Your onboarding with Topo
Last updated: November 6, 2026
This article explains what onboarding with Topo looks like, step by step: the calls, who joins them, what Topo does, and what we need from you. You can read it before you sign, so you know exactly what to expect.
Guided onboarding is included in the Team and Enterprise plans. Steps marked (Enterprise) are part of the Enterprise plan only.
Your success plan
Every onboarding runs on a shared success plan that we fill in together. It has four parts:
Success criteria. Three outcomes everyone on both sides can repeat, each with how we measure it. We agree on them at the kick-off and review them at every QBR.
Mutual action plan. Every task from kick-off to go-live, with an owner (you, Topo, or both) and a target date. We both tick tasks off as they're done.
Team. Who in your team does what, how many mailboxes each person uses, and whether their email and LinkedIn are connected.
How we work together. The roles, the calls, and the habits that keep results coming after go-live.
The roles on your side
Three roles. One person can hold two of them, which is common in smaller teams.
Role | What they do | What we look at in Topo |
|---|---|---|
Decision maker | Asks for an update every month | Whether they open the alerts they receive |
Builder | Launches one campaign a week | Date of the last campaign launched |
Sender | Clears the task queue every day: replies, cold-call tasks when relevant, and the extra mile on leads who engaged | Overdue tasks |
We'll also agree on your operating mode: either the builder is also the sender, or they're different people.
The calls
Call | Who joins | Length |
|---|---|---|
Pre-kick-off (Enterprise) | Decision maker | 30 min |
Kick-off | Decision maker and admins | 35 to 45 min |
Q&A set-up call (Enterprise) | Admins | 30 min |
Go-live | Admin and senders | 30 min |
First QBR | Decision maker and admin | 30 min |
Step by step
1. Kick-off
On the kick-off call, we:
Agree on your three success criteria.
Agree on the roadmap and the go-live date.
Right after the call, Topo:
Gives your admin access to the platform.
Starts setting up your email infrastructure: domains, mailboxes and warm-up.
You finish the short onboarding flow in the app.
2. Platform set-up
This part is on your side, and it's what sets the go-live date. Each task takes minutes, and the AI Agent can walk you through any of them.
Invite your team. Each user completes a 10-minute flow and connects their email and LinkedIn.
Connect your CRM and check the field mapping.
Set up exclusion lists: customers, active pipeline, competitors and partners, so none of them get contacted by mistake.
Connect Slack (optional) to get alerts and use the AI Agent there.
Watch the Topo Academy videos.
Enterprise customers get a 30-minute Q&A call with their admins during this phase.
3. Go-live
Before the call:
Define the three sequences you'll launch, based on your ICP and personas. The AI Agent helps you write and build them.
Review lists and sequences together. Your senders review the copy that goes out under their name.
On the go-live call, you launch your first sequence with us.
If the set-up or the sequences aren't ready, the go-live date moves, and we let your decision maker know. We'd rather launch a week later than launch something half ready.
4. After go-live: the extra mile
Once you're live, these steps make the difference between a tool you use and results that compound. Pick them up at your own pace:
Build dynamic CRM segments, to include or exclude records automatically.
Add your documents to the knowledge base (case studies, pitch, objection handling), so the AI Agent writes with your material.
Schedule a weekly analysis of your market news that feeds the agent's memory.
Create your first copywriting skill, based on your tone and your best messages.
Ask the AI Agent which signals to monitor for your ICP, and list the ones that help you show up at the right time.
Agree internally on who does what once sequences are live: task and account ownership, response times on replies and hot leads, and calendar slots for working tasks and launching sequences.
Keep a ranked list of sequence ideas to launch next, and add it to the knowledge base.
5. First QBR
Your decision maker and admin meet with us to review the three success criteria, see what's working, and set the next priorities.
What we'll ask you for
So you can get ready before the kick-off:
The people who'll use Topo, and their role (decision maker, builder, sender).
How many mailboxes each sender needs.
Access to each sender's email and LinkedIn account, connected by them in the app.
An admin who can connect your CRM.
Your exclusion lists: customers, open pipeline, competitors and partners.
Your ICP and the personas you want to reach.
Time from your builder and senders between kick-off and go-live.
Questions
Ask your Topo contact, or reach the team from the chat in the app.