This article covers how to monitor, edit, and manage campaigns after they've been launched.

Monitoring KPIs

Regularly review: leads contacted, open rate, messages replied, leads active in sequence, leads waiting for manual action. Monitoring KPIs early helps you spot issues and decide whether to adjust messaging or targeting.

Editing a Running Sequence

You can edit copy and steps while a campaign is live. When you save changes to messaging, you'll be prompted to choose:

• Continue existing sequences (recommended): Leads already in-flight continue on the old version. Only new leads get the updated messaging.

• Stop existing sequences: Leads that already received at least one message are stopped. New leads (and relaunched ones) receive the updated version.

Subject line changes: Changing the subject line creates a new thread, which stops all running sequences. Options: duplicate the campaign and apply the new subject line to the copy, or modify the running one and accept that in‑flight sequences stop.

Note: When using LinkedIn steps in a campaign, the LinkedIn connection request step must be placed before any LinkedIn message steps in the sequence. If you place a LinkedIn message step before the connection request or no connection request at all, the contacts you are already connected with will receive the message step directly. Other prospects will skip LinkedIn steps and go directly to email step (if there is any)

Delay/timing changes: Changes to delays between steps (e.g., "Wait for X days") only apply to new leads entering the sequence. Leads already in‑flight will continue with the original timing because their sequence is already drafted and cannot be retroactively modified. If you need updated timing for all leads, you must duplicate the campaign and start fresh.

Note: Changes to messaging only apply to messages not yet sent. Changes to delays between steps only apply to new leads—leads already in‑flight keep their original timing. If you still see old messaging on recently contacted leads, it's because those leads were from a batch processed before your edit — new batches will use the updated version.

Stopping or Removing a Lead from a Sequence

From the Leads section or Master Inbox: search for the lead or company → click "Stop sequence" → select a reason (Win or Loss) → choose "this lead only" or "all contacts at this company".

Note: Sending a manual message to a lead does not automatically stop their sequence — you must stop it manually. A sequence is interrupted automatically only if the lead replies or if a step fails.

Lead / Sequence Statuses

• Active — sequence is running, more messages will be sent.

• Completed — sequence finished with no further steps.

• Failed — a step could not be executed.

• Success — sequence stopped because the lead replied positively.

• Waiting for action — paused until you decide the next step.

• Paused — on hold, waiting for a reply (e.g., out-of-office detected).

• Stopped early — ended prematurely (blocklist, manual stop, etc.).

A lead with a finishing status has reached the end of the sequence (Completed, Success, Failed, Paused, Waiting for action, Stopped early). When no active leads remain, the campaign is considered finished — no new messages will be sent, but results remain accessible.

Campaign Actions: Archive, Rename, Finishing Mode

• Archive: Campaign must be live. Campaigns tab → open campaign → pencil icon → Archive. The campaign stops running but remains accessible for reference.

• Rename: Campaigns tab → open campaign → Settings → edit Campaign name field → save.

• Finishing mode: Sets the campaign to stop accepting new leads while finishing sequences for leads already in progress. Click the pen icon next to the campaign status. In Copilot campaigns, you can still approve or reject existing leads in this mode.

• Delete: Not possible in Topo.

Scaling Email Sending Capacity and Sender Identity Management

Understanding Email Capacity Limits

Each email mailbox in Topo can send approximately 30 emails per day. This is a key constraint when planning campaign volume and timelines.

Increasing Campaign Sending Volume

• Add more email mailboxes to your Sender Identity to increase daily capacity

• Add additional LinkedIn Senders if you need more LinkedIn throughput

• Ensure all senders are Valid and warmed – low deliverability scores will throttle sending and slow down campaigns

• Verify campaign settings are complete (targeting, messaging, and assigned Identity) so campaigns can send immediately

Understanding Campaign Status: Finishing vs. Inactive

When managing campaign lifecycle, it's important to understand the critical difference between Finishing and Inactive statuses:

• Finishing: The agent stops adding new leads to the campaign, but continues sending messages to leads already enrolled in sequences until their sequences complete. Leads who have received step 1 will still receive steps 2, 3, etc. The campaign automatically transitions from Active → Finishing → Inactive.

• Inactive: The agent immediately stops sending all messages. No further emails will be sent, even to leads mid‑sequence.

Important: Leads in a Finishing campaign may receive messages days or even weeks after the status change, especially if deliverability scores are low or there are delays between steps.

Best Practices for Campaign Lifecycle Management

• Use Finishing when you want to honor commitments to leads already in sequences but stop adding new leads.

• Use Inactive when you need to immediately stop all outreach from a campaign.

• Consider archiving campaigns that are permanently done to keep your workspace organized.

• Review deliverability scores if sequences seem to be taking longer than expected to complete.

• Remember that setting a campaign to Finishing does NOT immediately stop all emails; the transition to Inactive is automatic after sequences finish.

Edits to one active campaign never affect other campaigns, even those created by duplicating the same sequence.

Modifying Campaign Targeting Criteria for Active Campaigns

Adjusting Targeting Parameters

You can modify targeting criteria for active campaigns in the “Your Campaign Targeting” section:

• Job titles: Add or remove specific roles to refine your audience

• Industries: Adjust industry filters to better match your ideal customer profile

• Geography: Modify location targeting based on performance data

• Company size: Update employee count ranges

2 important things to have in mind:

• Warn your Topo POC once you update targeting in the “Your Campaign Targeting” section, so he/she can double-check that everything is well set up in the back.

• Targeting modifications only affect new leads entering the campaign and will not impact sequences already in progress for existing leads.

FAQ

What is the default delay between sequence steps?

3 days by default, fully customizable per step in the sequence builder (Campaign → Settings → Messaging → Edit → "Wait for X days" → Save). If actual delays are longer than configured, check the agent's deliverability score (Settings → Agents). A score below 8 triggers automatic send throttling to protect deliverability.

After how long can a lead be recontacted?

90 days after the last message sent, by default. Adjustable (e.g., 120 days). A lead enrolled in one campaign cannot be enrolled in another until this window expires.

What should I do with an out-of-office reply?

The sequence pauses automatically. Best practice: check the auto-reply for an alternative contact or phone number; note the return date and set a reminder for 1 day before; send a short manual email on that day to re-open the conversation.

What should I do with a hot lead?

Stop the sequence immediately → reply manually → mark the lead as Success in Topo and update your CRM.

Why is my campaign not sending?

Check: (1) campaign is not in "Pending Setup" (messaging + identity must be assigned); (2) first step is a LinkedIn invitation — wait for acceptance before messages are sent; (3) campaign is in Copilot mode and leads are pending validation; (4) email agents have a low deliverability score and are throttled. If none of these apply, contact your Account Strategist.

Do bounces count toward my monthly quota?

No. Only "contacted leads" count as a credit.

Can I contact the same market with multiple campaigns?

Yes, but a lead can only be enrolled in one sequence at a time. Once contacted, they're excluded from other campaigns for 90 days. This prevents overlapping outreach and protects deliverability.

Messages are sent only after the prospect accepts the connection. Messages are sent only after the prospect accepts the connection, with a minimum delay of 1 day after acceptance (the delay you configure in your sequence starts counting from the acceptance, not from when the invitation was sent).

How do I limit outreach to max N contacts from the same company?

Switch to Copilot mode and manually approve/reject leads. There's no automatic per-company cap currently.

The {{recipient_company_name}} variable is too long / messy. What to do?

Edit the message manually for that specific lead. For a systematic fix, create an AI Variable for Company Name — it will always use a clean, formatted version in your messages.

I uploaded a contact list but few contacts appear. Why?

Contacts are matched against professional databases during a "debounce" process. Contacts may be filtered out if data is outdated, the person has changed jobs, or the email is personal. Re-uploading won't bypass this. Providing a LinkedIn URL significantly improves match rate.

Can I add LinkedIn profiles or adjust sending times in a running campaign?

Yes — add LinkedIn identities from campaign settings at any time; extend the sending time window in Campaign Settings → Schedule.

Can I enroll a lead that was already contacted in another sequence?

Yes, but wait until the previous sequence is finished to avoid overwhelming the lead.

Can I build a campaign that uses both LinkedIn and email?

Yes. To create a multi-channel campaign:

1. Assign a Sender Identity that has both an email sender and a LinkedIn sender connected

2. Add both LinkedIn and email steps to your sequence in your preferred order

3. Ensure the LinkedIn connection request step comes before any LinkedIn message steps

Can I update the LinkedIn invitation message for already-validated leads?

No. Once a lead is validated, the LinkedIn invitation message cannot be updated.

What happens if I launch a LinkedIn campaign without an invitation step?

The behavior depends on your existing connection status with the prospect:

• Already connected: Messages sent normally and the campaign continues as configured.

• Not connected: LinkedIn steps are automatically skipped and the contact advances through the sequence without receiving those LinkedIn messages. The sequence continues with any remaining non-LinkedIn steps.

Best Practices for Email Signatures

Deliverability Guidelines

• Topo does not support HTML signatures or a global signature feature. To add a signature to your campaigns, do it manually (see below)

• Avoid multiple links: Too many links in signatures can negatively impact deliverability

• Keep it simple: Use minimal formatting and essential information only

• Test impact: Monitor campaign performance when adding signatures to ensure deliverability isn’t affected

Recommended Format

Best regards,
Your Name
Title - Company Name
Phone: (optional)

What to Avoid

• HTML formatting or rich text

• Multiple hyperlinks

• Images or logos

• Complex formatting that might trigger spam filters