** and click **New persona** in the top-right corner. A side drawer opens on the right.
Give it a clear, recognizable name such as **RevOps Leader** or **VP of Sales**. The name is required and must be unique — you cannot have two personas with the same name.
In **Description**, tell Sally what this person cares about and how she should write to them. For example: *"Owns the GTM stack. Responds to ROI arguments, quick to dismiss filler."* This shapes the tone of every message aimed at the persona.
In **Regions**, add the geographic areas where this persona shows up — **DACH**, **Nordics**, **US East**, and so on. Regions are used for downstream filtering in campaigns.
Add titles into the four role fields. Start typing and Sally suggests matching job titles from the platform's data. Place each title in the bucket that matches how that role behaves in your deals:
* **Decision Maker** — e.g. *VP RevOps, Head of RevOps*
* **Champion** — e.g. *RevOps Manager*
* **Influencer** — e.g. *Salesforce Admin*
* **End User** — e.g. *SDR Manager*
Click **Add**. The persona appears on the roster with a count of how many titles you have mapped across all four buckets.
You do not have to map titles one by one. Paste a list of job titles or describe the role in plain English, and Sally sorts them into the appropriate buckets automatically.
## How to edit a persona
On the roster, click **Edit** on the persona's card. The drawer opens with all its current fields pre-filled.
Update the name, description, regions, or any role bucket. A status chip in the top-right of the drawer shows **Saving…** then **Saved** — edits save automatically about one second after you stop typing.
Close the drawer when you are finished. There is no separate save step; your last change is already stored. You can also click **Save** to save and close immediately.
If you clear the persona's name while editing, auto-save pauses and the status chip reads **Name required**. Restore the name to resume saving your changes.
## How to duplicate a persona
On any persona card, click **Duplicate**. Sally creates a personal copy named after the original with **(copy)** appended — for example, *RevOps Leader (copy)* — so it never clashes with an existing name.
The copy starts as a personal persona you fully own, even if you duplicated a team-shared profile. Open it with **Edit** and adjust it for the new use case.
## How to share a persona with your team
Edit the persona you want to share. The **Share with team** option only appears if you are a team admin.
Check **Share with team**. The persona is now published to your whole team and shows a **Team** badge on its card.
Teammates see a shared persona as read-only — the card opens with a **View** button and a **Team · view-only** badge. To make an editable version, they click **Duplicate**, which creates a personal copy they fully own. Only team admins can share a persona.
## How to bulk-manage personas
Click **Select** in the page header. Checkboxes appear on each card and a bulk-action bar slides in at the bottom of the screen.
Tick the personas you want, or click **Select all** to select every persona in the current scope filter.
* **Delete** — removes the selected personas permanently. You can only delete personas you own; shared personas you do not own are skipped.
* **Clone** — re-creates each selected persona with a "Clone - " name prefix.
* **Export JSON** — downloads the selection as a timestamped JSON file. With nothing selected, the export includes every persona currently visible in the active scope.
Click **Done** to leave Select mode and clear your selection.
## FAQ
They map each title's influence on a buying decision. **Decision Maker** holds final approval, **Champion** is the internal advocate, **Influencer** shapes the decision without final authority, and **End User** is the person who uses the product daily. Sally uses the role to pitch the right angle — an ROI argument for a Decision Maker reads very differently from a workflow win pitched to an End User.
A persona is defined by job titles and deal role, not by a specific account. Sally writes one message per persona and re-styles it for each individual recipient — so a VP of RevOps at two different companies receives the same strong opener, personalized to each of them.
Yes, when editing an existing persona. Changes save about one second after you stop typing, and the status chip shows **Saving…** then **Saved**. When creating a new persona, you save explicitly with the **Add** button.
Creating, editing, and deleting personas requires the **manage personas** permission. If the **New persona** button is disabled or you see a permission error, ask a team admin to grant you access.
## Related
Define which companies qualify — industries, size, locations, tech — to pair with your personas.
Set up what you sell and map the competitors Sally should avoid.
The research recipe Sally runs on accounts and people before she writes.
See how targeting, research, prompts, and reply rules fit together.
# Customize AI Prompts for Your Team in Prompt Library
Source: https://docs.salestools.io/ai-library/prompt-library
Browse Sally's system prompts, write team-wide overrides in a side-by-side editor, and manage enabled status — all from the Prompt Library in Settings.
The Prompt Library is the registry of system prompts that power Sally's writing — the instructions she follows when she researches accounts, composes emails and LinkedIn messages, and handles replies. Browse what each prompt does, read the exact wording shipped with the product, and (if you are a team admin) replace any of it with your own team-wide override.
The Prompt Library is an AI configuration surface, so it lives in **Settings** rather than the main sidebar. Open it from **Settings → AI & automation → Prompt editor**.
System prompts shape **how every AI message is written** across your account. Editing one changes Sally's behavior for the whole team, in every campaign and reply. Change wording deliberately and test the result before you rely on it.
Only **team admins** can create or edit overrides. If you are not an admin, you can still view the full library and read every prompt's wording, but the editor is read-only and a banner reads "You have read-only access to these prompts." Ask a team admin to make changes on your behalf.
## What you can do
* **Browse every system prompt** grouped by category, with a search box that matches a prompt's name, key, category, or description.
* **Filter by category** using the chip row at the top of the list — **All** plus one chip per category your build includes.
* **Read the shipped default** for any prompt — the **Code default** pane shows the exact wording that ships with the product, and it is always read-only.
* **Override the wording for your whole team** — write your version in the **Team override** pane and save it. From that point on, Sally uses your text instead of the default.
* **Enable or disable an override** without deleting it — switch it off to fall back to the default temporarily, then switch it back on to use your saved text again.
* **See a prompt's available variables** — read-only tokens like `{{first_name}}` that are filled in at generation time. Click any token to insert it into your override.
* **Reset to default** to permanently discard an override and revert to the shipped prompt.
* **See override status at a glance** — each row in the list carries a status dot, and the editor shows **Override active** or **Using default** so you always know which version Sally is using.
## How to override a system prompt
Go to **Settings → AI & automation**, then click **Prompt editor**. The library opens as a two-pane editor: the prompt list on the left, the editor on the right.
Use the **Search prompts…** box to filter by name, key, category, or description. Alternatively, click a category chip to narrow the list to a specific group. Each row shows the prompt's **name** and **key**, plus a status dot indicating whether an override is active.
Click a prompt in the list. The editor loads the prompt's **name**, **description**, an **Override status** card, any **Available variables**, and two side-by-side panes: **Team override** (editable) on the left and **Code default** (read-only) on the right.
Type your version in the **Team override** pane. Use the **Code default** pane alongside it as a reference — copy the original across first, then edit the parts you want to change, so you do not accidentally remove instructions Sally depends on. If the prompt lists **Available variables**, click any token to insert it at the end of your draft.
An **Unsaved changes** marker appears while your draft differs from what is currently saved.
In the **Override status** card, confirm the **Enabled / Disabled** toggle is set to **Enabled**. When disabled, Sally uses the shipped default even if your override text is saved.
Click **Save override** in the action bar. The status updates to **Override active** and the prompt's row in the list shows a lit status dot. Your override now applies to every generation that uses this prompt, for everyone on the team.
The **Code default** pane is always available next to your editor. Use it as your starting point — copy the original wording across, then adjust the specific parts you want to change — so you never accidentally drop instructions the AI depends on.
## How to disable or reset an override
Select the prompt, switch the **Enabled** toggle to **Disabled** in the **Override status** card, and click **Save override**. Your override text is preserved, but Sally uses the shipped default until you re-enable it. The editor reads **Using default** while the override is disabled.
Click **Reset to default**. This option appears only once a prompt has a saved override. Confirm the action when prompted.
**Reset to default permanently deletes your team override.** The Prompt Library stores only the current override — there is no version history. Once you reset, your custom wording is gone and cannot be recovered from the app. Copy your override text somewhere safe before resetting if you think you might want it back.
## Good to know
* **Variables are read-only.** The available tokens for each prompt are defined by the product. You can insert them into your override, but you cannot add new ones. If a variable is not listed for a prompt, it will not be filled in at generation time.
* **Overrides are team-scoped.** A saved, enabled override applies to your entire team — there is no per-user or per-campaign system prompt in this editor. For wording that varies by audience, use the per-persona and per-agent controls in the AI SDR builder.
* **Changes take effect immediately.** When you save an override, the editor and the list row update instantly. If the save fails, the library rolls back and shows an error so you know the change did not stick.
* **Override active vs Using default.** **Override active** means your Team override is enabled and is what Sally uses. **Using default** means either no override has been written, or the override is saved but the Enabled toggle is off — Sally uses the shipped Code default in both cases.
## FAQ
It is not in the sidebar by design — system prompts are an AI configuration control, so they live under **Settings → AI & automation → Prompt editor**.
Editing is restricted to team admins. A read-only banner in the editor means your account does not have manage access. Ask a team admin to make the change or to grant you admin access.
Your text is not gone. While an override is disabled, the editor displays the default that is currently in use. Re-enable the toggle to bring your saved override text back into the editor, then save.
Not from the Prompt Library — it stores only the current override with no version log. **Reset to default** restores the shipped wording but cannot restore an earlier version of your custom override. Copy important wording out of the editor before making significant changes.
Yes. System prompts are global to your team, so a saved, enabled override applies immediately to every generation that uses that prompt — across all agents, campaigns, and reply handlers. Save and then test an outbound draft to confirm the behavior is what you intended.
## Related
See how targeting, research, and content settings fit together.
Teach Sally how to respond to inbound replies in your voice.
Where per-agent and per-persona prompt wording is configured.
Set the product Sally sells and the competitors she steers around.
# Configure Sally's Reply Handling Tone and Knowledge
Source: https://docs.salestools.io/ai-library/reply-handlers
Set up tone sliders, a knowledge base, auto-send rules, and runtime policies so Sally handles inbound replies accurately and in your voice.
A reply handler is the playbook Sally follows when a prospect writes back. When a reply lands, she reads it, selects the best-matching handler profile, and drafts an answer in your voice — drawing only from the knowledge you have approved, and following the runtime rules you have set for scenarios like positive responses, out-of-office messages, meeting bookings, and unsubscribe requests.
Reply handlers live under **AI Setup → Reply Handlers** in the app. Each profile covers a complete set of instructions: tone, knowledge base, auto-send preferences, runtime policy, and hard-stop topics. You can maintain multiple profiles and keep each one in **Live** or **Draft** state, with one designated as the account default.
## What you can do
* **Run multiple profiles** — keep separate reply playbooks for different products, audiences, or campaigns, and flip each between **Live** and **Draft**.
* **Set one account default** — the profile Sally falls back to when no other profile is a better match for an incoming reply.
* **Shape tone with four sliders**: Warmth, Length, Formality, and Salesiness.
* **Connect a knowledge base** — docs sites, Notion spaces, or PDFs Sally is allowed to quote, with per-source re-indexing controls.
* **Add reference replies** — real prospect exchanges Sally studies to calibrate your voice.
* **Build an objection library and competitive advantages** so Sally has rebuttals and positioning ready when needed.
* **Upload collateral docs** whose extracted text feeds the profile's sales pitch.
* **Control auto-send** — choose which reply types Sally can send on her own versus draft for your review.
* **Tune the runtime policy** — six classifier handlers that decide what happens to the sequence when a particular reply type arrives.
* **Set "Never reply about" topics** — hard-stop phrases that route a thread to a review channel instead of generating a draft.
* **Track 30-day performance** — drafts written, auto-sent, edited by you, and reply-to-meeting conversion.
## How to create a reply handler profile
Go to **AI Setup → Reply Handlers**. Existing profiles appear as pills across the top, each showing a status dot and a **Live / Draft** toggle.
Click **New profile**, or **+ Add your first profile** if you have none yet. The profile creation drawer opens.
Give the profile a clear name you will recognize in the switcher — for example, the product or audience it covers. Click **Save** to add it to the pill strip.
Select the profile pill to open it, then work through each section: set the tone sliders, connect knowledge sources, configure auto-send preferences, and tune the runtime policy (each covered in detail below).
New profiles start as **Draft**. When you are satisfied with the configuration, click the **Live / Draft** toggle on the pill to set it **Live** so Sally can use it on incoming replies.
Use **Make default** to designate the active profile as the account default. Only one profile can be the default at a time — setting a new default automatically clears the flag from any previously designated one.
## How to shape tone
Click its pill in the switcher. The four tone sliders appear at the top of the left column.
Drag each slider to shape Sally's voice across four axes:
| Slider | Range |
| -------------- | --------------- |
| **Warmth** | Crisp → Warm |
| **Length** | Short → Long |
| **Formality** | Casual → Formal |
| **Salesiness** | Friend → Pitch |
Tone changes save as you release each slider — there is no separate Save button for this section.
## How to connect a knowledge base
In the **Knowledge base** section of the selected profile, click **+ Source** and add a docs site URL, a Notion space, or a PDF file. Sally may only quote from sources you connect here.
Each source shows its chunk count and content type. A green **Fresh** badge means it is indexed and ready. An amber **Re-index** badge means the content has gone stale since the last index.
Click an amber badge to re-sync a source. Re-index whenever you publish new docs or update a PDF so Sally always quotes the latest version.
You can also add **Reference replies** — real prospect question-and-answer pairs Sally studies to learn your voice — and **Use cases & collateral docs**. Uploaded collateral documents have their text extracted and appended to the profile's sales pitch context.
## How to control auto-send
Auto-send controls when Sally can send a reply without you reviewing the draft first. By default, she auto-sends low-risk reply types and always drafts higher-stakes ones for your approval.
The auto-send controls are in the right-hand column of the selected profile. Each reply type has an individual toggle.
Set auto-send on or off per type based on your confidence level:
| Reply type | Default |
| -------------------------------------------------------- | ---------------------- |
| **Greeting replies** — short acknowledgements and thanks | On |
| **Logistics** — scheduling, links, vCards | On |
| **Objection handling** | Off (draft for review) |
| **Pricing questions** | Off (draft for review) |
Leave **Objection handling** and **Pricing questions** off auto-send unless you are highly confident in Sally's drafts. With auto-send off, Sally still writes the reply — she simply waits for you to approve it before sending.
## How to tune the runtime policy
The runtime policy controls what happens to the *sequence* when a reply is classified — this is separate from the draft Sally writes. There are six handlers, each with an enable toggle and a one-line config summary.
| Handler | Default auto-send | What it does |
| ------------------------------- | ----------------- | --------------------------------------------------------------------- |
| **Positive response** | Configurable | Stops or marks the sequence when clear buying intent is detected. |
| **Out of office reply** | Configurable | Pauses the sequence when temporary unavailability is detected. |
| **Meeting booked** | Configurable | Stops outreach and updates status on booking intent. |
| **Unsubscribe / stop emailing** | **Always on** | Hard compliance stop — cannot be disabled. |
| **Email bounce** | **Always on** | Stops automation on permanent delivery failures — cannot be disabled. |
| **Not interested** | Configurable | Stops this sequence without globally unsubscribing the prospect. |
The **Unsubscribe / stop emailing** and **Email bounce** handlers are always-on and cannot be disabled. These protect your sending reputation and ensure compliance with opt-out requirements.
Scroll to the **Runtime policy** section of the selected profile. Each handler shows its name, a short description of when it triggers, and an enable/disable toggle.
Flip each handler's toggle directly in the list. The two compliance handlers are marked **Always on** and cannot be toggled off.
Click **Edit details** on any handler to open its configuration drawer. Set the keywords or sentiment threshold, the action to take (stop / pause / mark interested / global unsubscribe), the notification target, status update, pause duration, and resume behavior.
## How to set topics Sally should never answer
It is in the right-hand column of the selected profile. Click **+ add**, type a topic Sally should refuse to draft about, and press Enter. Remove an entry by clicking the **×** on its chip.
When an incoming reply matches one of these phrases, Sally does not draft a response. Instead, she routes the thread to your review channel and leaves it untouched for you to handle manually.
## Tracking 30-day performance
The **Performance** section of each handler profile shows 30-day metrics for that profile:
* **Drafts written** — total replies Sally drafted.
* **Auto-sent** — replies sent without human review.
* **Edited** — drafts you modified before sending.
* **Reply-to-meeting** — the rate at which handled replies converted to a booked meeting.
Use these numbers to calibrate auto-send settings and tone sliders over time.
## FAQ
**Live** means the profile is active and Sally uses it on incoming replies. **Draft** means the profile is saved but inactive — use it to build or revise a profile without affecting live conversations.
Sally reads the incoming reply and picks the best-matching profile. If no profile is a clear match, she falls back to the account **default** profile — so it is worth keeping a well-configured default active at all times.
That reply type has auto-send turned off — for example, pricing or objection handling — or the reply matched a **Never reply about** topic. Check the Auto-send panel and your hard-stop phrases for the active profile.
Yes. Only sources connected in the **Knowledge base** section are quotable. Remove a source to stop Sally referencing it. Use **Never reply about** entries for topics she should never address at all, regardless of what is in the knowledge base.
The source is stale — its content has changed since the last index, or initial indexing has not completed. Click **Re-index** to re-sync it so Sally quotes the current version.
## Related
Give Sally the business context she draws on when she replies.
Define who you sell to so replies land for the right audience.
Reusable prompts that shape how Sally writes across every flow.
Pick a reply handler when you build an automated outbound sequence.
# Review and Reply to Every Lead from a Unified Inbox
Source: https://docs.salestools.io/communication/inbox
Every reply across email, LinkedIn, and WhatsApp lands in one threaded inbox, with Sally's AI drafts ready for your one-click approval.
The Inbox is your unified reply queue. Every conversation your automations and outreach generate — across email, LinkedIn, and WhatsApp — lands here in a single threaded view, with Sally's AI-drafted replies waiting for you to approve, edit, or send. Instead of jumping between platforms or hunting for replies in separate tools, you handle everything from one place, with full context always within reach.
## What you can do
* **See every channel in one place** — email, LinkedIn, and WhatsApp conversations share one threaded inbox.
* **Jump straight to what needs you** — the **Needs you** view surfaces every conversation with a Sally draft waiting on your decision.
* **Filter by mode** — switch between **All**, **Autopilot** (agents handling replies end-to-end), and **Co-Pilot** (agents drafting, you approving).
* **Approve, edit, or skip AI drafts** — Sally writes replies from the full thread context; you keep the final say.
* **Rewrite a draft in one click** — apply a **Warm**, **Direct**, or **Brief** tone and Sally regenerates it instantly.
* **Reply by hand** — write directly into any thread when you'd rather take it yourself.
* **Read context without leaving** — Sally's reasoning, contact details, lead score, company intel, and deep research sit in a side panel.
* **Search** — find conversations across the inbox, or search within a single thread.
* **Filter by date and contact**, and **archive** (or restore) conversations to keep the queue clean.
## How the inbox is organized
The left rail has three filter axes that combine to show exactly what you need:
* **Mode** — a switch between **All**, **Autopilot**, and **Co-Pilot**. Hover a segment to preview its total count for the channels you currently have selected.
* **Channels** — open the dropdown and check any combination of **Email**, **LinkedIn**, and **WhatsApp**. Each channel shows a live count scoped to the current mode.
* **Views** — status folders: **Needs you**, **Unreplied**, **Sent · 24h**, and **Archived**.
**Needs you** is your action queue — every conversation where Sally has a draft ready or you still owe a reply. Start your day here to make sure nothing falls through the cracks.
Collapse the left rail to a compact icon strip using the chevron at the top, giving the conversation thread more room. Your choice is remembered between sessions.
## How to approve a draft
Select **Needs you** in the left rail to see all conversations with a pending AI draft. Any row marked **AI DRAFT** has a reply ready and waiting for your decision.
Click a row to open the full thread on the right. The composer below the thread shows Sally's draft under the **SALLY DRAFTED · EDIT BEFORE SENDING** label, along with a confidence percentage indicating how well Sally thinks the draft fits the conversation.
Open the side panel's **Sally** tab to see how the draft was written — how many prior messages it drew on and which automation it belongs to. Switch to **Contact** for the lead score and company details, or **Research** for persona and company deep research.
Click **Approve as-is** to send the draft unchanged, or edit the text in the composer first and click **Edit + send**. Either way, the message sends through the correct channel and the conversation advances automatically.
Not happy with a draft? Click **Skip** to dismiss it without sending, or type your own reply over it and click **Edit + send** to send your version instead.
## How to adjust a draft's tone
Open any conversation that has a pending Sally draft in the composer.
Use the **Warm**, **Direct**, or **Brief** presets in the composer header — they also appear under **Suggested tones** in the Sally side panel. Sally rewrites the draft in place as soon as you select one.
Tweak the regenerated text if needed, then click **Edit + send**. Use the **↻ regen** button to ask for a completely fresh take without changing the tone.
Tone presets are the fastest way to course-correct a draft that's almost right — one click and Sally rewrites the whole message while keeping the core intent intact.
Tone presets and the regenerate button only apply to Sally-drafted replies. On a hand-written reply, they're disabled.
## How to reply by hand
You can always reply manually to any thread — hand-written replies are fully supported alongside AI drafts, and Sally's side panel stays available for context even when you're writing yourself.
Click any conversation in the list. If there's no AI draft, the composer shows a **WRITE A REPLY** prompt.
Type into the composer. For email threads you can also update the **Subject** line before sending.
Click **Send via email**, **Send via LinkedIn**, or **Send via WhatsApp** — the button label always names the channel of the open thread so there's no guessing.
## How to find a conversation
Use the **Search conversations** box at the top of the left rail and press Enter. Results match across contact names and message content. Clear the search with **×** to return to your current view.
Open the **Date** section in the rail to filter by a date range — last activity, created date, or last message. Inside a list view you can also narrow results to a single contact.
With a conversation open, use the **Search this conversation** field above the messages to find a specific message. Use the **All / Sent / Replied** pills to filter the thread to just the messages you sent or just the replies you received.
## How to archive and restore
Open a conversation and click **Archive** in the thread header. It moves out of your active views into the **Archived** folder.
Open the **Archived** view in the left rail, pick the conversation, and click **Unarchive** to return it to your active inbox.
## Sally's side panel
The side panel to the right of the conversation thread gives you everything you need to reply with confidence, without opening another tab.
Sally's reasoning for the draft — how many messages it drew on, which automation owns the conversation, and confidence score.
The lead's AI score (0–100), title, company, email, phone, location, and timezone. Higher scores signal hotter leads to prioritize.
Deep research on the prospect's persona and company — intent signals, recent news, and context Sally used to craft the draft.
Use **Show Sally** / **Hide Sally** in the thread header to toggle the panel. On narrow screens it becomes a slide-over drawer; press **Esc** to close it.
## FAQ
They're real replies to your outreach — emails, LinkedIn messages, and WhatsApp threads tied to your prospects and automations. Every response to a sequence or campaign you're running arrives here automatically.
In **Autopilot** mode, agents handle replies end-to-end without you needing to approve each one. In **Co-Pilot** mode, agents draft the reply but wait for you to approve, edit, or skip it before anything sends. The **Mode** switch in the rail filters the inbox to either mode, or to **All**.
Every conversation where Sally has a draft ready for your decision or you still owe a reply. When it's empty you'll see "Inbox zero. Nice." — there's nothing waiting on you.
If no channels are checked, you'll see a **No channels selected** message — pick at least one channel in the rail dropdown. Otherwise, the active view or your search and date filters may simply have nothing matching; clear them to widen the list.
Yes. When you edit and send a Sally draft, your changes are saved against the original approval before the message sends, so the record always reflects what actually went out.
## Related
Build the agents whose replies land in your inbox.
Tune autonomy and approvals for your agents.
Your daily action queue across calls, drafts, and follow-ups.
Manage LinkedIn and social touches alongside the inbox.
# Record, Transcribe, and Summarize Every Sales Call
Source: https://docs.salestools.io/communication/meeting-recordings
Send a recording bot to Google Meet, Zoom, or Teams calls to capture transcripts, AI summaries, action items, and CRM-synced notes.
Meeting Recordings sends a bot into your video calls so every sales conversation is captured, transcribed, and summarized automatically. After each meeting you get an AI executive summary, a full speaker-by-speaker transcript, extracted action items with assignees and due dates, and navigable chapters — all synced to your CRM without any manual work. The bot joins under a configurable display name that defaults to **Olivia - Meeting Assistant**, so participants can always see it's present.
## What you can do
* **Schedule a recording bot** to join any Google Meet, Zoom, or Microsoft Teams call — immediately or at a set start time.
* **Track recordings live** with a KPI strip showing total recordings, meetings booked, talk time, and overall sentiment.
* **Filter by status** — All, Completed, Recording, Processing, Scheduled, Pending, Cancelled, or Failed.
* **Search** recordings by title, meeting URL, or host.
* **Read the AI summary** — executive summary, key points, decisions, next steps, and topics, with a sentiment chip and a CRM sync badge.
* **Review the full transcript** with speaker names and timestamps, then copy or download it as a `.txt` file.
* **See action items** with priority, assignee, and due date pulled directly from the conversation.
* **Browse chapters** derived from speaker turns to jump to the moment you need.
* **Control the bot** — leave a live meeting early or cancel a scheduled one.
* **Open the recording** asset in a new tab when one is available.
## How to schedule a recording bot
Navigate to **Communication → Meeting Recordings**. You'll see the KPI strip, status filters, and your list of existing recordings.
Click the **Schedule Bot** button in the top-right corner to open the scheduling panel.
Enter the link to your call. Salestools auto-detects the platform and shows a **Google Meet detected**, **Zoom detected**, or **Microsoft Teams detected** chip. Only these three platforms are supported.
If the URL isn't a valid Google Meet, Zoom, or Microsoft Teams link, you'll see a validation error and won't be able to continue. Paste the full join link and confirm the platform chip appears before scheduling.
Set a **Meeting Title** to make the recording easy to find later. Adjust the **Bot Display Name** if you'd prefer a different name from the default — this is what other participants see in the call. The default is **Olivia - Meeting Assistant**.
Choose a **Start Time** and **End Time** if you want the bot to join at a specific time. Leave them empty to have the bot join as soon as the meeting starts.
Click **Schedule Bot** to confirm. The bot is added to your recordings list and the full recording flow begins automatically: the bot joins your meeting as a participant, the call is transcribed in real time, an AI summary with action items is generated, and everything syncs to your CRM.
You can also schedule a recording bot directly from a prospect record, lead detail page, or calendar event so the recording is linked to that specific record from the start.
## How to review a completed recording
Once a recording's status shows **Completed**, all five detail tabs are available. Click any row in the list to open the detail panel.
The AI-generated executive summary including key points, decisions made, next steps, and topics discussed. A sentiment chip shows the overall call tone, and a green **Synced to CRM** badge confirms the summary has been pushed to your CRM. Use **Copy all** to grab everything at once.
The full speaker-by-speaker transcript with timestamps. Chips show language detected, word count, and call duration. A **Partial** marker appears if the transcript is still being finalized. Use **Copy** or **Download .txt** to export.
Every action item Sally extracted from the conversation, each with a priority pill (High / Medium / Low), an assignee, a due date, and a "Done" marker for items already completed.
The conversation broken into navigable sections by speaker turn and topic, so you can jump directly to the moment you need without scrubbing through the full recording.
When a recording asset is available, click **Open recording** to view the video or audio file in a new tab.
Meeting summaries sync to your CRM automatically after each completed recording. The **Synced to CRM** badge on the Summary tab confirms the push was successful — no manual copy-paste required.
### Reviewing step-by-step
Click any row in the recordings list. The detail panel opens on the **Summary** tab, showing meeting metadata, the timeline (created, scheduled start, bot joined, bot left), and participant names.
Review the executive summary, key points, decisions, and next steps on the **Summary** tab. Check the sentiment chip for the overall call tone and confirm the **Synced to CRM** badge is green.
Switch to the **Transcript** tab for the full speaker-attributed transcript. Copy it or download it as a `.txt` file if you need to share it outside Salestools.
Open the **Action Items** tab and review each extracted item. Confirm assignees and due dates are correct, and mark items done as your team completes them.
Open the **Chapters** tab to scan the conversation by topic section. Click any chapter to jump to that point in the transcript or recording.
When a video or audio asset is available, click **Open recording** to view it in a new tab.
## How to manage an active or scheduled bot
Active bots (joining, waiting, recording, or processing) update automatically every few seconds. To force a manual check, click the **↻** button on a specific row, or click **Refresh** in the header to reload the entire list.
Open a recording with a status of Joining, Waiting, or Recording and click **Leave meeting** to pull the bot out of the call early.
Open a Pending or Scheduled recording and click **Cancel meeting bot**, then confirm the action. This cannot be undone.
## Understanding the KPIs
The KPI strip at the top of the page reflects the recordings currently loaded based on your active status filter:
* **Total recordings** — the count of recordings matching the current filter
* **Meetings booked** — bots that are currently scheduled or active in a call
* **Talk time** — the sum of recorded durations for completed meetings
* **Sentiment** — the most common sentiment reading across your recent completed meetings
KPIs change as you switch status filters. Set the filter to **All** to see totals across your entire recording history.
## Troubleshooting
Summaries, transcripts, action items, and chapters are all generated after the recording finishes processing. If you open a recording that's still in a Recording or Processing state, you'll see a "not yet" message for each tab — check back once the status shows **Completed**.
The meeting URL must be a valid Google Meet, Zoom, or Microsoft Teams join link. Other platforms are not supported. Paste the full join URL (not just a meeting ID) and confirm the platform detection chip appears before clicking Schedule Bot.
If your list is empty, no bot has joined a meeting yet — or an active status filter is hiding rows. Click **Schedule Bot** to create your first recording, or set the status filter to **All** to see every recording regardless of status.
Chapters are built from the speaker-segmented transcript. If a recording has no transcript yet — or the transcription service didn't return speaker segments — the Chapters tab will say so until processing completes successfully.
Use the row-level **↻** button to force-refresh a single recording's status, or click **Refresh** in the header to reload the full list. If a recording stays in a failed state, check the meeting URL was valid and that the bot had permission to join.
## Related
Manage email and LinkedIn replies from your prospects alongside your meetings.
Turn meeting action items into trackable to-dos with due dates and priorities.
Engage prospects across LinkedIn before and after your meetings.
# Engage LinkedIn Prospects and Publish Posts with AI
Source: https://docs.salestools.io/communication/social-engagement
Approve AI comments on prospect posts, publish your own LinkedIn content, and track how relationships warm from cold to sales-ready.
Social Engagement is your LinkedIn command center inside Salestools. It brings together the AI comments your agents draft on prospects' posts, the content you publish yourself, and a live view of how each relationship is progressing — so you can build trust at scale before you pitch, without living inside LinkedIn all day. Every touchpoint goes through your approval before anything is posted publicly.
LinkedIn is the live network today. X and WhatsApp appear in the platform filter with a **"soon"** badge and display an empty state until they're connected.
## What you can do
* **Work one Activity Feed** that merges every social touch — AI comment drafts on prospect posts plus your own published, scheduled, and draft posts — sorted newest-first.
* **Review and approve AI comments** before they're posted. Edit the wording, regenerate with a different tone, or skip and reject.
* **Compose and schedule your own LinkedIn posts**, with Sally available to rewrite a rough draft in the tone you choose.
* **Track relationships through stages** — Discovered → Engaging → Warm → Sales-Ready — computed automatically from agent activity and engagement signals.
* **See recent posts from prospects in your pipeline** and jump straight to LinkedIn to engage with them directly.
* **Manage team publishing** — approvals, consent, trusted publishers, and a feed of what teammates have recently posted.
## Finding your way around
Open **Social Engagement** from the sidebar to land on the workspace. A search box and a grouped navigation menu sit in the left rail; the main content area updates as you switch tabs.
The Activity Feed is the default landing view — one stream of every social touch across your entire workspace, sorted newest-first. It shows AI comment drafts awaiting approval, comments your agents have already posted, and your own published and scheduled LinkedIn posts.
Use the filter controls at the top to narrow by **network** (LinkedIn, or the upcoming X and WhatsApp), **topic**, or **status**. Selecting a row opens its detail panel on the right, where you can act on pending drafts or review what was posted.
Use the Activity Feed as your daily social check-in — scan it each morning to approve any pending AI comments before you jump into other work.
The Relationship Builder turns everything your agents do — calls, comments, DMs, replies — into a relationship pipeline you can read at a glance. It's a live view computed from activity, not a board you drag cards on manually.
**Stages:**
| Stage | What it means |
| --------------- | ------------------------------------------------------------- |
| **Discovered** | Sally has identified the prospect and logged them as a target |
| **Engaging** | At least one AI or manual touchpoint has been made |
| **Warm** | Multiple interactions logged; signal score trending upward |
| **Sales-Ready** | High signal score (typically above 70) paired with a reply |
**Signal score** runs from 0 to 100 and is computed from all recorded activity — comments, replies, DMs, call outcomes, and more.
Navigate to **Overview** for stage-level counts, **Targets** for the full prospect list with scores and last-activity timestamps, **Daily Engagement** for recent posts from prospects in your pipeline, and **Insights** for engagement volume, active relationships, and conversion rate metrics.
Use the time-range chips (7d, 14d, 30d, 6m, 1y, All) at the top of each Relationship Builder view to widen or narrow the reporting window.
Admins can use the **Following** dropdown to scope every Relationship Builder view to specific AI agents. With none selected, all agents are included.
The **Prospect Posts** section has two sub-views:
* **Overview** — a snapshot of recent engagement activity with prospects' content.
* **Comments** — a full log of every AI comment draft across all statuses: pending, approved, skipped, and rejected. Filter by status or prospect to find what you need, then click a row to open the detail panel and act on any pending draft.
The Comments log is your complete audit trail for AI-generated social engagement. Use it to spot patterns in what gets approved versus skipped and tune your agent's prompts accordingly.
**My Posts** is where you manage your own LinkedIn publishing. It includes:
* **Overview** — a summary of your published, scheduled, and draft posts.
* **Compose** — write and publish new posts, with Sally available to rewrite in any tone.
* **Calendar** — a scheduled view of upcoming posts.
* **Team** — the team publishing hub (approvals queue, consent settings, team feed).
**Inbox** and **Analytics** under My Posts are marked "soon" and are not yet available.
## How to review and approve an AI comment
When your agents spot a relevant prospect post, they draft a comment for your approval. Nothing posts until you say so.
On the **Activity Feed**, click any row marked as a pending comment. The right panel shows the original prospect post at the top and the AI-drafted comment below it.
Edit the draft directly in the text box to tweak specific words or phrasing. To have Sally rewrite the whole comment, select a **Tone** chip — **Professional**, **Casual**, **Thought leader**, **Story**, or **Educational** — then click **✦ Regenerate**. The comment updates in place.
Click **Approve & post** to publish the comment (Sally posts it shortly after). Click **Skip** to set it aside for later, or **Reject** to discard it. A confirmation toast confirms the action and the Activity Feed updates.
If you edited the draft before approving, your edited version is exactly what gets posted — not Sally's original.
## How to write and schedule your own post
On the **Activity Feed**, make sure no row is selected — the right panel becomes a **New LinkedIn post** composer. A status strip shows whether your LinkedIn account is connected and your remaining post quota for today (drafts, scheduled, and posts left).
Type your draft in the editor. To have Sally polish it, pick a **Tone** chip (Professional, Casual, Thought leader, Story, or Educational) and click **✦ Sally** — she rewrites the post in the tone you selected.
Choose how to proceed:
* **Publish now** — posts to LinkedIn immediately. Requires a connected LinkedIn account.
* **Schedule** — pick a date and time under **Schedule (optional)**, then click **Schedule** to queue it.
* **Save draft** — stores the post so you can finish and publish it later.
If LinkedIn isn't connected, **Publish now** is blocked and you'll be prompted to connect your account first. You can still save drafts and schedule posts in the meantime.
## How to track a relationship from cold to sales-ready
Open **Relationship Builder → Overview**. Four stage cards show how many prospects sit in **Discovered**, **Engaging**, **Warm**, and **Sales-Ready**. Click any card to jump straight to that filtered list.
Go to **Targets** to see everyone you're nurturing, with their current stage, signal score (0–100), and last activity date. Filter by stage, search by name or company, or adjust the time range. Click **View** on any row to open the full touchpoint timeline for that prospect.
Open **Daily Engagement** to see recent posts from prospects in your pipeline, sorted newest-first. Click **Open in LinkedIn** to engage directly. If a post has pending AI comment drafts, you'll see a shortcut to review them right from this view.
Open **Insights** to track active relationships, engagement volume, how many prospects have reached Sales-Ready, and your overall conversion rate — across whatever time window you choose with the range chips.
## Managing team publishing
If you publish content as a team, **My Posts → Team** keeps everyone aligned:
* **Approvals queue** — review posts submitted by teammates that need consent or editorial sign-off. Approve, request changes, or reject each submission.
* **Publishing consent** — opt yourself into team publishing and manage which teammates are trusted publishers who can post on your behalf.
* **Team feed** — see a chronological feed of everything teammates have recently published.
* **Team activity** — admins get a full posting-activity dashboard to monitor output across the team.
## FAQ
No. Every AI-drafted comment waits for your explicit approval. You can edit, regenerate, skip, or reject it before anything appears on LinkedIn — nothing publishes until you click **Approve & post**.
Posts are pulled from prospects tied to your active engagement campaigns. Prospects without an active campaign won't appear. If the list is empty, verify your agents are running and try widening the time range with the chips at the top.
Not yet. Both platforms appear in the network filter with a "soon" badge and show an empty state. LinkedIn is the only live network today.
It's a 0–100 measure of relationship strength computed from all recorded activity — comments, replies, DMs, call outcomes, and more. A score above 70 paired with a direct reply is what typically moves a prospect into the Sales-Ready stage.
Relationship Builder is a tracking view, not a workflow engine. When a prospect reaches Sales-Ready, hand them off through your existing CRM or outbound workflow as you normally would.
Your LinkedIn account isn't connected. The composer's status strip shows a **LinkedIn not connected** message. Connect your account in settings, then return to publish. You can save drafts and schedule posts before connecting.
## Troubleshooting
Your LinkedIn account isn't connected. The composer's status strip shows a **LinkedIn not connected** message — connect your account in settings, then return to publish. You can still save drafts and schedule posts before connecting.
Open the failed post from the feed and click **Retry** to re-queue it.
The composer's status strip shows how many posts you have left today. Save your draft or schedule it for a later date.
## Related
Handle replies and conversations from your prospects in one place.
Work your daily queue of calls, messages, and follow-ups.
Set up the AI agents that find prospects and draft social engagement.
Monitor and tune the agents whose activity powers your pipeline.
# Manage AI Drafts, To-Dos, and Sales Calls in One Queue
Source: https://docs.salestools.io/communication/tasks
Work Sally's AI-generated drafts, your personal to-dos, and the built-in Power Dialer from a single unified daily queue in Salestools.
Tasks is your single daily worklist. It brings together every AI draft Sally writes on your behalf, your own follow-up to-dos and reminders, and a built-in Power Dialer — so you can clear approvals, knock out tasks, and run a call session all without leaving the page. The header KPI strip (Open tasks, Due today, Drafts pending, Approved today) stays visible whichever tab you're on, and the three-pane layout keeps the queue, detail, and context in view at the same time.
## What are Drafts?
The **Drafts** tab holds every message or call brief that Sally wrote and is waiting for you to approve before anything goes out. Nothing sends until you say so — you keep the final word on every AI-generated touchpoint.
### Draft actions
Select a draft in the left rail to load its full detail in the center pane. From there you can:
Send the message exactly as Sally wrote it, or queue the call brief for the Power Dialer.
Make changes in the message body and send your edited version. Edits autosave when you click away.
Set the draft aside without sending. It stays in the queue so you can return to it later.
Discard the draft entirely. It's removed from the queue and won't be retried.
Choose a future date and time for the message to send automatically.
Park the draft until later (Today EOD, Tomorrow, Next week, or a custom date) and move on to the next one.
Pass the draft to a teammate for their review and approval.
### Filtering the draft queue
Use the filter bar above the draft list to narrow what you see:
* **Channel** — Email, LinkedIn, or Calls
* **Step type** — first email, follow-up, reply, etc.
* **Status** — pending, skipped, rejected, approved
* **Owner** — whose drafts to show
* **Agent** — which AI agent generated them
### Approving a draft step-by-step
Tasks opens on **Drafts** by default. The left rail lists every pending draft; the first one is selected automatically and its full detail loads in the center pane.
Use the filter controls above the list to focus on a specific channel, step type, status, owner, or agent. The list updates as you adjust each filter.
The center pane shows the recipient, subject line, and message body. The right rail — **Sally's read** — displays the contact's title, company, email, phone, location, and timezone, plus the signals and reasoning behind why Sally wrote this draft.
Click into the message body to make changes. Want a different angle? Use the tone presets in the Sally's read panel (**Warmer / Cooler / Shorter / More direct**) to have Sally rewrite it, or hit **Regenerate** for a completely fresh draft.
Click **Approve** to send the message or queue the call. Click **Skip** to set it aside, or **Reject** to discard it. The row drops from the queue and the next draft is selected automatically so you can keep moving.
Use the **left / right arrow keys** to jump between drafts without reaching for the mouse.
### Bulk draft actions
When you have a stack of similar drafts you trust, you don't need to open each one individually:
* **Select rows** with their checkboxes, then use **Approve all (N)** or **Skip all** in the header to act on your selection.
* **Draft all (N)** approves every visible pending draft in one shot — useful at the end of the day when you want to clear the queue fast.
Use **Draft all** at the end of your day to push out all approved pending drafts in a single click — ideal for high-volume outreach sequences.
Approving sends real messages and queues real calls. Bulk actions apply to every selected (or visible) draft at once, so scan the queue before using **Draft all**.
## What are Tasks?
The **Tasks** tab is your personal to-do list. Create and track follow-ups, reminders, calls, and any other action you need to take — with due dates, priorities, and links to specific leads or goals.
### Task views
Your open tasks are grouped by due date:
* **Overdue** — past their due date and still open
* **Today** — due today
* **This week** — due before the end of the week
* **Later** — due beyond this week
* **No due date** — tasks without a deadline
Use the **Open / Completed** toggle to switch between active to-dos and ones you've already finished.
### Creating and managing your tasks
Click **Tasks** in the left rail. Your open to-dos appear grouped by due date.
Use the quick-add box at the top of the list for a fast title-only entry, or click **+ Task** in the header to open the full creation drawer. The drawer supports:
* **Title** and **Description**
* **Due date** and **Priority** (Low / Medium / High)
* **Type** (Follow up, Call, Email, LinkedIn, Other)
* **Linked lead** — tie the task to a specific contact record
* **Optional goal** — completing the task advances that goal's progress
Link a task to a goal and completing it will automatically tick that goal forward by one.
Filter by type or priority, or toggle **Source-linked**, **Goal-linked**, and **Has contact** to narrow the list. Use the **Open / Completed** toggle to review finished tasks.
Tick a task's circle to mark it **Complete**. Open a task to **Snooze** it (Today EOD, Tomorrow, Next week, or a custom date) — snoozing advances you to the next task right away. In the **Completed** view, the same control becomes **Reopen**.
Check multiple tasks to reveal the bulk action bar, then **Complete** (or **Reopen**), **Snooze**, or **Delete** them together. The select-all checkbox at the top selects every task currently shown.
## How to run the Power Dialer
The Power Dialer lives right inside Tasks — there's no separate page to navigate to. It works through the **call tasks** (call briefs) sitting in your Drafts queue and lets you dial multiple lines in parallel.
Click **☎ Start dialer · N** in the header (the number shows how many call tasks are queued). The dialer opens parallel lines and begins working through them.
If there are no call tasks in your queue, the Start dialer button is disabled. You need call-brief drafts in the queue before you can launch a session.
A status strip appears below the header showing each line's state (Dialing, Ringing, Connected, Voicemail, No answer) alongside running totals — calls dialed, connected, and voicemails dropped.
The moment a prospect picks up, Tasks switches to their call brief automatically so you have the script in front of you. Use **Mute** as needed during the conversation.
Pick a call disposition (connected outcomes or not-answered reasons), add optional notes, and click **Log & next** to record the result and dial the next batch. Use **Pause**, **Resume**, and **End** to control the session.
If you navigate away from Tasks mid-session, a banner with live stats and a **Resume dialer** button appears when you return — pick up right where you left off.
## Team scope (admins and managers)
If you're an admin or manager, a **scope picker** appears in the header. Switch between **Me**, **Whole team**, or a **selected** set of reps to change whose drafts and tasks the queue — and any bulk actions — target. Regular reps always see their own work. Your last selection is remembered across sessions.
## FAQ
A **draft** is a message Sally wrote and wants you to approve before it sends (or a call brief to dial). A **task** is your own to-do — a follow-up, a reminder, a call you want to make. Drafts live in the Drafts tab; tasks live in the Tasks tab.
The Power Dialer only dials **call tasks** (call briefs) in your queue. If there are none, there's nothing to dial and the button stays disabled. Run an agent that produces call briefs, or wait for new ones to arrive.
Approving sends the message or queues the call immediately, so there's no undo. Use **Skip** if you're unsure and want to set a draft aside, or open it and edit before sending.
It's now **Tasks**. The same approval queue you used in Co-Pilot is the **Drafts** tab here, alongside your to-dos and the Power Dialer.
Check your filters — a channel, status, owner, or agent filter may be hiding rows. Set Status to **All** and clear the others to see everything. New drafts arrive on their own; you'll see a notification toast when fresh ones are ready for review.
## Related
Every reply and conversation in one threaded view.
Tune the AI agents that generate the drafts you approve here.
Build the outbound agent that fills your Drafts queue.
Approve and manage AI-assisted social comments and replies.
# Core Concepts: How Salestools AI Sales Agents Work
Source: https://docs.salestools.io/getting-started/core-concepts
Understand Sally, AI SDRs, Automations, ICP and Persona profiles, Playbooks, and CoPilot vs. AutoPilot before you build your first agent.
Before you build your first agent, it helps to understand the core building blocks of Salestools. Every outreach campaign you run lives inside an **AI Agent** — a configured, autonomous worker that finds the right people, writes personalised messages, and executes a multi-step cadence on your behalf. This page explains what each concept means and how the pieces fit together, so you can launch with confidence and tune intelligently as you go.
## Key terms
**Sally** is your AI copilot. She powers every piece of AI-driven work in Salestools — researching prospects, drafting personalised messages across email and LinkedIn, managing replies, and surfacing the one approval that matters most on your Dashboard each day. Sally writes per lead, not per template, so every message is tailored to that specific person's role, company, and context.
**AI SDR** is a guided, seven-step wizard that configures a complete sales agent for you. You work through Persona, Audience, Voice, Channels, Playbook, and Guardrails in sequence, and a live preview rail on the right updates as you go. AI SDR is the fastest path to a working agent — best when you want results quickly without hand-building a cadence.
**Automation** is the hands-on cadence editor. You wire each step yourself — channel, message, delay, condition, and exit rule — with full control over timing, branching, and prompts. Automation is best when you want to control every detail of the sequence or build something the AI SDR wizard doesn't cover.
Both AI SDR and Automation deploy into the same **AI Agents** list, where each running agent enrolls leads and works them step by step.
**ICP Profile** (Ideal Customer Profile) describes the *companies* you want to reach — industry, company size, location, technology stack, and other firmographic filters. You create and manage ICP profiles in your **AI Library** and link them when building an agent to define which companies get enrolled.
**Persona Profile** describes the *people* you want to reach — their job title, seniority level, and function within a company. Link a Persona profile in the agent builder to narrow enrollment to specific buyer types inside your target companies.
**The four persona roles** — **Decision Maker**, **Champion**, **Influencer**, and **End User** — are how Salestools buckets leads inside a cadence based on their job title. You can give each role its own message prompt so the same step reads completely differently for a CEO than for an analyst, without writing a separate sequence for each.
**Playbook** is a ready-made cadence shape — for example, a 5-touch outbound sequence or a light 3-touch follow-up. Selecting a playbook sets your sequence structure in a single click. Choosing **Custom flow** hands you off to the Automation builder to design the cadence yourself from scratch.
**CoPilot mode** means Sally drafts every message and waits for your approval before anything sends. Use CoPilot when you want full review control, are testing a new audience, or are sending to high-value prospects where precision matters.
**AutoPilot mode** means Sally sends autonomously within the daily caps, quiet hours, and cooldown windows you configure in Guardrails. Use AutoPilot for high-volume prospecting sequences where you trust the messaging and want Sally to work without interruption.
You can switch an agent between CoPilot and AutoPilot at any time from the agent settings — you don't need to rebuild anything.
## How AI SDR and Automation compare
| | AI SDR | Automation |
| -------------------------- | ---------------------------- | ---------------------------- |
| **Best for** | Getting a working agent fast | Full control over every step |
| **Setup style** | Guided seven-step wizard | Manual step-by-step editor |
| **Branching / conditions** | Via playbook shapes | Full IF/THEN conditions |
| **Per-persona messages** | Base prompt applied to all | Per-persona prompt per step |
| **Typical user** | New or occasional builders | Power users and RevOps |
Both tools produce the same kind of agent and both support CoPilot and AutoPilot modes.
## Build an agent with AI SDR
The AI SDR wizard walks you through seven steps. A live preview rail on the right updates with your trigger, channels, and estimated daily sends as you go.
Go to **AI Agents → Create AI Agent** in the left sidebar. The Builders area opens on the **AI SDR** tab by default.
On the **Persona** step, name the agent, choose who Sally signs messages as, and link an **ICP profile** and a **Persona profile** from your AI Library to define who gets enrolled. Leave them blank to reach all website visitors.
On the **Audience** step, preview the people who match your filters. You can pin specific prospects to enroll only them, or leave the audience open to enroll everyone who matches.
No profiles yet? Launch without them and add targeting later, or create an ICP and Persona first in **AI Library → ICP Profiles** and **AI Library → Persona Profiles**.
Pick a tone (formal, conversational, direct, etc.), add words or phrases Sally should never use, and write free-text instructions for how she should sound and what angles to lead with. Click **Save as prompt** to store your voice settings as a reusable prompt, or select a prompt you've saved before. Sally keeps one voice across the whole cadence and adapts the angle automatically based on each lead's persona role.
Turn on the channels the agent should use — **Email**, **LinkedIn**, **Phone**, or **Calendar** — and set a daily cap per channel. You can also select a reply handler to manage incoming replies automatically; leave it blank and replies route to your inbox for manual handling.
Select a cadence shape — for example, *5-touch outbound* or *light 3-touch*. To design the sequence step by step yourself, choose **Custom flow**, which opens the Automation builder with your existing agent context pre-loaded.
On the **Guardrails** step, configure:
* **Aggressiveness** — drives daily message volume (light / moderate / aggressive)
* **Cooldown window** — minimum gap between contacts to the same prospect
* **Business hours only** — restricts sends to working hours in the prospect's timezone
* **Daily trigger cap** — maximum new prospects enrolled per day
The live preview updates your estimated sends-per-day as you adjust. Continue to the **Review** step to see a full summary, then click **Save draft** to keep the agent inactive or **Launch** to activate it.
Launching activates a real agent that sends real outreach within your guardrails. If you want to inspect drafts first, deploy in **CoPilot** mode — nothing sends until you approve each message.
## Build a cadence in Automation
The Automation builder gives you a vertical cadence you control step by step. Toggle the header between **Plain English** (a readable summary of the flow) and **Flow** (the editable step cards), and choose **CoPilot** or **AutoPilot** before activating.
Go to **AI Agents → Create AI Agent**, then switch to the **Automation** tab in the Builders area.
Click **Configure** on the **Enter when** card to set a data source — Find Leads, My Leads, My Companies, Website visitors, or Intent signals — and apply filters. The **Audience** tab groups matching leads into the four persona roles with counts. Check specific people to pin them, or leave the audience open to enroll everyone who matches.
Add a step for each touch, pick its channel (email, LinkedIn invite, LinkedIn message, call, and more), and set a delay (send now, or after a number of minutes, hours, or days). Reorder steps with the up and down arrows. Add **IF/THEN conditions** — replied, connected, not connected, visited, opened, clicked — to branch the flow based on prospect behaviour.
Open a messaging step's inspector. Select a **persona chip** (Decision Maker, Champion, Influencer, or End User) to write a prompt scoped to that role, or leave none selected to write a base prompt for all leads. Type **/** to insert a variable like the prospect's first name. Open the **Preview** tab to generate the real message Sally would send for that persona and check that it reads as intended.
In the **Exit rules** panel, choose when the agent should stop for a lead — on email or LinkedIn reply, a booked meeting, a no-reply timeout, or if the lead is already enrolled in another active cadence. Use **Test run** to preview the full cadence against one real lead, and send a test message to yourself before going live.
Unsubscribe and hard opt-outs always stop an agent immediately — this exit rule can never be disabled.
Choose **CoPilot** or **AutoPilot**, then click **Activate**. Your agent appears in the **AI Agents** list and starts enrolling the audience you configured.
## CoPilot vs. AutoPilot at a glance
Sally drafts every message and queues it for your approval. Nothing sends until you click **Approve & send**. Use this when testing new audiences, targeting high-value accounts, or any time you want full review control.
Sally sends autonomously within your daily caps, cooldown windows, and business-hours settings. Use this for high-volume sequences where you trust the messaging and want Sally to work without interruption.
## Explore the builders
Step-by-step walkthrough of the full seven-step guided wizard.
Deep dive into hand-building cadences with conditions, delays, and per-persona prompts.
Create and manage your ICP profiles, persona profiles, and saved prompts.
Search the 240M-record graph to build audiences for your agents.
# Credits & Billing: Plans, Credit Usage, and Payments
Source: https://docs.salestools.io/getting-started/credits-and-billing
Track your Salestools credit balance, understand what each action costs, manage your plan and seats, renew early, and fix payment issues.
Credits are the fuel for everything Salestools does on your behalf — sending AI-drafted emails, researching prospects, importing leads, and more. Every action Sally takes on your account draws from a monthly credit pool included with your plan. When your credits run low, you can upgrade your plan, renew early to reset the pool immediately, or wait for your next billing cycle. This page explains how credits work, what each operation costs, and how to keep your billing healthy.
To open the Subscription page, go to **Settings → Subscription**. Your live credit balance also appears as a widget in the sidebar and keeps itself up to date as you work.
## How the credit bar works
The Subscription page shows your remaining balance as a budget bar. The colour tells you your headroom at a glance:
* 🟢 **Green** — you have plenty of credits remaining (above 30%)
* 🟡 **Amber** — you're below 30% remaining; start thinking about upgrading or renewing
* 🔴 **Red** — you're below 15% remaining; action is recommended to avoid interruptions
Credits reset to your full plan allowance at the start of each billing cycle. Unused credits do **not** roll over.
When credits run out, credit-gated actions — like sending AI emails, extracting new prospects, or importing leads — are blocked until you top up. You'll see a message showing how many credits the blocked action needs. Upgrade your plan or use **Renew now** to continue without waiting for your next cycle.
If you consistently end the month with a large balance, you may be on a higher plan than you need. If you keep running out before the cycle ends, upgrading gives you a larger monthly allowance that better matches your usage.
## What each action costs
Pricing is per operation and consistent across the platform. Every credit spend is recorded in **Credit activity** on the Subscription page — an itemised log showing the operation name, description, credits used, and timestamp.
| Action | Credits |
| -------------------------------- | ------- |
| Email send (AI Agent) | 1 |
| AI message generation | 1 |
| Add prospect to AI Agent | 1 |
| Search extraction (new prospect) | 1 |
| Prospect → Lead import | 1 |
| Prospect conversion to lead | 2 |
| CSV import (prospects) | 1 |
| Prospect export | 1 |
The authoritative, always-current list lives in the **What costs credits** card on your Subscription page. Check there if you're unsure about a specific operation.
## Change your plan
On the Subscription page, find the **Plan** card and click **Change plan**. If you don't have an active plan yet, the button reads **Choose a plan** instead.
A drawer opens showing the available plans. If both monthly and annual billing are available, use the **Monthly / Annual** toggle at the top to switch between them. Each plan card shows its price, a short description, and how many credits it includes per cycle.
Click **Switch** on the plan you want. If checkout is required, you'll be redirected to complete payment. Otherwise the change applies immediately and the Subscription page refreshes with your new plan details.
Your current plan never appears in the picker. If you're already on the only available plan, the drawer tells you so and provides a link to contact support for custom options.
## Renew early and reset your credits
If you've used up your monthly credits before the billing cycle ends, you can start a new cycle immediately rather than waiting for the renewal date.
On the **Plan** card, look for the **Early renewal** row. This option only appears when your current plan is eligible for early renewal.
Click **Renew now** and confirm in the dialogue. Your credits reset to the full plan allowance immediately, and a brand-new billing cycle starts today.
Renewing early starts a new billing cycle right away — your previous cycle ends and any remaining credits are replaced by the new full allowance, not added on top. Only renew early if you genuinely need more credits now rather than at your normal renewal date.
## Fix a payment issue
If a charge fails, a recovery banner appears at the top of the Subscription page showing the specific problem — for example *Card issue*, *Insufficient funds*, or *Authentication required* — along with guidance tailored to that exact decline reason.
The banner explains what went wrong and what to do next, matched to the actual decline reason from your bank or card network. Read the suggested steps before taking action.
Click **Retry payment** to attempt the charge again with your existing payment method. If extra verification is needed (such as 3D Secure), you'll be redirected to complete it in your bank's interface.
If retrying doesn't work, click **Update payment method** to open the secure billing portal in a new tab. Replace your card details there — changes sync back to Salestools automatically.
High-urgency issues — such as a past-due payment — also show a **Contact support** link that opens a pre-filled email to the Salestools team. Use this if the standard recovery steps don't resolve the issue.
## Download invoices and update your card
Salestools manages payment details and invoices through a secure billing portal rather than storing card numbers in the app.
To access the portal, click **Invoices** (top right of the Plan card) or the **Update** button in the **Payment method** row. The portal opens in a new tab where you can download past invoices and update your saved payment method. Changes sync back automatically.
## Teams and seats
The **Seats** row on the Plan card shows how many people are using your subscription. The number of available seats depends on your plan:
| Plan | Seat limit |
| ---------- | ---------- |
| Startup | 2 seats |
| Starter | 5 seats |
| Pro | 10 seats |
| Enterprise | Unlimited |
* **Account owners and managers** see the full plan, billing details, seat count, and the complete shared credit pool. Managers can filter **Credit activity** by team member to see who is spending what and on which operations.
* **Team members** see a simplified view: a **Member** badge and a **Your credits** bar showing the allocation carved out of the team's shared pool. Billing and seat management are handled by the account owner.
If the team is running low on credits, the account owner can upgrade the plan or renew early — the larger pool flows down automatically to everyone's individual allocation.
## FAQ
No. Credits reset to your full plan allowance at the start of each billing cycle. The Subscription page shows your next reset date directly below the credit bar. If you consistently have credits left over, consider whether you're on the right plan size.
The bar turns amber when you drop below 30% of your monthly allowance and red when you fall below 15%. These thresholds are early warnings so you have time to upgrade or renew before credit-gated actions start getting blocked.
Team members receive a credit allocation from the shared pool, but the plan, payment method, and seat management are controlled by the account owner. Ask your account owner to upgrade the plan or adjust allocations if you're running low.
Click **Invoices** on the Plan card. Salestools opens a secure billing portal in a new tab where your invoices and saved payment card are stored. You can download any past invoice as a PDF from there.
Follow the recovery banner at the top of the Subscription page. It identifies the exact issue and offers one-click **Retry payment** and **Update payment method** options. For high-urgency issues, a **Contact support** link in the banner opens a pre-filled email to the Salestools team.
The error message tells you how many credits the action needs. You have two options: upgrade your plan to get a larger monthly allowance, or click **Renew now** on the Subscription page (when available) to reset your credits and continue immediately.
Complete the guided setup to activate your free credits and launch your first campaign.
Understand agents, ICPs, personas, and how Sally works your pipeline.
The fastest path from sign-up to your first live AI sales agent.
Connect your mailbox, CRM, and calendar to unlock the full platform.
# Onboarding: Complete Your Guided 7-Minute Account Setup
Source: https://docs.salestools.io/getting-started/onboarding
Complete the guided onboarding wizard to let Sally research your business, build an audience, draft your sequence, and launch your first campaign.
Onboarding is the guided setup you see the first time you sign in to Salestools. In about seven minutes, Sally reads your company website, drafts a target audience from a 240M-record buying graph, writes a real personalised sequence, walks you through connecting your channels, and launches your first campaign. You don't configure anything from scratch — you review what Sally proposes and correct anything that's off. New accounts receive **10,000 free credits** (roughly \$300 of value) with no credit card required.
Sally is **read-only** during onboarding. She won't message anyone until you explicitly launch in the final step.
A progress checklist and an estimated time-remaining badge stay visible on the right throughout the entire flow. Use **Back** in the header to revisit any earlier step without losing your inputs, or click **Skip onboarding** to jump ahead if you already know what you need.
## Complete the onboarding wizard
On the first screen, Sally runs four research tracks in parallel — **Identity**, **Company**, **Buying graph**, and **Messaging** — against your website and public sources. A live activity feed streams her progress as she works.
Your **10,000 free credits** are activated here, with a 30-day free window and no card required.
When research finishes, the button changes from **Researching…** to **See what I found**. Click it to move on to the next step.
Sally pre-fills your full name, job title, company, website, LinkedIn URL, and city from her research. Review each field and correct anything that's inaccurate, then click **Continue**. Your edits are saved to your business context and used in every draft Sally writes going forward.
If Sally couldn't find much — common for brand-new accounts or sites with minimal public content — some fields may be empty. Just fill them in here. The flow never dead-ends on a save error.
Sally drafts a starting audience based on your positioning. Refine it using chip filters across four groups:
* **Role & seniority** — e.g. VP+ Sales, Head of Revenue, RevOps, Founder / CEO
* **Geography** — e.g. USA, United Kingdom, Germany, Sweden
* **Industry** — e.g. SaaS, Fintech, Healthcare, E-commerce
* **Company size** — 1–50 employees up to 10,000+
Each group includes an **Add** chip for custom values beyond the presets. As you toggle chips, a live prospect count and a sample table of real people (name, company, location, industry, domain) update underneath.
Aim for the sweet spot: under \~1,000 matches is usually too narrow, over \~5,000 is often too broad for a first campaign. You can also **Import CSV** or open **Advanced** filters from the table header for more precise targeting.
When you're happy with the audience, click **Use this audience**.
Choose how Sally reaches out to your audience. Each card shows an average positive-reply range to help you decide:
* **Email + LinkedIn** *(Sally's pick)* — LinkedIn warms the prospect first, then a personalised email lands a day later. Best balance of reach and response.
* **Email only** — pure email sequence, higher volume, lower setup overhead.
* **LinkedIn + phone** *(Pro)* — LinkedIn cadence plus calling tasks, ideal for high-ticket or enterprise targets.
* **Custom sequence** — mix WhatsApp, LinkedIn DMs, voice notes, and a reply handler; full configuration happens after launch in the builder.
Select a card and click **Continue**. You can always add or change channels later in the agent builder.
Each connected mailbox safely sends about **150 messages per month** to protect your domain reputation. Adding teammates is the quickest way to scale your reach without risking deliverability.
Enter a teammate's email address and click **Send invite**. They accept with a single link — they don't need to learn Salestools or set up an account to act as a sender.
The panel shows how many months it will take to reach your full audience list solo versus with the senders you add. Click **Continue** when done. Solo mode works fine — it's just slower, and most teams add two to four senders before launch.
Sally generates a **real, personalised Day 1 email** for one of your sample prospects, grounded in your positioning and the prospect's own data — never placeholder text. The Day 4 and Day 9 follow-ups appear collapsed; click **expand** to read them.
Use the avatar switcher under **Previewing for** to cycle through sample prospects and see how the same sequence reshapes for each one. Every send is rewritten from scratch using everything Sally knows about that specific prospect.
When the sequence looks right, click **Looks good — launch**.
Connect the channels Sally will send through. Every integration is optional **except an email mailbox**, which is required for any email-based outreach.
| Channel | Purpose | Required? |
| -------------------- | ------------------------------------------- | --------------------------- |
| Gmail or Outlook | Sends and receives email on your behalf | Required for email outreach |
| LinkedIn | Profile views, connection requests, and DMs | Recommended |
| Slack | Real-time reply pings and escalation alerts | Optional |
| HubSpot / Salesforce | Two-way CRM sync for contacts and deals | Optional |
| Calendar | Meeting booking and round-robin scheduling | Optional |
Click **Connect Gmail** or **Connect Outlook** for a one-click popup authorisation. CRM and Calendar tiles open the integrations page in a new tab.
If you chose an email channel but haven't connected a mailbox, the launch button reads **Connect email first** and displays a warning. Connect Gmail or Outlook before launching, or use **Skip for now → open dashboard** to set it up later in **Settings → Integrations**.
Click **Launch campaign** to proceed to the final step.
Sally deploys a live agent built from your audience, channel mix, and sequence, marks onboarding complete, and celebrates with a confetti burst. When the status reads **campaign live**, you're ready to go.
* Click **Open your agent** to view and edit the agent immediately in the AI SDR Builder.
* Click **Open dashboard** to head to your Dashboard and see Sally's first actions appear in the activity feed.
If deployment hits a snag, your audience and sequence are still saved. Click **Open the builder** to finish wiring the agent manually — you're never stuck, and nothing is lost.
## FAQ
About seven minutes from start to launch. The progress checklist on the right shows an estimated time remaining at each step, counting down as you progress. If Sally's research step takes a moment, the live activity feed keeps you updated while she works.
No. New accounts receive 10,000 free credits (roughly \$300 of value) activated during the research step, with a 30-day free window. You won't be prompted for a card until you're ready to upgrade to a paid plan.
Yes. **Back** in the header returns you to the previous step without losing any of your inputs. Most steps also show a **Skip onboarding** link if you want to jump ahead. You can skip channel connection entirely with **Skip for now → open dashboard** and complete it later in **Settings → Integrations**.
That's expected — onboarding is designed around correction. Edit any field on the **Confirm details** step, adjust audience chips on the audience step, and review the sequence before you launch. Nothing is sent until you click **Launch campaign** on the final step.
To keep your domain healthy. Email providers flag domains that exceed roughly 0.4% spam complaint rates, so each mailbox is capped at approximately 150 sends per month. Inviting additional senders multiplies your safe sending capacity without risking deliverability for your primary domain.
Once onboarding is complete, signing in takes you straight to your Dashboard. To walk through the setup again, open **Settings → Getting started** and click **Show guide**. This re-activates the onboarding checklist without resetting any of your existing configuration.
The fast-path flow to get an AI agent live in three steps after onboarding.
Build and customise the AI BDR that onboarding deploys, or create additional agents from scratch.
Open, pause, tune, or archive the agent created at launch.
Understand how your free credits and paid plan work, and what each action costs.
# Quickstart: Launch Your First AI Sales Agent in Minutes
Source: https://docs.salestools.io/getting-started/quickstart
Go from sign-up to a live AI SDR in three steps — tell Sally about your business, pick a recipe, and go live in under five minutes.
Quickstart is the fastest path from a brand-new Salestools account to a working AI sales agent. You describe your business and goal in plain English, pick a starting recipe, and Sally assembles a ready-to-run agent you can launch on the spot — no manual CRM setup, ICP configuration, or sequence writing required. The whole flow takes about three minutes, and no credit card is required until you book your first meeting.
Already completed onboarding? Returning to Quickstart redirects you to your Dashboard. To start fresh, go to **Settings → Getting started** and click **Restart onboarding**.
## Before you begin
Sign up for a free account at [newapp.salestools.io](https://newapp.salestools.io). Sally activates immediately and your 10,000 free onboarding credits are waiting — no credit card is needed to complete this flow.
## Set up your first agent
The progress rail at the top of the screen shows three steps: **Tell us about you → Pick a recipe → Preview & go live**. You can move back and forth between steps at any time. If you'd rather skip ahead, **Skip — pick a recipe** jumps you directly to step 2, and **Skip — open dashboard** on the final screen lands you in the app without deploying anything.
Fill in four short fields to give Sally the context she needs to write on your behalf:
* **Your company domain** *(required)* — e.g. `acme.com`. Sally reads your site to learn about your product and positioning.
* **What should Sally help with?** *(required)* — tap a suggestion chip like *"Book demos for Series A SaaS founders"* or write your own goal in plain English.
* **Who's your target market?** *(optional but recommended)* — describe your ideal buyers, e.g. *"RevOps leaders at 50–500 person B2B SaaS in US/EU, using HubSpot or Salesforce."*
* **How will we know it's working?** *(optional)* — your success metric, e.g. *"3+ qualified demos per week."*
Select **Continue** when you're done. Sally saves your answers as your permanent business context and uses them in every draft she writes going forward.
Sally infers your ICP automatically from your goal and target-market text — she maps structured filters (industries, company sizes, locations, buyer roles) from what you write, so your first agent targets a real cohort rather than free text.
Choose the automation template Sally should build first. Each card shows an estimated setup time and an outcome description:
* **Built-in recipes** — canonical starter plays that ship with Salestools (LinkedIn outreach, email sequences, qualification, visitor tracking, social selling). The first card is tagged *Most popular*.
* **Team templates** — automations your teammates saved and shared, tagged *Team template*. These are already tuned to your organisation's playbooks and appear at the top of the list.
* **Start blank** — build the cadence yourself in the visual editor (tagged *Pro*). This option is always available as a fallback.
Click a card to select it, then choose **Set this up for me**. Salestools pre-configures the audience, channels, and AI prompts for that outcome — you can change anything later in the agent builder.
If the recipe list fails to load, you'll see a **Retry** button. **Start blank** is always available regardless.
The final screen shows two panels side by side:
* **Setup snapshot** (left) — a summary of your recipe, goal, target market, success metric, and how many ICP and company profiles are ready. If none exist yet, Sally creates starters from your domain automatically.
* **Sally · ready** preview (right) — a plain-English play-by-play of what she's assembled: the context she loaded, the ICP she inferred, the recipe selected, and confirmation that she's ready to deploy.
Select **Go live**. Salestools deploys a real agent, marks onboarding complete, and opens the new agent in the AI SDR Builder so you can review and tune every setting before the first send.
Want to explore the app before deploying anything? **Skip — open dashboard** drops you on your Dashboard without launching an agent. You can build an agent any time from **AI Agents → Create AI Agent**.
## What happens after you go live
Once your agent is deployed, Salestools opens it in the AI SDR Builder. From there you can:
* **Review the audience** — check who Sally has queued for outreach and pin or remove specific prospects.
* **Adjust the voice** — set the tone, add words to avoid, and write custom instructions for how Sally should sound.
* **Switch modes** — choose **CoPilot** if you want to approve every draft before it sends, or **AutoPilot** to let Sally send autonomously within your guardrails.
* **Edit the playbook** — swap the cadence shape or switch to the Automation Builder to hand-craft each step.
Deploying in AutoPilot mode sends real outreach to real prospects within your daily caps. If you want to inspect every draft first, select CoPilot mode on the Review step so nothing sends until you approve it.
## Good to know
* **Everything is editable later.** Business context, ICP, recipe, channels, and prompts are all adjustable in Settings, the AI Library, and the agent builder after the fact.
* **Onboarding only runs once per account.** Once you complete the flow or an agent is deployed, returning to onboarding redirects you to your Dashboard. Restart it intentionally from **Settings → Getting started**.
* **Skipping never dead-ends you.** If a context save fails, you can still continue — you'll finish the setup in Settings instead. Start blank is always available on the recipe step, and the Dashboard is always one click away from the final screen.
Fine-tune the agent Quickstart deployed, or build a new one from scratch with the guided wizard.
Link your mailbox, LinkedIn, CRM, and calendar so Sally can send and sync.
Sharpen the ideal-customer profile Sally inferred during onboarding.
Configure business context, tone of voice, and how Sally drafts for you.
# Spot Buying Intent with AI Intelligence Signals
Source: https://docs.salestools.io/home/ai-intelligence
A live feed of companies surging on your topics — filter by signal kind, firmographics, and surge grade, then send the hottest accounts to an AI Agent.
AI Intelligence is your live Signal Feed — a ranked list of companies surging on the topics you sell into, visiting your site, hiring for relevant roles, raising money, or filing with the SEC. Filter the feed down to the accounts that match your ICP, review a company's full signal history in one click, then hand the hottest accounts off to an AI Agent so outreach starts while intent is fresh.
The Signal Feed is live. As soon as a company triggers a signal on your tracked topics — visiting your site, hiring, raising, or filing — it appears here.
## Signal kinds and surge grades
Every row in the feed carries two pieces of quick-read metadata:
### Signal kind chips
| Chip | What it means |
| ------------ | ---------------------------------------------------------------------------------- |
| **RESEARCH** | The company is actively researching topics related to your product or category |
| **HIRING** | The company is posting jobs that indicate relevant buying intent or team growth |
| **EVENT** | The company is sponsoring, attending, or hosting an industry event |
| **FUNDING** | The company has recently raised a funding round |
| **SEC** | The company has filed a relevant document with the SEC |
| **WEB** | One or more people from this company have visited your website |
| **AI** | Salestools' AI prospecting engine flagged this company as a high-probability match |
### Surge score grades
| Grade | Surge threshold | What it indicates |
| ----- | --------------- | ----------------------------------------------------- |
| **A** | 85 + | Very high intent — prioritize immediately |
| **B** | 70 + | Strong intent — worth acting on this week |
| **C** | 50 + | Moderate intent — monitor or add to a longer sequence |
| **D** | Below 50 | Early or weak signal — keep on a watch list |
## Find and filter intent signals
Navigate to **Home → AI Intelligence** at [newapp.salestools.io](https://newapp.salestools.io). The feed loads automatically, sorted with the most recent signal first, and the header shows a live count of companies currently surging.
In the left rail, open **Research topics** and type the keywords your buyers research before they buy — for example, `sales tooling` or `RevOps`. Suggestions appear as you type. The feed re-runs as soon as you add a topic.
Open **Buying signals** in the left rail and check the behaviors you want to surface:
* **Visited website** — someone from this company visited your site
* **High web engagement** — above-average time or pages viewed on your site
* **Multiple visitors** — more than one person from the company visited
* **High engagement score** — a composite high-intent score across channels
* **SalesAI network match** — matched via the Salestools intent-data network
* **AI prospecting hit** — flagged by Sally's AI prospecting engine
* **High AI match** — strong fit score against your ICP model
Each toggle adds a filter chip and re-fetches the feed instantly.
Use the remaining filter groups to tighten the list to your ICP:
* **Industry** — filter by sector or vertical
* **Employee count** — set a headcount band
* **Country / State / City** — narrow by geography (states and cities are free-text; type the full name and press enter)
* **Technographics** — filter to companies currently using specific tools or platforms
Open **Surge threshold** and pick a minimum score — **50+**, **70+**, or **85+** — to keep only the accounts with the strongest intent. Higher thresholds correspond to better surge grades (85+ = grade A).
Active filters appear as chips above the feed. Remove a single filter with its **×** button, or click **reset all** to clear everything and start fresh.
Use the search box to jump straight to a known company name or domain. Use the left-rail filters to discover companies you do not know yet. Both approaches filter the same feed and stack together.
## Review a company and take action
Click any row in the feed to open the full company details panel on the right. Review the company's **signal history**, **firmographics**, **SEC filings** (where available), and **related people** — contacts already in Salestools or linked to this account.
From the details panel, click **Prospect this company** to jump into Prospector and pull contacts at that account directly.
Click **Add to AI Agent** from the details panel to route this single company into an existing agent that will start outreach automatically.
## Send multiple companies to an AI Agent
Tick the checkbox on each company you want to act on. Use the header checkbox to select every company currently visible on the page.
Once you have selected at least one company, an **Add N to AI Agent →** button appears in the feed header. Click it to open the agent selector.
Choose an existing AI Agent to add the companies to, or create a new agent seeded with your current selection. You will receive a confirmation toast when the companies are queued, and your selection clears automatically.
Click **↻ Refresh** in the feed header at any time to cache-bust and re-pull the latest signals. Do this after changing your tracked research topics or before a prospecting session to make sure you are acting on the freshest intent data available.
## Troubleshooting
Your filters may be too tight. Click **reset all** to clear every active chip, or lower the surge threshold to **50+** or **any**. Then add filters back one at a time to find the combination that returns results for your ICP.
The bulk action button only appears after you select at least one company. Tick a row checkbox — or the header checkbox to select the entire page — and the button will appear in the feed header.
The surge threshold is applied to results after they load, so the headline company count can differ from the number of rows displayed by a small margin. The companies shown do correctly respect your threshold — only the count badge may be slightly off.
Country, industry, and most other filters offer type-ahead suggestions, but **States** and **Cities** are free-text fields. Type the full name — for example, `California` or `San Francisco` — and press enter to add it as a filter chip.
Those sections only render when the underlying data exists for that company. Public companies are more likely to have SEC filing history; smaller or private companies often will not. Related people appear only when contacts are already linked to that account in Salestools.
## Related
Build the AI Agent that works the companies you send from the Signal Feed.
Monitor, pause, and tune the agents handling your surging accounts.
See pipeline and engagement across everything your agents are working.
Your daily queue of tasks and follow-ups across the platform.
# Your Daily Sales Brief and Pipeline at a Glance
Source: https://docs.salestools.io/home/dashboard
See your top pending decision, live pipeline value, outreach KPIs, and Sally's latest actions — all on one screen the moment you log in.
The Dashboard is the first screen you see when you open Salestools. It delivers a live brief: the single most important decision waiting on you right now, your pipeline value and outreach numbers, and a running feed of what your AI rep Sally has been doing — so you can clear what matters in under a minute and get on with your day.
## The status strip
A quick-read summary bar runs across the top of every dashboard view and stays current as you work:
* **Sally is on shift** — confirms your AI rep is active and running.
* **Approvals waiting** — the number of drafts currently waiting on your review.
* **Actions since midnight** — a count of everything Sally has done today.
* **Pipeline** — your total committed pipeline value.
* **Live · ringing** — appears only when one or more calls are in flight; click it to jump straight to the Calls view.
On the right side of the strip, **Refresh** pulls the very latest data and **Ask Sally** takes you to your tasks and copilot.
The Dashboard caches data for approximately 40 seconds so pages load quickly. If you just took an action elsewhere and want the counts updated right now, click **Refresh** to force the latest state.
## Approve the day's top decision
The hero card surfaces the single highest-priority message Sally has drafted and is waiting for you to send.
The card shows who the message is addressed to, their company, the action type, Sally's confidence score, and a preview of the message body.
Click **Approve & send**. Sally sends the message immediately, the card clears, and your **Approvals waiting** count drops by one.
Need more context, or want to handle several drafts at once? Click **Open queue** to review every pending draft and reply in one place.
When there is nothing left to approve, the hero card shows **"Inbox zero."** That is the goal — it means Sally has no decisions waiting on you right now.
## Track your outreach KPIs
The KPI strip gives you five live performance numbers for whichever time window you choose.
Use the **7d / 30d / 90d** switch above the strip to change the period. Every tile recalculates instantly.
The percentage of sent emails that were opened, with total emails sent shown below.
The share of emails that received a reply, with total reply count.
The connection-request accept rate for outbound LinkedIn invites.
The reply rate across LinkedIn messages and InMail.
A fifth tile, **Visitors identified**, shows the share of site visitors Salestools was able to identify. A small ↗ or ↘ next to each number shows the trend versus the previous period.
If you are a manager or admin, a **Whole team / teammate** dropdown appears next to the period switch. Select a name to view just that rep's KPIs instead of the full team rollup.
A KPI tile dims and shows a dash when there is not enough data in the selected period — for example, before you have sent any LinkedIn requests in that window. It lights up automatically once activity comes in.
## Switch between the five dashboard views
The heading near the top of the page is a dropdown. Click it to switch between five focused views. The view you pick is stored in the page URL, so you can bookmark or share a specific view directly.
The default view. Shows your pipeline stages, pending approvals queue, burning signals for your hottest leads, outreach KPIs, and a ticker of Sally's most recent actions.
**Modules in this view:**
* **Pipeline** — total committed value at the top, then each stage as a bar with its deal count and value. Click through to open the full pipeline board.
* **Approvals** — drafts and replies waiting on your review, each showing the prospect, action type, and how long it has been waiting. Click **Open queue → preview all** to handle the full list.
* **Signals · burning** — your hottest, most recently active leads. A dot marks the very hottest. Use **+ new watch** to set up additional signal watches.
* **Sally's last actions** — a compact ticker of recent activity. Click **See full feed →** to open the complete history.
A live feed of every action Sally and your team have taken, with a tag on each row indicating whether the action ran on autopilot, came from Sally's co-pilot mode, or was taken manually by a person.
Shows accounts and people currently being worked, email and LinkedIn queue depth, and drafts and replies awaiting your review. Also includes the **Daily sending limits** panel — see the section below for details.
Displays dials, connection rate, average conversation time, sentiment analysis, and any live calls currently in progress.
Opens your AI copilot directly. Ask Sally anything about your pipeline, prospects, or next steps.
## Daily sending limits (AI Agent view)
The AI Agent view includes a **Daily sending limits** panel that shows how much headroom your agents have left for the day.
| Channel | What it tracks |
| ---------------------------------- | -------------------------------------------------- |
| **Email** | Emails sent today versus your configured daily cap |
| **LinkedIn · connection requests** | Connection invites sent today versus your cap |
| **LinkedIn · messages + InMail** | Messages and InMail sent today versus your cap |
Each channel shows a **used / total** count with remaining capacity. The progress bar turns accent-colored as you approach the cap. All limits are **soft caps that reset at midnight in your timezone**.
If the panel shows **"No caps configured yet,"** your agents are running without channel limits. Open **Manage agents → Channel limits** to set limits per agent. Caps protect your sender reputation and keep LinkedIn activity within safe sending rates.
## FAQ
Sally is your AI sales rep built into Salestools. She drafts outbound messages and replies, runs prospect research, and works your outreach queues automatically. On the Dashboard she surfaces the decisions that need a human — most importantly, the messages waiting for your approval before they send.
A dash means there is not enough data for that metric in the selected period. **"Loading…"** means the data is still being fetched — wait a moment or click **Refresh**. Empty modules also display a hint such as **"No burning leads yet"** until data arrives.
Approving from the hero card updates the count immediately. If the number looks stale, the \~40-second cache may still be serving slightly older data. Click **Refresh** to force the latest state.
Only if you are a manager or admin. A team-scope dropdown then appears next to the period switch in the KPI strip. The Dashboard is otherwise a personal view of your own work only.
The active view is stored in the page URL — for example `?view=calls`. Bookmark the page while that view is open, or copy and share the link, and it reopens on the same view every time.
## Related
Open the full deal board behind the Pipeline tile.
Work the approval queue and your day's tasks.
Handle replies that need a human response.
Configure the AI SDRs behind the AI Agent view.
# Plan and Prioritize Your Selling Day with My Day
Source: https://docs.salestools.io/home/my-day
My Day pulls every open thread — Sally's drafts, inbox replies, tasks, meetings, and pipeline — into one screen so you always know what to do next.
My Day is your personal action cockpit. It pulls every open thread across Salestools — Sally's co-pilot drafts, inbox replies, AI actions, inbound leads, tasks, meetings, and pipeline value — into a single screen. Start each day knowing exactly what needs you, act on the highest-priority item first, and clear your queue without switching between tabs.
My Day is your **personal** dashboard. It always shows your own work only. Team-wide approvals and managing a teammate's queue live in the manager Cockpit, not here.
## The header
At the top of the page you will see **My Day — ** along with two live status indicators and a quick shortcut:
* **Sally on shift / Sally paused** — whether your AI co-pilot is currently active. A grey dot means the status could not be loaded.
* **Auto-approval %** — the share of Sally's actions that go out automatically without waiting for your review.
* **Today's queue** — a shortcut directly to your draft and approval queue, with a live pending count displayed on the button.
Counts across the entire page refresh automatically every 60 seconds and pause when the browser tab is in the background.
## What is waiting on you
The **Awaiting you** section gives you an instant read of every open thread across five surfaces.
The banner greets you and shows the total number of items waiting — for example, **"7 things waiting on you."** The primary button routes you to whichever surface has the most items. When everything is cleared, the banner switches to **"You're all caught up."**
Below the banner, five clickable pills break the total into categories. Each shows a live count:
| Pill | What it opens |
| --------------------- | ----------------------------------------------------- |
| **Co-Pilot drafts** | Your task and approval queue |
| **Inbox replies** | The inbox filtered to messages needing your attention |
| **AI actions** | Autonomous agent actions awaiting your review |
| **Inbound to assign** | Inbound leads waiting to be routed |
| **Team approvals** | The manager Cockpit (managers only) |
Below the pills, the **Next best action** card surfaces Sally's single highest-confidence pending draft — showing who it is addressed to, Sally's drafted reasoning, confidence score, channel, sequence step, and when it was prepared.
Choose one of three actions:
* **Approve & send** — sends immediately and loads the next draft.
* **Review in queue →** — opens the full queue for more context.
* **Skip** — moves this draft to the back of the queue.
When the queue is empty, the card displays a calm **"You're all caught up."**
Use the **Next best action** card first thing every morning. Working top-to-bottom through Sally's highest-confidence drafts means your most promising outreach goes out while intent is freshest — before you open email or check Slack.
## Your key metrics
Six KPI tiles give you a real-time read of the day's performance at a glance.
How many of Sally's drafts are sitting in the queue waiting for your approval right now.
The number of prospect replies received so far today across all channels.
Meetings booked on your calendar for today, pulled from your connected Google or Microsoft calendar.
Your total open pipeline value across all active deals.
Leads added to your sequences or AI agent in the last seven days.
The share of Sally's total actions going out automatically without requiring your approval — a measure of how much you trust her to act independently.
## Plan your day from the backlog
When awaiting items are stacking up, Salestools can turn the backlog into a set of focused, scheduled tasks for today.
In the **Today's plan** card, click **✦ Plan day**. If you have no tasks yet but work is waiting, you will see an **Auto-plan →** prompt instead — click it to reach the same planner.
The planner groups proposed tasks by source — Co-Pilot drafts, inbox replies, AI actions, and so on. Use the stepper next to each source to set how many items to take on today, for example **5 of 12 Co-Pilot drafts**. You can also edit the task title, set a priority level (high / medium / low), and adjust the due date.
Tick the sources you want and click **Create tasks**. The tasks appear in your **Today's plan** card, each with a progress bar that fills as you clear the underlying items from the queue.
Need a one-off reminder that is not tied to the backlog? Use **+ Add task** in the same card to create a manual task with a custom title, priority, and due date.
## Work your tasks
The **Today's plan** card lists every open task due today, with overdue and due-today counts shown in the card header.
Click the checkbox or **Done**. Source-linked tasks show a `done / target` progress bar — if you mark a task done before reaching its target count, Salestools prompts you to confirm before closing it.
Click **Snooze** to push the task to tomorrow at 9 am. Both **Done** and **Snooze** apply instantly, with a toast notification that rolls back the action if the save fails.
## The right rail and lower panels
The right side of the page and the sections below the task card give you a full picture of the day without leaving the screen.
Shows your pending approvals marked **YOUR CALL** and today's meetings in chronological order. A **Progress** bar at the top indicates how many of today's approvals you have already cleared. Click **Open queue →** to jump to the full approval list.
Displays your next few meetings with a **Join** link when a meeting URL is available. If no calendar is connected, this section prompts you to link your Google or Microsoft account in settings.
Lists Sally's pending drafts, filterable by channel — all, email, LinkedIn, or calls. Click any row to open that draft directly in your approval queue.
Shows your total open value, weighted value, and a per-stage bar list. Click **+ open pipeline** to open the full deal board.
A live ticker of Sally's latest sends, opens, and held items — for example, `10:25 · sent · Kevin`. Held or paused items are highlighted so you can spot anything Sally is waiting on you to resolve.
A collapsible section surfacing live buying signals and priority leads from AI Intelligence. Your open or closed preference is remembered between sessions.
## FAQ
A dash means that surface could not be loaded right now — not that the count is zero. Salestools never shows a false zero; it displays an honest unknown state. Hit **Refresh** in the hero to re-pull all counts. The hero will not claim you are all caught up while any surface is in an error state.
Team approvals is gated to managers. If you are not a manager, the pill stays at zero and routes to the admin Cockpit. My Day itself only ever shows your personal work.
It is the share of Sally's actions that go out automatically without waiting for your review. The higher your trust settings, the higher this number climbs. A dash means the figure is not yet available.
Meetings are pulled from your connected calendar and only include events starting today in your local timezone. If the tile is empty, verify that your Google or Microsoft calendar integration is connected in settings.
My Day is your action cockpit — it shows what needs you right now and gives you the tools to clear it. The Dashboard is for trends, performance analytics, and team-level numbers over time.
## Related
Trends and analytics across your outreach and pipeline.
Your full task and approval queue, including the Power Dialer.
Reply to conversations that need your personal attention.
Work your open deals across every stage.
# Salestools: Your AI-Powered Sales Workspace Overview
Source: https://docs.salestools.io/introduction
Salestools puts an AI copilot called Sally on your sales team. She researches prospects, drafts outreach, and works your pipeline around the clock.
Salestools is an AI-powered sales workspace built around **Sally**, your always-on AI copilot. Sally researches prospects from a 240M-record buying graph, drafts personalized outreach across email, LinkedIn, and WhatsApp, manages replies, and tracks your pipeline — all while you stay in control by approving the moves that matter most. Whether you're a solo rep or scaling a full sales team, Salestools gives you the tools to find the right people, say the right things, and close more deals without the manual grind.
## Explore the docs
Go from sign-up to a live AI sales agent in about three minutes — no manual CRM setup required.
Learn how Sally, agents, ICP profiles, personas, playbooks, and CoPilot vs. AutoPilot all fit together.
Build, launch, and manage the AI SDRs that prospect and follow up on your behalf.
Connect your mailbox, LinkedIn, CRM, Slack, and calendar so Sally can send and sync.
## Get up and running
Follow these steps to go from a brand-new account to a live AI sales campaign.
Create your account at [newapp.salestools.io](https://newapp.salestools.io). Sally activates immediately and starts researching your business from your company domain — no credit card required to get started.
The guided setup takes about seven minutes. Sally reads your website, proposes a target audience, drafts a real personalized sequence, and walks you through connecting your channels. New accounts receive **10,000 free credits** during this step.
Once your first agent is live, open it in the AI SDR Builder to tune the audience, voice, playbook, and guardrails. Switch between **CoPilot** mode (Sally drafts, you approve) and **AutoPilot** mode (Sally sends within your daily caps) at any time.
Your Dashboard surfaces a daily Brief — the single highest-priority draft waiting for your approval — alongside live pipeline value, outreach KPIs, and a feed of everything Sally has done since midnight.
## What's inside Salestools
A seven-step guided wizard that configures a complete sales agent — audience, voice, channels, playbook, and guardrails.
A hands-on cadence editor where you wire each step, delay, branch, and exit rule yourself.
Find leads from a 240M-record graph, track website visitors, and manage your deals pipeline.
Organize your prospects, cohorts, network contacts, and inbound leads in one place.
Handle approvals, inbox replies, social engagement, and meeting recordings from a unified stream.
Understand what each action costs, monitor your balance, manage your plan, and resolve payment issues.
Press **⌘K** (Mac) or **Ctrl+K** (Windows) anywhere in Salestools to open Quick Actions and jump to any page or task without touching the sidebar.
# Prospect Cohorts: AI Clusters, Intent Signals, and Actions
Source: https://docs.salestools.io/lead-management/cohorts
Explore AI-clustered prospect groups across five views, read intent signals, refine by trait, and push the right cohort into an agent or sequence.
Cohorts is your audience intelligence map. Sally groups every prospect you've gathered into named clusters based on what they actually share — region, industry, tech stack, hiring signals, buying role, and more — then scores each group so you can see at a glance which audiences are ready to act on now and which to keep nurturing. Instead of manually segmenting lists, you arrive at a board of ready-made, signal-rich audiences and go straight to deciding what to do with them.
## What you can do
Each cohort block is sized by prospect count and coloured by intent level, so the biggest, warmest audiences jump out immediately.
Switch between Treemap, Heatmap, Geo, Semantic, and List to examine the same cohorts from different analytical angles.
Uncheck trait chips and buying-role buckets to narrow a cohort to exactly the slice you want before pushing it to an agent or sequence.
Add prospects to My Data, hand them to an AI agent, launch a sequence, export to CSV, or open the full audience in the prospector.
## Reading intent colours and block size
Every cohort block on the board communicates two things at a glance: how many prospects it holds and how ready they are to buy.
Cohort colours follow a warm-to-cool spectrum that maps directly to purchase intent:
| Colour | Intent level | What it means |
| -------------- | ------------ | ------------------------------------------------------------- |
| **Warm clay** | Act now | High buying signals — prioritise these cohorts first |
| **Mid-warm** | Engage | Moderate intent — worth active outreach and nurturing |
| **Cool slate** | Nurture | Lower near-term intent — keep warm with lower-cadence touches |
Within each colour band, **darker shades signal higher priority** — a dark clay block outranks a light clay block. **Block size** shows the raw prospect count: bigger blocks hold more people. Start with the largest, darkest warm-clay blocks for the fastest path to pipeline.
The summary line beneath the board title shows your totals: total cohorts, total prospects, and how many are **ready to act on**. A legend on the right side of the board reminds you what colours and shading mean at any time.
## Exploring cohorts across five views
The default view. Every cohort appears as a block sized by prospect count and coloured by intent. The treemap gives you the fastest full-board overview — scan for the largest, warmest blocks and click any one to open its detail drawer.
**Best for:** Getting an instant lay of the land across all cohorts.
A facet grid that cross-references **Industry** against **Region** by default. Each cell is coloured by the combined intent of prospects at that intersection. Dense, warm cells show where your audience concentrates geographically and by vertical.
**Best for:** Spotting which industry-region combinations have the most engaged prospects.
A world map with a marker for each country where prospects are located. Marker size reflects audience volume in that country. Click a marker to see which cohorts have members there.
**Best for:** Planning territory coverage or a city trip and visualising geographic reach.
A proximity plot where cohorts that are genuinely similar to each other appear close together. Distance between bubbles reflects real audience similarity, not just shared labels — useful for spotting adjacent audiences you might have missed.
**Best for:** Finding cohorts that are close enough to merge into one play, or discovering unexpected audience neighbours.
When proximity data isn't available for a cohort, the Semantic view falls back to a priority-by-untapped plot. The axes still carry meaning, but distance between bubbles doesn't indicate similarity in that case.
A sortable table showing every cohort with columns for intent, prospects, ICP fit, reachable, freshness, and channel. Sort by any column to rank cohorts however matters most to your current play.
**Best for:** Comparing cohorts side-by-side on specific metrics before deciding where to focus.
## How to open and read a cohort
Use the view toggle in the top right to switch between Treemap, Heatmap, Geo, Semantic, and List. Then click any block, cell, marker, bubble, or row to open its detail drawer on the right. The drawer works identically regardless of which view you opened it from.
The top of the drawer shows a **radar fingerprint** — a spider chart that compares this cohort's profile across key dimensions against your overall audience. A cohort that skews strongly in one direction is more specialised; a balanced shape signals a broad, general-purpose audience.
Below the radar, four tiles give you an at-a-glance scorecard:
| Tile | What it measures |
| ------------- | ----------------------------------------------------------- |
| **ICP fit** | How closely this cohort matches your ideal customer profile |
| **Reachable** | What percentage of prospects have workable contact data |
| **Freshness** | How recently the data in this cohort was verified |
| **Untapped** | How many prospects haven't been contacted by your team yet |
Sally writes a plain-language **description** explaining who these people are and what makes them cohere as an audience. Below it, a **campaign angle** suggests a specific message frame or value proposition that fits this cohort's shared characteristics. A **best channel** recommendation tells you whether to prioritise email, LinkedIn, or phone for this audience.
The **Why they cluster** section lists the shared traits Sally used to group these prospects — Region, Industry, Tech stack, Hiring tech, Hiring roles, Specialties, Size, and Titles. These chips are also what you edit when you refine the cohort in the next step.
## How to refine a cohort before acting
A cohort starts with all its matching prospects included. Narrow it to exactly the right slice before you push it anywhere.
Under **Why they cluster**, every shared-trait chip starts checked. Click a chip to **exclude** that value — the prospect count below updates live to drop anyone matching it. For example, uncheck a region chip to remove prospects in that geography from your intended action.
The prospect grid splits the cohort's people into four buying-role buckets — **Decision Makers**, **Champions**, **Influencers**, and **End Users** — each with a live count. Uncheck a role to remove those people from the current set.
As you exclude values, any trait chip that no longer has matching prospects is greyed out automatically. Re-include the exclusion that caused it to make that chip clickable again. The **Reset (N excluded)** control at the top of the section shows how many items are currently filtered out.
A **Reset** control appears next to "Why they cluster" once you've excluded anything. Click it to re-check every chip and return to the full cohort. Closing and reopening the cohort drawer also resets all exclusions.
## How to act on a cohort
All actions in the drawer footer apply to the **current filtered set** — the whole cohort when nothing is excluded, or your refined slice when chips and roles are unchecked.
Click **Add to My Data** to import the cohort's prospects into your workspace. A confirmation dialog shows exactly how many people will be added. You can attach tags before confirming. Contacts land in **My Contacts** and their employers in **My Accounts**.
Prospects without a recoverable contact record are reported as skipped in the confirmation summary. If the entire cohort is skipped, run a **Recompute** so the cohort's contacts can be freshly resolved.
Click **Add to AI agent** to take this audience into the agent builder, where you can configure an outbound play tailored to the cohort's characteristics.
Click the **rocket icon** to launch a sequence directly from the agent builder, or the **download icon** to export the cohort's prospects as a CSV file.
Click **View all N prospects** to open the full audience in the prospector, where you can work the complete list with all standard prospecting tools.
## How to refresh your cohorts
Click **Refresh** to re-fetch the current cohorts without rebuilding them. Use this after a recompute has finished to pull in the updated results.
Click **Recompute** when you want Sally to rebuild every cohort from your latest prospect data. The AI re-embeds, re-clusters, re-labels, and re-scores your entire audience from the ground up.
A recompute runs in the background and typically takes **10–20 minutes**, depending on how many prospects you have. You'll receive a confirmation when it starts. Come back and click **Refresh** once it's done to see your updated cohorts. Avoid navigating away mid-recompute — the job continues running server-side, but the in-progress indicator only shows on this page.
## Troubleshooting
Cohorts haven't been built for your workspace yet. Click **Trigger first refresh** on that screen to start the pipeline. It usually takes 10–20 minutes — hit **Refresh** afterward to see your cohorts.
The footer actions always target the current filtered set. Before clicking **Add to My Data**, confirm that your exclusions are still applied by checking the **Reset (N excluded)** indicator. If the count in the confirmation dialog matches the full cohort, no chips or roles are being excluded.
Skipped prospects don't yet have an importable contact record. Run a **Recompute** so those contacts can be resolved in the next cohort build, then try adding again.
Another exclusion has left that chip's value with no matching prospects. Re-include the exclusion that caused it — re-check its chip — and the greyed-out chips become interactive again.
## Related
Work the full list of prospects inside any cohort using the standard prospector.
Where cohort prospects land as contacts and accounts after you add them to My Data.
Hand a cohort to an AI agent and build a full outbound play around it.
Find warm relationship paths into the accounts that appear in your cohorts.
# Route and Assign Inbound Leads from Salesforce and HubSpot
Source: https://docs.salestools.io/lead-management/inbound
Assign Salesforce and HubSpot inbound leads to the right rep in one click so Sally's automation immediately starts working each lead.
When a new lead lands in your CRM, the Inbound queue is where it waits for a human to pick an owner. Assign it to a rep and Sally immediately picks up the lead and starts running that rep's automation — no copy-paste, no context-switching between tabs, no leads slipping through the cracks. The queue is your safety net between CRM and automated outreach.
## What you can do
See every pending inbound lead from Salesforce and HubSpot in a single, filterable queue with live KPI counts at the top.
Open the Assign to… dropdown in any lead's row, pick a teammate, and the lead flips to Assigned instantly with automation triggered.
Select multiple pending leads and route them all to the same rep in one action — useful when a batch of leads arrives at once.
Narrow the queue by status, source, and age. Every filter combination is saved in the page URL so you can bookmark or share any view.
## Queue health at a glance
Four KPI tiles at the top of the page give you a live read on the state of your inbound pipeline:
| KPI | What it shows |
| ------------- | ------------------------------------------------------------- |
| **Total** | All inbound leads across every status |
| **Pending** | Leads waiting to be assigned to a rep |
| **Assigned** | Leads that have an owner and active automation running |
| **Team reps** | The number of teammates available to receive lead assignments |
## How to assign a single lead
Go to **Inbound** in the sidebar. The queue opens on **Pending** leads by default — these are the ones still waiting for an owner. The KPI strip at the top shows your current queue health.
Each row shows the lead's name and email, their company, the source (**Salesforce** or **HubSpot**), current status, age, and the date it arrived. Use the status, source, and age filters to narrow a long queue down to the exact slice you need.
In the lead's **Action** column, open the **Assign to…** dropdown and select a teammate from the list. The row flips to **Assigned** immediately and you'll see a confirmation that the lead was assigned and automation was triggered.
For Sally to start outreach after assignment, the rep you choose must have an **active automation** configured. If the rep has no live automation, the lead is owned but won't be worked automatically. Confirm active automations in the **AI SDR Builder** before routing leads to a rep.
## How to bulk-assign leads
When a batch of leads should go to the same rep, assign them all at once rather than one by one.
Tick the checkbox on each pending lead you want to route. To select every lead visible on the current page, use the checkbox in the table header. As soon as you select one lead, a bulk-action bar appears at the bottom of the table showing how many leads are selected.
In the bulk-action bar, open **Assign to rep…**, choose your teammate, and click **Assign N**. Salestools routes each selected lead one after another and shows you a summary of how many were successfully assigned. Click **Clear** in the bar to deselect everything if you change your mind before confirming.
Only **Pending** leads are selectable for bulk assignment. Changing any filter clears your current selection automatically — this prevents accidentally routing leads that are no longer visible in your current view.
## How to filter the queue
Use the **Status** chips to switch between **Pending**, **Assigned**, **Expired**, **Cancelled**, or **All**. This reloads the queue for that status category.
Add a **Source** chip (**Salesforce** or **HubSpot**) to show leads from one CRM only. Add an **Age** chip to focus on a time window:
| Age filter | What it shows |
| ------------ | ------------------------ |
| **Today** | Leads that arrived today |
| **≤ 7 days** | Leads from the past week |
| **> 7 days** | Leads older than a week |
Combine source and age chips freely — they refine the already-loaded status view.
Every filter combination is reflected in the page URL. Bookmark a filtered view — for example, **Pending → HubSpot → Today** — and share it with a teammate to give them a direct link to exactly the same slice of the queue. Filters persist as long as the URL is open.
## What happens after you assign
Assigning a lead does two things simultaneously:
1. It sets the selected rep as the lead's **owner** in Salestools (and syncs back to your CRM).
2. It **triggers that rep's automation**, so Sally starts running the right outreach sequence without any additional steps.
Automation only runs if the assigned rep has an **active automation** set up. If they don't, the lead is owned but sits idle — Sally won't start outreach until an active automation exists. Check **AI SDR Builder** to verify or create automations for your team's reps before routing leads to them.
## When the queue is empty
An empty **Pending** queue with no filters applied means every inbound lead already has an owner and Sally is running — that's exactly the goal. From the empty state you have two options:
* **Configure Inbound Triggers** — open inbound settings to set up auto-assignment rules and CRM owner mappings, so future leads route themselves without manual intervention.
* **Connect CRM** — link Salesforce or HubSpot if no inbound leads are flowing into the queue yet.
## Troubleshooting
Check the **Status** filter first — the queue defaults to **Pending**, so already-assigned leads won't appear there. Switch to **All** to see every lead. If the queue is still empty, your CRM may not be connected or no inbound leads have arrived yet. Use **Connect CRM** from the empty state, or verify that your inbound triggers are configured in Settings.
If the assignment fails server-side, the row rolls back to its previous state and an error message appears. Retry the assignment. If it keeps failing, refresh the page and confirm the rep still exists on your team.
Assignment triggers the rep's automation — but only if that rep has an **active automation** running. Go to **AI SDR Builder**, confirm the rep has a live automation, or reassign the lead to a rep who does.
Click **Refresh** to re-pull the queue and your team list from the server. The KPI tiles (Total, Pending, Assigned, Team reps) update each time you refresh or complete an assignment.
Lead names and company data come from what your CRM sends to Salestools. If those fields are blank in Salesforce or HubSpot, the lead falls back to displaying its email address — or "Unknown" if even that is missing. Enrich the record in your CRM to fill in the missing details.
## Related
Browse, filter, and act on the leads that have been assigned to you.
Group and segment leads into AI-clustered audiences for targeted outreach.
Build the automation that runs as soon as a lead is assigned to a rep.
Set up Sally to work your inbound leads end to end with automated sequences.
# Search, Filter, Enrich, and Act on Your Saved Leads
Source: https://docs.salestools.io/lead-management/my-leads
Browse, filter, enrich, and act on every lead and company you've saved — with bulk AI actions, CRM import, and plain-language search.
My Leads is your personal working list of every contact and company you've saved in Salestools. It works like the prospector you use to discover new leads, but it runs entirely against your own saved data — so you can search across everything you've imported, filter it dozens of ways, open rich records, and push selected rows into AI research, agents, or an export without leaving the page.
## What you can do
Describe your target in natural language — for example, *"VP Sales at fintech companies in Germany"* — and let Sally translate your words into filter chips.
Narrow your list by contact info, company, people, technographics, hiring signals, buying signals, and your own pipeline fields like status, tags, and CRM owner.
Run Deep Research, send to an AI agent, change status, tag, assign buying roles, enrich, export to CSV or CRM, or delete — all from the bulk action bar.
Bring in contacts from a CSV file or pull directly from HubSpot or Salesforce. Imports deduplicate and update records in place.
## How to find a lead
The plain-language search bar understands full sentences. Try queries like *"CTOs at healthcare companies with more than 500 employees"* and Sally will build the right filter combination for you automatically.
Go to **My Leads** from the sidebar. You land on the **Leads** tab by default, with **Companies** sitting right beside it. The number on each tab is your live saved count — switching between tabs never loses your place.
Use the prompt bar at the top to describe your target in plain language, then press **Run ⌘↵** (or click **Run**). Sally converts your words into visible filter chips that you can inspect and adjust at any time.
Open the filter sidebar (the slider icon to the left of the tab strip) to fine-tune your results. Filters are organised into eight groups:
| Group | What it covers |
| -------------------- | -------------------------------------------- |
| **Contact info** | Email, phone, LinkedIn, location |
| **Company** | Industry, size, revenue, domain |
| **People** | Job title, seniority, department |
| **Technographics** | Tech stack and tools in use |
| **Funding & growth** | Funding stage, last round, headcount growth |
| **Hiring** | Open roles and hiring signals |
| **Buying signals** | Intent data and behaviour triggers |
| **Pipeline** | Status, tags, lead source, rating, CRM owner |
Type a value to pick from suggestions, or set a toggle like **Has email** to **Any**, **Has**, or **No**.
Most filters support both **include** (green chip) and **exclude** (red chip). Switch a field to exclude mode to filter out matching records — handy for cases like *"any industry except staffing."*
Single-click a row to preview it in the detail rail on the right. Double-click to open its full record in a new tab. For a lead you'll see five tabs:
* **Overview** — key details, contact info, and buying signals
* **Company** — the lead's employer and firmographic data
* **Employees** — colleagues at the same company
* **Notes** — your team's notes on this person
* **Activity** — a timeline of touches and events
Close the tab with the **✕**, or click **Leads** / **Companies** to return to the list.
## How to import contacts
Imports match incoming records against your existing data and update them in place rather than creating duplicates. After a CSV import, newly added leads are automatically queued for AI role classification so they land in the right buying-role buckets. The post-import summary shows exactly how many records were created, updated, and skipped.
With no rows selected, find the floating action bar at the bottom of the table and click **⇡ Import**.
Select one of three options:
* **CSV** — upload a file from your computer
* **HubSpot** — pull records from your connected HubSpot account
* **Salesforce** — pull records from your connected Salesforce org
For a CSV upload, Salestools shows each column from your file alongside a dropdown to match it to the correct Salestools field. Work through each column, confirm the mapping, and click **Import**.
Once the import finishes, you'll see a summary showing how many records were **created**, **updated**, and **skipped**. Your new and updated leads appear in the list immediately.
## How to act on a selection in bulk
Tick the checkboxes for the leads or companies you want to act on. A dark action bar appears at the bottom of the table showing how many records are selected.
Pick from the actions available in the bar:
Run AI-powered research on the selection. Choose a research level — **Standard**, **Pro**, **Max**, or **Ultra Max** — and apply it to the **persona**, the **company**, or both.
Enroll the selected leads directly into an AI agent so Sally can start researching and reaching out.
Change the lead status (and optional sub-status) for every selected record at once.
Add or remove one or more tags across the whole selection.
Let Sally classify each selected lead's job title into a buying role — **Decision Maker**, **Champion**, **Influencer**, or **End User** — and apply those roles in bulk.
AI-fill missing fields (email, phone, LinkedIn, and more) for every selected lead.
Download the selection as a **CSV** file, or push the records directly to your connected **CRM**.
Permanently remove the selected leads from your saved data. You can optionally remove their related company records at the same time.
Confirm in the dialog that appears. The action bar shows live progress (for example, *"Researching 25…"*) while work runs, then refreshes your list automatically when it finishes.
**Delete is permanent.** Deleting removes selected leads from your workspace and cannot be undone. If you might need the records later, use **Export** first to save a copy.
## How to add a single lead by hand
In the bottom action bar, click **✦ New lead** to open the contact creation form.
Enter the person's name, email, company, and any other details you have. Click **Save** and the new contact appears in your list immediately.
## Settings and customisation
Click **⚙ Settings** in the bottom action bar to manage CRM connections (browse HubSpot or Salesforce records), edit lead status transition rules if you have permission, and control which table columns are visible. Hiding columns you don't need keeps the list focused and fast to scan.
## FAQ
**Find Leads** searches the global Salestools prospect database to discover brand-new people and companies. **My Leads** searches only the records you've already saved to your workspace. Both share the same search bar, filter panel, and bulk actions — so skills and habits transfer directly between them.
The count reflects records you've saved. If the list is empty, import a CSV, pull records from your CRM, add a lead by hand, or save prospects from **Find Leads**.
A handful of fields under **Funding & growth** (funding stage, last round, headcount growth) are displayed for context but don't yet filter your list — they're marked **SOON**. All other filter groups work normally.
Yes. Open multiple lead and company detail tabs side by side, each with its own **✕** to close. Switching between open tabs or back to the main list keeps every tab's scroll position intact.
No. The importer matches each incoming row against your existing data and updates records in place. The post-import summary tells you exactly how many were created versus updated versus skipped.
## Related
Discover brand-new prospects and accounts, then save them to My Leads.
Send selected leads into an AI agent that researches and reaches out for you.
Surface buying signals and timely reasons to reach out to your saved leads.
Track the leads that turn into opportunities through your pipeline.
# Map Relationships and Find Warm Paths into Accounts
Source: https://docs.salestools.io/lead-management/network
Connect email, LinkedIn, calendar, and CRM to build a de-duplicated relationship directory and let Sally surface warm intro paths and check-in drafts.
Network is your relationship command centre. It pulls everyone you've ever emailed, met on a calendar invite, connected with on LinkedIn, spoken to on a call, or worked with through your CRM into a single de-duplicated directory. Sally then watches those relationships continuously so you can find the warmest path into any target account, plan a city trip, keep customers feeling seen, and reactivate champions who've gone quiet — all without leaving one page.
## What you can do
Every person you've touched across email, LinkedIn, calendar, calls, meetings, and CRM — de-duped into one list with a relationship strength score and last-touch date.
Type a plain-language request like "Who can intro me into Stripe?" and get ranked, action-ready relationship cards with recommended next steps.
Save a target account and Sally ranks every teammate who can introduce you, ordered by recency, reciprocity, and likelihood of saying yes.
Job cards surface customers overdue for a check-in, dormant champions worth reactivating, and warm paths into your current target accounts.
## Your six network health KPIs
The KPI strip at the top of the page gives you a live read on the health and coverage of your relationships.
| KPI | What it measures |
| ---------------------- | --------------------------------------------------------------------------------------- |
| **Mapped network** | Total number of unique people across all your connected sources |
| **Avg strength (90d)** | The average relationship strength score across your whole network over the last 90 days |
| **Champions** | Contacts with high reply rates or booked meetings — your most engaged relationships |
| **Reconnect now** | Established relationships that have gone quiet for 60 or more days |
| **Intro paths** | The number of warm routes your team has into target accounts |
| **AI follow-ups** | Pending check-in and outreach drafts Sally has queued for your review |
Relationship strength is scored **0–100** based on a 90-day rolling calculation of touches multiplied by reciprocity. A score of **75 or above** (shown with a green bar) indicates an active, two-way relationship. Mid-range scores are warm but one-sided; low scores are cool or dormant. Strength updates daily as new touches are recorded from your connected sources.
## How to explore your directory
Go to **Lead Management → Network**. The page opens showing your team's mapped relationships, with the KPI strip and source health panel at the top.
Use the tab row to narrow the directory to a specific relationship type. Each tab shows a live count.
| Tab | Who it shows |
| ---------------- | -------------------------------------------------------------- |
| **All** | Every person in your mapped network |
| **Replied** | People who have replied to you at least once |
| **Ghosted** | Contacts you've reached out to who never replied |
| **Champions** | High-value contacts with strong reply rates or booked meetings |
| **Job Changers** | Contacts who have recently changed roles or companies |
| **Warm Intros** | People a teammate can introduce you to right now |
| **Reconnect** | Established relationships last touched 60 or more days ago |
Refine the directory further with quick-filter chips — **Has email**, **Has LinkedIn**, **Has phone**, and **Missing data** — or search by name, company, city, or title. Sort by **Last touch**, **Strength**, **Reply rate**, **Touches**, or **Name** in ascending or descending order.
Click any row to open that person's full profile: their strength score, reply rate, meetings booked, contact details, recent signals, and available intro paths. From the profile you can email them, message on LinkedIn, or request an intro from a teammate.
## How to use the Goal runner
The Goal runner turns a plain-language request into ranked, ready-to-act relationship cards — no manual filtering required.
The Goal runner is the fastest way to plan an account intro. Type *"Who can intro me into Stripe?"*, select **Account intro** mode, and Sally immediately ranks every teammate by recency of contact with someone at that account, reciprocity of that relationship, and likelihood of a warm reception. You can go from question to drafted intro request in under a minute.
Pick one of the four pre-built modes, or type free-text in the goal bar:
| Mode | What it optimises for |
| --------------------- | ------------------------------------------------- |
| **City trip** | People in a specific city worth meeting in person |
| **Account intro** | Warmest team paths into a named target account |
| **ICP network** | Contacts matching your ideal customer profile |
| **Dormant champions** | High-value relationships that have gone quiet |
Each mode pre-tunes the search filters and ranking criteria Sally applies.
Type your goal in the text box — for example, *"VP Sales at Series B SaaS companies where my team has warm paths"* — then add optional filters: city, account name or domain, ICP profile, persona, job titles, company size, industry, or required contact channel. Press **Run**.
Sally returns relationship cards, each showing a score, confidence level, matched criteria, the relationship path, any data-quality notes, and a recommended next action. Each card offers four actions: open the profile, view the intro path on the graph, draft outreach, or ask a teammate for an intro.
Click **Draft outreach** or **Ask teammate for intro**. Sally writes copy calibrated to the specific relationship, prior sentiment, and why-now signals — not a generic template — then queues it as an approval draft for you to review before anything sends.
## How to add a target account and request an intro
Click **Add target** in the top right to save and track an account, or click **Ask for intro** to jump straight to ranking intro paths for a company.
Type the company name — for example, *Stripe* or *Linear*. Adding the company **domain** is optional but recommended: it lets Sally bind the right employees to the account in the relationship graph, which improves intro-path accuracy.
Click **Save target** or **Find intro paths**. Sally saves the account and immediately ranks every team member who can introduce you, ordered by recency of their last contact with someone at that company, the reciprocity of that relationship, and the estimated likelihood of a positive response. The **Account · intro path** job card on the main page then populates with your warmest routes.
From an intro card or a goal runner result, click **Ask teammate for intro**. Sally drafts the request and routes it to approvals — nothing sends until you review and approve it.
## How to keep customers and dormant relationships warm
Three continuously updated job cards surface the right people for you automatically — no searching required.
Below the KPI strip you'll find three standing cards:
* **Customers overdue for a check-in** — contacts who haven't heard from you in 90 or more days
* **Warm paths into your target account** — real-time intro routes for accounts you're tracking
* **Reconnect queue** — strong relationships that have gone quiet and are worth reactivating
On the customer or reconnect cards, click the primary action (**Plan the week** or **Draft check-ins**). Sally opens a review drawer pre-loaded with the right people so you can deselect anyone before drafting begins.
Confirm your selection to generate drafts. Sally writes each message from relationship context, prior sentiment, and why-now signals — not a template. The drafts appear in **Tasks** for you to review and approve before anything is sent.
Click **Edit trip** to enter a city and travel dates. The customer card re-filters to show only people in that city so you can line up in-person meetings while you travel.
## How to keep your data sources healthy
Network is only as strong as the data feeding it. The source health strip shows the live status of each connected source.
Below the KPI strip, each source — **LinkedIn**, **Email**, **Calendar**, **CRM**, and **Enrichment** — displays a status indicator: green when fresh, a **Needs fresh sync** pill when data is becoming stale, or **Not connected** when the integration is missing.
Click **Repair** on any source to queue a re-sync for just that one. An inline badge tracks progress through **Queued** and **Syncing** states.
Click **Re-sync now** in the top right to queue a refresh across every connected source simultaneously. Use this after reconnecting an integration or when the overall directory feels out of date.
A **Missing data** or **Needs enrichment** flag on a contact usually means a source is stale or disconnected. Repair the source first before drafting outreach — sending without valid contact data won't reach anyone and wastes sequence capacity.
## FAQ
Network aggregates touchpoints from all your connected sources: emails sent and received, LinkedIn connections, calendar meetings, calls, and CRM activity. Each person across all sources becomes one de-duplicated row with a rolled-up strength score, last-touch date, and channel coverage summary.
The network rebuilds on a daily schedule, so new connections or replies can take up to a day to appear. For an immediate update, click **Re-sync now** in the top right or use **Repair** on a specific source.
The scope toggle in the top right switches between your whole team's combined network and only the relationships you personally own. Switch to **Team** scope to see warm intro paths that run through your teammates' relationships.
No. All outreach and intro requests created from Network are queued as approval drafts. Nothing leaves until you review and approve each draft in **Tasks**.
Yes. Select specific rows, or leave nothing selected to export the entire filtered view, then click **Export** to download a CSV.
If nothing matches yet, Sally shows an empty state and populates the card as data arrives. Common fixes are: connecting or repairing a source, or saving a target account so the intro path card has something to map against.
## Related
Browse, filter, and act on the leads and companies you've saved.
Review and approve the outreach and intro drafts Sally creates from Network.
Turn network signals and target accounts into automated outreach campaigns.
Group your prospects into AI-clustered audiences and act on them at scale.
# Manage and Forecast Deals Across Your Sales Pipeline
Source: https://docs.salestools.io/sales-intelligence/deals-pipeline
Manage every opportunity in a drag-and-drop board or sortable list, read AI forecasts, and work each deal in a full record pane synced to your CRM.
The Deals Pipeline is your single workspace for every open opportunity. Move deals between stages on a visual board, scan a dense sortable list, read an AI forecast of what is likely to close or at risk, jump straight to the deals that need your attention most, and open any deal into a rich record pane — all in one place, kept in step with your CRM.
## What you can do
Work a drag-and-drop board with one column per stage, or a dense sortable table — your choice sticks and is shareable via the page link.
See Predicted Close (weighted pipeline value), At Risk, and Likely Close at a glance — click to filter the board and list instantly.
Sally surfaces your most pressing deals with the reason they're flagged and an attention score, so you always know what to work next.
Edit details inline, track deal health, manage contacts, log notes and tasks, review meetings with AI sentiment, and read Sally's coaching — all in one pane.
## Board view vs. List view
The Board displays one column per pipeline stage. Each card shows the deal name, company, value, and close date at a glance. A running count and total value appear at the top of every column so you can see stage-level totals instantly.
Move a deal to a new stage by dragging its card from one column and dropping it on another — the card moves immediately and the column totals update in real time. Drag back if you change your mind.
The List flattens every stage into a single sortable table with columns for company, deal name, value, stage, owner, age, close date, and win %. Click any column header to sort; click again to reverse the direction.
Use the search box above the table to filter by deal name, company, domain, owner, stage, or notes — useful when you manage a large pipeline and need to find a specific deal quickly.
To switch between views, use the **Board** and **List** tabs above the deals. Your active view is saved in the page URL, so you can bookmark it or share the exact view with a teammate.
Scope the pipeline to **My deals** or **Team deals** using the toggle in the header, and narrow by recent activity — last 7 days, 30 days, 90 days, or this quarter — to focus on what matters right now.
## Create a deal
Select **+ New deal** in the top-right corner of the header. A side panel opens on the right.
Enter a **Deal name** — this is the only required field. Use a clear, descriptive name such as *"Acme Corp · Q3 Expansion"* so you can identify it at a glance in the board and list.
Start typing in the **Company** field to search your saved accounts, then select one. If the company isn't saved yet, type the name as-is and it will be used without linking to a record. You can also add a **Company domain** for reference.
Once you have selected a saved company, search the **Contact** field to attach a saved contact from that account. The Contact field stays locked until a saved company is chosen, because contacts are scoped to their company.
Enter a **Value (USD)**, choose the initial **Stage**, and optionally assign an **Owner**. Click **Create deal** — the new deal lands at the top of its stage column and opens automatically so you can keep editing.
## Read the AI Forecast
When deals have win probabilities, Sally renders an **AI Forecast** strip directly below the header.
* **Predicted Close** — the total weighted pipeline value, calculated by scaling each deal's value by its win probability.
* **At Risk** — the combined value and count of deals that are unlikely to close or flagged as high risk.
* **Likely Close** — the combined value and count of deals with a strong probability of closing this period.
Click **At Risk** or **Likely Close** to filter both the Board and the List to only those deals. Click the same chip again — or click **Filtering ✕** — to clear the filter. **Predicted Close** is a summary total and is not clickable.
## Focus on deals that need attention
Near the top of the pipeline page, the **Needs attention** bar surfaces the deals Sally considers most urgent. Each card shows a short reason — such as no recent activity, a stalled stage, or rising risk — alongside an attention score.
Click any card in the bar to open that deal directly in the record pane. Dismiss the entire bar with **✕** if you want more room on the page.
## Work inside a deal record
Click any card on the Board or any row in the List to open the deal record pane. Seven tabs give you a complete picture of every deal:
Edit the name, value, expected close date, owner, and notes inline. Text fields save when you click away; notes save with the **Save notes** button. Also shows pipeline meta (stage, days in stage, deal age, last activity, risk reason, CRM source), a **Deal Health** score with letter grade, and linked records.
A chronological feed of every logged action on the deal, with quick totals for calls, meetings, and emails.
The primary contact's details. Search here to attach a different saved contact to the deal.
All open tasks linked to the deal's contact, so nothing falls through the cracks.
Add free-form notes directly to the deal, or delete notes you no longer need.
Recorded meetings for the deal's contact, each with an AI-generated sentiment chip, an expandable summary, action items, and key talking points.
Sally's guidance for this deal: a risk summary and suggested next action, post-meeting follow-up prompts, coaching tips, and a meeting prep brief.
A visual relationship map connecting the deal to its account, contact, activities, tasks, and notes, plus a full catalog of the deal's data fields.
To close out a winning deal, click **Mark Won** in the record-pane footer. To remove a deal from your active pipeline, click **Mark Lost** — you'll be asked to select a close category and enter a reason, both of which are saved onto the deal record for reporting.
The **Delete** button in the record-pane footer permanently removes the deal after you confirm. The deal disappears immediately from both the Board and List and cannot be recovered.
## Sync deals from your CRM
Go to **Integrations** and connect HubSpot or Salesforce. Once connected, a status dot and the time of the last sync appear next to the **Sync CRM** button on the pipeline header.
Click **Sync CRM** to pull fresh deal data from your CRM on demand. When the sync completes, a brief summary shows how many deals were created and updated, and the board refreshes automatically.
When your CRM is connected and the last sync is more than a few minutes old, the pipeline pulls fresh deals automatically each time you open the page — so you typically start with up-to-date data without needing to trigger a manual sync.
## Frequently asked questions
If you haven't created or synced deals yet, each column shows a *"Drop deals here"* prompt. Create a deal with **+ New deal**, or connect a CRM and click **Sync CRM**. Also check the **My deals / Team deals** toggle and the date filter — a narrow scope can hide deals that exist but fall outside the selected range.
The forecast only appears when at least one deal has a win probability set. Deals without a probability don't contribute to Predicted Close, At Risk, or Likely Close — assign probabilities to your deals to see the strip.
This means the stage change couldn't be saved. The card reverts automatically so your board stays accurate. Try dragging it again; if the issue persists, check your network connection.
The status dot and last-sync timestamp only appear once a CRM is connected. Navigate to Integrations to connect one, then return to the pipeline.
The **Contact** field is locked until you select a saved company, because contacts are scoped to their company. Pick a saved company first, then search for the contact you want to attach.
## Related
Search and enrich companies and people to feed your pipeline.
Surface buying signals and news worth turning into deals.
See which companies are visiting your site and route them into the pipeline.
Automate outreach for the prospects in your pipeline.
# Prospect and Save Leads with AI-Powered Search Filters
Source: https://docs.salestools.io/sales-intelligence/find-leads
Search a global prospect database using plain-language prompts or structured filters, then save, enrich, or export your best-fit leads in seconds.
Prospector is your AI-powered search bar over a global database of companies and people. Describe the audience you want in plain English, or build your search filter by filter — then act on the results by saving leads, enrolling them in an AI agent, or pushing them straight to your CRM. Every search is powered by Sally, Salestools' AI copilot, so you spend less time configuring and more time selling.
## What you can do
Type a plain-language description and Sally converts it into structured filters instantly, complete with a confidence score.
Refine results across Company, People, Contact info, Technographics, Funding & growth, Hiring, and Buying signals.
Switch between a people search and an account search — the same filters power both views.
Add to My Leads, run Deep Research, send to an AI agent, or export to CSV, HubSpot, or Salesforce.
## Search with an AI prompt
The fastest way to find prospects is to describe them in plain language. The prompt bar runs across the top of the Prospector page.
Use natural, specific language in your prompts for the sharpest results — for example, *"VPs of Sales at B2B SaaS companies, Series A–B, currently hiring AEs"* is far more effective than a vague description like *"sales leaders at startups"*.
Type your target audience into the prompt box. Include seniority, industry, company stage, signals, or anything else relevant. For example: *"founders or VPs at B2B SaaS, Series A–B, hiring AEs in the last 30 days, not yet contacted."*
Click **Run ⌘↵** or press **Cmd / Ctrl + Enter**. Sally parses your prompt into filters, populates the sidebar, and loads matching results.
A **confidence percentage** appears below the prompt bar. Open the filter sidebar to inspect each filter Sally wrote — anything AI-generated is marked with a sparkle **✦** so you can distinguish it from filters you set manually.
Tweak any filter in the sidebar, or edit the prompt and run again. Click **Clear** to empty the prompt and reset all filters for a fresh start.
## Filter categories
The filter sidebar organises every available signal into groups. Click a group header to expand it — the number beside each header shows how many filters are currently active in that group.
| Filter group | What you can target |
| -------------------- | --------------------------------------------------------------------------------------------------- |
| **Company** | Industry, employee count, revenue range, HQ location, company type |
| **People** | Job title, seniority, department / function, person location |
| **Contact info** | Has email, Has phone, Has LinkedIn, Has company domain (each is a 3-way toggle: **Any / Has / No**) |
| **Technographics** | Technologies in use — include or exclude specific tools and platforms |
| **Funding & growth** | Funding stage, total raised, last round date, investor |
| **Hiring** | Actively hiring for a role, technology, or location — a strong buying signal |
| **Buying signals** | Intent surges on a topic — the highest-converting filter for timely outreach |
A small number of **Funding & growth** filters are marked **SOON** — they appear in the sidebar but are not yet active, so they will not change your results. Use the live filters for now.
Every filter works with **include** (green chips) and **exclude** (red chips). The **Contact info** toggles are three-way switches — set them to **Has** to require a data point, or **No** to exclude prospects that lack it.
## Search companies instead of people
Click the **Companies** tab above the results table. The view switches from people to accounts, using the same filters you already set. Each company row shows industry, size, location, technologies on file, and matching people count.
Use the **Return** switch in the sidebar — **Both / Leads / Company** — to control which tabs are available. Set it to **Company** to focus purely on accounts, or keep it on **Both** to flip freely between Leads and Companies without losing your filters.
Single-click a row to preview the company in the side panel, where you can **Open account →** or **View people** at that company. Double-click a row to open the full company detail in a new in-page tab.
## Apply or save an ICP / persona
In the sidebar, click **Apply ICP** or **Apply persona** to choose a profile you've built in the AI Library. Its targeting loads into the filters immediately. ICP fields map to account-level criteria (industry, size, location, tech); persona fields map to person-level criteria (title, location).
After tuning your filters, a save prompt appears on the picker whenever your filters differ from the loaded profile. Save them as a **new** ICP or persona, or **update** the one you started from — so the same audience is ready to reuse next time.
## Act on your results
Selecting one or more rows brings up the bulk-action dock at the bottom of the table.
Tick individual rows or use the select-all control to grab the first *N* results or the entire result set. The dock displays the number of selected prospects.
Click **✛ Add to My Leads** to import the selected prospects as leads, saving their companies as accounts alongside them. A short dialog lets you add optional tags — leads are created with a status of *Sales Generated* automatically. Prospector then suggests buying roles (decision maker, champion, influencer, end user) you can adjust before they are applied.
Click **🔍 Deep Research** to import and immediately kick off structured research on each prospect. Choose your depth: **Standard**, **Pro**, **Max**, or **Ultra Max**.
Click **✦ Send to agent**, pick an active AI agent, and Sally enrolls the selected prospects in its outreach cadence. You can optionally hold the first message for your review before it goes out.
Click **⬇ Export** to download a CSV or push the selection to **HubSpot** or **Salesforce** as contacts. Disconnected CRMs appear greyed-out with a link to connect them in Integrations.
Adding prospects, running Deep Research, and bulk imports consume credits. If your credit balance runs out, Salestools will prompt you to top up before the action proceeds.
## Save a search
To preserve your current filter set for later, scroll to the bottom of the filter sidebar and click **Save as a saved search**. Saved searches reappear in the sidebar whenever you return to Prospector — great for recurring prospecting routines like weekly pipeline reviews or campaign refreshes.
## Tips
* **Filters carry across tabs.** Anything you set in the sidebar applies to both the Leads and Companies views — switching tabs never resets your filters or clears your results.
* **Resize the panels.** Drag the dividers to widen the filter sidebar or the detail panel. The filter and panel toggles in the tab strip hide them entirely for a wider results table.
* **Watch the counters.** The live **matches** and **hot** counts next to the prompt bar update as you change filters, so you can gauge audience size before saving anyone.
## Frequently asked questions
Open the filter sidebar and review the AI-written filters (marked **✦**). Remove or adjust any that are off, or rephrase the prompt and run it again. The **confidence** score below the bar is a quick indicator of how cleanly your prompt parsed — lower scores suggest the phrasing was ambiguous.
**Add to My Leads** saves the selected prospects as leads (and saves their companies as accounts) so you can work them later at your own pace. **Send to agent** does that *and* immediately enrolls them in an AI agent's outreach cadence.
A small number of Funding & growth filters are visible in the sidebar but not yet connected to the search engine, so they will not affect your results. They will become active in a future release.
Export only lists CRMs that are ready to receive the selection. If HubSpot or Salesforce appears greyed out, it hasn't been connected yet. Use the **Connect** link to set it up in Integrations, then return and try again.
It is a match-quality score measuring how well the prospect fits your targeting criteria. Higher scores — combined with intent and hiring signal chips — indicate the warmest prospects and the best candidates to save and contact first.
## Related
Build the ideal-customer profiles you load into Prospector.
Define the buyer personas you target by job title and seniority.
Enroll your saved prospects in an automated outreach agent.
Work the leads you save from Prospector.
# Monitor Company News and Trigger Outreach with Scout
Source: https://docs.salestools.io/sales-intelligence/scout
Watch saved companies for news worth reaching out about, score each signal for relevance and sentiment, and act on door-openers as approve-first tasks.
Scout watches the companies you care about and reads their news for you. Every run, it scores each announcement for sentiment and relevance, then turns the genuine door-openers — a funding round, a new VP of Sales, a market expansion, a product launch — into approve-first **✦ News** tasks so you reach out at exactly the right moment, with exactly the right angle.
## What you can do
Point a scout at every company you've saved, or hand-pick a focused set with the searchable company list.
Describe what counts as a reason to reach out in plain language — Scout uses it to separate real signals from noise.
Each door-opener carries a sentiment label, an opportunity type, and a relevance score out of 100 so you always work the highest-signal items first.
Every door-opener becomes a **✦ News** task in Tasks. Nothing goes out automatically — you review and approve before any outreach is sent.
Scout watches companies from **My Data → Companies**. Save the companies you want to track there first, then point a scout at them.
## Create a Scout
Go to **Sales Intelligence → Scout** in the sidebar. The **New scout** card appears at the top of the page.
Give the scout a clear, recognisable name — for example, *"Q3 Expansion Watch"* or *"Key Accounts — Weekly"*. You'll see this name in the Scouts list and on every task it generates.
In the **Qualify news on** field, write a plain-language description of what makes a piece of news worth reaching out about. Be as specific as possible — this is how Scout decides what counts as a real door-opener versus background noise.
For example:
> *New funding rounds (Series A or later), a new VP of Sales or CRO hire, expansion into a new market or region, a product launch that integrates with our platform, or a layoff event or security breach we can help with.*
Select **All my companies** to watch every company you've saved, or **Select companies** to hand-pick a focused set. With *Select companies*, use the search box to filter your saved companies and tick the ones you want to include.
Under **Runs**, choose how often Scout scans for news: **Daily · 24 h**, **Every 3 days**, or **Weekly**. Daily is selected by default.
Review the summary line — it confirms the company count and cadence you've chosen — then click **Start scouting**. Scout goes live immediately and begins watching on the schedule you set.
Run scouts on a **Daily** cadence for your hottest accounts. Funding rounds, executive hires, and product launches move fast — a 24-hour cycle means you reach out while the news is still fresh and your competitors haven't moved yet.
## Examples of good qualifying criteria
*"Announced a new funding round of Series A or later, or closed an acquisition. Includes press releases about significant revenue milestones."*
Funding events signal budget availability and growth ambition — ideal timing to introduce an expansion-ready solution.
*"A new VP of Sales, CRO, VP of Marketing, or Head of Revenue has been appointed in the last 30 days."*
New executives often reassess vendors in their first 90 days. Reaching out early establishes you as a proactive partner before their priorities are locked in.
*"Announced expansion into a new geography, opened a new office, or is hiring aggressively in a new region."*
Companies scaling into new markets often need new tools, partners, and infrastructure — a natural entry point for your product.
*"Launched a new product, integration, or technology partnership that overlaps with our platform or target use case."*
A product launch shows momentum and gives you a specific, relevant hook for your outreach message.
*"Experienced a data breach, security incident, significant layoffs, or public operational difficulty that our product directly addresses."*
Negative events can still be genuine door-openers if your solution directly solves the problem they're facing.
## Act on a Scout opportunity
Door-openers Scout finds become approve-first tasks in your **Tasks** list, tagged **✦ News**. The **Opportunities** section on the Scout page links you straight there.
On the Scout page, find the **Opportunities** section and click **Open Tasks →** to go to your task list, pre-filtered to show only Scout's news opportunities.
Open any **✦ News** task to see the news that triggered it, the sentiment chip, the opportunity type, the relevance score, and Scout's suggested outreach angle. Review the context, then approve and send when you're ready.
Nothing is sent automatically. Every Scout opportunity is an approve-first task — you review the news, the suggested angle, and the company context before any outreach goes out.
## Understand Scout scores and opportunity types
Scout labels each item **positive**, **mixed**, **negative**, or **neutral** based on the tone of the news. Don't dismiss negative news — a breach, a layoff, or a public operational difficulty can be exactly the moment your product helps most, and Scout surfaces these as opportunities when they match your qualifying criteria.
Scout categorises every door-opener by how you can act on it:
* **Warm intro** — a teammate in your network is already connected at the company, so you can ask for an introduction before reaching out cold.
* **Cold outreach** — you already have a saved lead at the company to contact directly.
* **Notify** — a relevant door-opener where neither of the above applies, surfaced so you don't miss it and can decide how to act.
The score reflects how strongly a news item matches your **Qualify news on** criteria and how actionable it is as an outreach opportunity. Scout only surfaces the strongest matches as tasks, so you spend your time on the highest-signal items first.
## Manage your scouts
Scroll to the **Scouts** section on the Scout page. Each scout shows its current status (Active or Paused), the number of companies it watches, and its cadence.
Use the dropdown on a scout's row to switch between Daily, Every 3 days, and Weekly. The change applies immediately and takes effect on the next scheduled run.
Click **Run now** to trigger an immediate scan without waiting for the next scheduled run. This is useful right after you create or edit a scout, or when a company you're tracking just made news.
Click **Pause** to stop a scout from running on its cadence. Click **Resume** to start it back up. Paused scouts appear dimmed in the list and retain all their settings.
## Frequently asked questions
A new scout needs at least one run to complete before opportunities appear. Click **Run now** on the scout to trigger an immediate scan. If results stay empty after the run, your **Qualify news on** criteria may be too narrow for the news those companies are publishing — try broadening the description, or add more companies to the scout's coverage.
Scout draws from the companies in **My Data → Companies**. If you see a message about no saved companies, go there first, save the accounts you want to track, then return to create your scout.
With **Select companies** coverage, you must tick at least one company before Scout can start. Use the search box to find the companies you want, check the boxes, then click **Start scouting**.
Check the **Scouts** list — paused scouts appear dimmed and won't run until you **Resume** them. Confirm the cadence is set to what you expect, and use **Run now** to verify the scout scans correctly on demand.
## Related
Prospect new companies and contacts, then save the accounts you want Scout to monitor.
Where Scout's approve-first opportunities surface as ✦ News tasks for you to action.
The teammate connections that power Scout's warm-intro opportunity type.
Turn the leads and signals Scout uncovers into automated, multi-step outreach.
# Track Website Visitors and Identify Buying Intent Signals
Source: https://docs.salestools.io/sales-intelligence/visitor-tracking
Resolve the companies and people behind your website sessions, score their buying intent, and push warm accounts directly to an AI Agent for outreach.
Visitor Tracking turns anonymous website traffic into named companies and people. Install one lightweight tracking script, and Salestools starts resolving the businesses behind your sessions, identifying decision makers, scoring buying intent, and surfacing accounts that match your ICP — so you can reach out while interest is still fresh.
## What you can do
Resolve the companies and (where possible) individual people behind your website sessions in real time.
See who is on your site right now — the **Live now** count captures sessions from the last 30 minutes.
Every visitor carries an intent level, an intent score, a fit grade (A / B / C), high-intent page counts, and a 30-day trend.
Bulk-select warm companies or people and add them straight to an AI Agent for automated outreach.
## KPI strip
The strip across the top of the page summarizes your last 30 days of tracking data.
| KPI | What it means |
| ----------------------- | -------------------------------------------------------------------- |
| **Identified visitors** | People you have been able to resolve to a name. |
| **Anonymous sessions** | Visitors not yet identified, shown out of total traffic. |
| **Companies** | Distinct companies resolved, with a validated count where available. |
| **Live now** | Visitors active on your site in the last 30 minutes. |
| **Engaged companies** | Multi-page, ICP-matched accounts showing strong intent. |
| **Identification rate** | Identified visitors divided by total visitors. |
Visitor Tracking works best for B2B traffic. Consumer, ISP, or residential traffic, and visitors using privacy-hardened browsers, may stay anonymous — not every session can be resolved to a name or company.
## Install the tracking script
You need to place a small script on your website before any data appears. The setup wizard walks you through each step.
On the Visitor Tracking page, click **Set up tracking** in the top-right corner (or **Install tracking script** if you have already created an API key). If the page is showing the setup gate, click **Set up tracking** there instead.
In the wizard, click **Get started**, give the key a descriptive name (for example, *"Website Tracking"*), and enter your production website domain including `https://`. Click **Create API key** to generate your key.
The wizard generates a single `
```
The script is async, under 4 KB, and has no external dependencies — it will not slow your site down.
Deploy your site, then click **Verify installation** in the wizard. Salestools checks for your first pageview and confirms when data is flowing. If verification returns *"No data yet"*, confirm the snippet is present in the `` of every page, then click **Check again**. You can also click **Skip for now** and re-verify later from the Install tracking script drawer.
### Choose your install method
The **Install tracking script** drawer offers three installation methods depending on your stack.
Copy the `