Context

You may notice that your "Leads Contacted" metrics appear lower than anticipated, especially when you have many active sequences or approved leads waiting to be contacted. This can be confusing when you're trying to track your outreach progress and calculate your sending capacity.

Answer

Several factors can cause lower "Leads Contacted" numbers than expected:

Daily Sending Limits and Capacity Distribution

Each email sender has a daily limit of approximately 30 emails per day to maintain deliverability. When a sender identity is shared across multiple sequences, this capacity is distributed among all active sequences, which can reduce the volume per individual sequence.

LinkedIn Steps and Delays

LinkedIn outreach is inherently slower because:

• Messages only send after connection invitations are accepted

• There's a minimum 1-day delay between steps

• LinkedIn has weekly limits (~100 invites/week, ~150 messages/week)

• LinkedIn connection requests need to be accepted, otherwise you won't be able to send LinkedIn messages. If you sequence starts with a connection request, this might be a bottlelneck.

Multi-identity channels

If you created a sequence with both email and LinkedIn steps, and you decided that emails should be sent by one identity, while LinkedIn messages by another one, you need to add an additional setting. In your sequence's page, go to Settings > Advanced > toggle "Multi-identity channels". If you don't do it, Topo won't be able to send email and LinkedIn steps with separate identities.

Sequence Status and Lead Eligibility

Check if your sequences have moved from "Active" to "Finishing" status, which means they stop adding new leads. Additionally, leads cannot be contacted again within 90 days of their last message, and leads can only be in one sequence at a time.

Sender status and deliverability score

For mailboxes, low deliverability scores can reduce or pause sending. Verify that your email senders good deliverability scores (8 or higher). See Email Senders.

For Linkedin senders, check that their status is "Valid". It might happen from time to time that your LinkedIn account disconnects from Topo; in that case, your Linkedin sender will change status to "Invalid". This means that you have to reconnect it to Topo to continue LinkedIn outreach. See 📄 Why is my LinkedIn sender showing as "Invalid"?

Copilot Mode

If you're using Copilot mode, only manually approved leads will be contacted, which naturally reduces volume compared to fully automated sequences.

Exclusions and Filters

Various exclusions can filter out potential leads:

• CRM integration exclusions

• Organization-level blocklists

• List-specific exclusions

• Automatic pauses from auto-replies (like out-of-office messages)

How to Investigate

To diagnose the issue:

1. Check your sequence status to ensure they're "Active"

2. Review sender deliverability scores, their status and daily limits

3. Verify if sender identities are shared across multiple sequences

4. Verify that in your sequence's advanced settings, "Multi-identity channels" is toggled on (for multi-channel outreach)

5. Look for any recent changes to exclusions or CRM integrations

6. Check if sequences are in Copilot mode requiring manual approval

7. Review LinkedIn steps for pending invitation acceptances

Remember that having many active sequences will naturally distribute your sending capacity, and volume is spread across your configured sending hours for optimal deliverability.