The Leads section gives you a consolidated view of every contact your agent is working on across all campaigns. From here you can search, filter, review activity, act on hot leads, and export data.

Navigating the Leads Page

From the left sidebar, click Leads. Each row is a lead showing: LinkedIn profile link, name, job title, company (links to website), campaign, status, and last contacted date.

Search & filters

• Search bar — find a specific person by name.

• Time range — Last 30 days (default), 3 months, or 1 year.

• Filters — narrow by Campaign or Status (Active, Succeeded, Failed, etc.).

Lead detail view

Click a lead's Status to open the detail panel: email, phone number (if available), location, company size, LinkedIn industry, agent actions log, and full activity history.

Exporting Leads

Apply your filters (campaign, status, date range) → click Export Leads → CSV sent by email. The export uses a fixed column set; custom columns cannot be added. "Last contacted" date is not available in the export — use the app directly or the HubSpot integration for full data access.

Hot Leads

A lead becomes "hot" when they open multiple emails in a short period — strong intent signal.

Recommended workflow

If you have phone numbers: let the sequence keep running and schedule a weekly call session for hot leads. Stop the sequence only if you actually reach them (interested → no more reminders needed; not interested → stop to avoid spamming).

If no phone numbers: stop the sequence → reply manually → mark as Success in Topo → update CRM.

Step by step

• Open the Hot Leads section on your dashboard, sorted by most recent.

• Review the campaign or emails they interacted with for context.

• Connect on LinkedIn and/or call within a few days — use campaign insights as a hook.

• Don't mention tracking (email opens, page views) directly — it can feel intrusive.

• Enable notifications (Slack, in-app, or email) to be alerted in real time.

Example hook: "I contacted you by email about [campaign name] — curious to see if this is interesting to you?"

Automatic Sequence Stopping Behavior

When sequences automatically stop

Sequences automatically stop when a lead replies to an email or responds on LinkedIn, preventing further automated outreach. This ensures you don't continue sending automated messages after a prospect has engaged.

Copilot Mode Approval Process

If you're using Copilot mode, there's an important distinction between campaign activation and email sending.

1. Campaign Activation — Once enabled, your campaign starts populating leads in the Leads section for your review.

2. Lead Approval — Review each lead individually and approve the ones you want to contact. Only approved leads will receive outreach.

3. Copilot mode gives you full control before any email is sent to a prospect.

Troubleshooting Empty Leads Section

If your Leads section appears empty, follow these steps:

1. Check if your campaign status is “Active” (not “Setup”)

2. Verify you're looking at the correct time range filter

3. Confirm the campaign has had time to identify and process leads

4. In Copilot mode, remember that leads need manual approval before outreach begins

FAQ

Where can I find phone numbers?

First, it is required to have subscribed to the phone numbers add‑on.

• In the Leads view, click a lead's name → Lead Detail → phone number is on the top section with lead details (location, mail, and phone number). If it is not there, it means it is not foundable.

• If HubSpot is connected, Topo also pushes the phone number to the contact record there. If the number doesn't appear, verify your HubSpot field mapping in integration settings.

1. In Topo, go to Integrations → HubSpot and ensure it’s connected.

2. Click the edit (pen) icon to open HubSpot integration settings.

3. Check the field mapping for phone numbers and set it to the HubSpot contact property “Phone Number” (not “Mobile Phone Number”).

4. Save, then confirm the numbers appear on HubSpot contact records.

How do I see which leads clicked links in emails?

Go to Activity Feed in the left sidebar → apply the "Email Links Clicked" filter from the "All activities" dropdown. This data is not available in Dashboard widgets or CSV exports.

What does "Stopped early" mean? Can I revive it?

The lead was manually stopped, or hit a blocklist/exclusion. No further automated steps will run. You cannot revive directly — to retarget, filter by status, export them, and re-import into a new campaign.

How do I signal bad targeting on a lead?

There's no in-app flag. Stop the sequence for that lead: Leads → search contact → click it → scroll to sequence steps → Stop sequence → select reason (win/loss) and scope (this lead only or all contacts at this company).

How can I see how many leads will still receive follow-ups?

In the Leads section, filter by campaign + Status = Active. Use the time range or export to a spreadsheet to count remaining active leads.

Why am I not seeing certain leads in my campaign, even though they match my targeting criteria?

There are several potential causes:

• Topo has a default 90‑day re‑engagement safeguard that prevents the same lead from being contacted across multiple campaigns within a 90‑day window. If a lead has been contacted in any campaign in the last 90 days, they will not be added to or contacted in another campaign until that period expires. Let us know if you want to remove this filter.

• The leads you are looking for might be excluded by either a CSV you uploaded in your Exclusions, Organization Context or by a filter in Your Campaign targeting. Double-check these options and if that's not the case, contact your Account Strategist for further analysis.

How do I remove a lead after they unsubscribe?

Unsubscribes stop all active sequences automatically. To confirm: Leads → All → search lead → check for "Contact unsubscribed" in profile. To permanently exclude: Settings → Exclusions → Excluded Contacts → add email + reason.

Can I export leads who opened or clicked an email?

Apply the "Succeeded" filter in the Leads view, then click Export Leads.