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Onboarding
Everything you need to know
Managed Cold Email Marketing
Your step by step guide to getting set up
1. Getting started
Onboarding call
👉Information gathering
Identify your best target audience
Identify the primary pain point
Your USP and offering
Case studies
👉 What we need from you:
Collate a blacklist (typically a list of emails and domains of current customers and competitors)
Create your ideal audience and search URL by creating a free account here: https://www.apollo.io/
Create a search URL by selecting your ideal audience here: https://app.apollo.io/#/people
Create a free calendly link if you do not have one: https://calendly.com/
Fill the form below with all the details required including this URL and your blacklist
Once you have collated this information, please go ahead and provide it here:
👉 How you will receive your leads
When we go live you will have a combination of appointments booked directly into your calendar and email threads.
Wherever possible we will follow up and get dates and times to book the appointments for you. In other scenarios, we will send you an email thread.
It is important to read how to respond to these email threads:
👉 Quality Assurance
Data Sign Off
Once we have scrapped your data, we will send it to you tocheck and sign off. This gives you total visibility, transparency and control over your data. You can mark in red any lead that is not applicable.
We will only send emails to the data you have signed off, and none of the red marked ones. This data we know is valid and correct. If an appointment is booked, and the prospect is on this list and signed off, we then mutually agree this is a qualified prospect.
Appointment "no-shows"
Feedback is very important, so please do make sure you give us feedback on appointments sat/not sat. We partner with you to ensure your ongoing success and this requires continuous feedback on the success of your appointments.
As part of the service we include a certain amount of appointments in your subscription which is agreed at point of sale (minimum is 3) . These will be auto-accepted as appointments unless we are informed of "no-shows" on the day, in the same hour, of the appointment. The reason why this is, is because the likelihood for us to get a rebooking will dramatically decrease if we do not do it in the same hour and even more so on the day.
Fair service policy
When we forward leads to you, we provide a strict methodology which we know convert at 50%. We also expect clients to call prospects that dont respond within 2 working days. Any of these leads that convert to appointments count as part of the Guarantee. If we forward 9 leads, following the methodology we would assume an absolute minimum of 3 appointments. There is a mutual trust where we will ask for feedback of converted appointments, and also that the process will be executed accordingly. Therefore we assume 6 forwarded threads to convert as a minimum to 3 appointments if not more.
Strategy and implementation
2. We get to work
Strategy and Implementation
Research your market
Research competitors
Identify core pain points and USPs
Define industry-specific content unique to your audience
Content and data
We will build your content strategy and send to you for sign off (fact check only - we dont change our methodology as we know the method we follow works)
We will collate data from your Apollo URL
A | B test where appropriate and optimise both the data and content weekly
Infrastructure set up
Set up Email software and update settings
Set up domains and emails
Add emails to warm up software
Build sequence with correct settings
Create Zaps into your CRM
3. Going Live
3. Sign off and Launch
Sign off on content strategy
Sign off on data
DNC sign off
Launch
Timeline
Full visibility
Working to get things done
Onboarding
4 days
Preparation
10 days
Launch & Optimisation
04. Please choose your preference
Payment options
You're in control
By clicking the link you will simply be authorizing Success with Systems to bill you the agree amount for your campaign monthly
05. Serious about service
Dashboards
Full visibility and transparency
? FAQs
How many emails do I send in a campaign?
Typically 2 is the most optimum unless we have clearly defined this prior in the research phase
How many prospects will be added to the campaign?
This will be determined at point of sale, minimum is up to 5,000
What does it mean to "warm up" the emails?
When doing cold email marketing we register new domains and set up new emails. We do this to protect your domain name from being blacklisted.
When we create new domains and emails, some spam filters will identify new domains and inactive emails. In order to by pass these we have to send emails from these accounts for minimum 2 weeks before they will stop going to spam.
How many leads can I expect?
The average response rate is 0.5% which means a response 1 in every 200 emails sent. This varies enormously based on your industry and target audience. We have seen a response rate of as much as 23%.
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Second is the number of positive responses. We would expect a minimum of 3 appointments per 10,000 emails sent. This again is industry and audience-specific, we have seen 1 in 3 responses being positive and converting to appointments. We would estimate 1 positive response per 1000 prospects.
What kind of data is used for prospecting?
We source verified, up-to-date data for each campaign using Apollo.io, ensuring that contacts meet the agreed criteria. This may include industry, role, company size, or other specifics relevant to your target audience.
We do not manually go through each prospect to ensure its correct, we allow the list built to do the work and the verification software to handle the accuracy.
We will also be relying on you to create the Apollo.io search link and send it to us, which gives you full control
Will I need to provide any assets or content?
Generally, we handle all content creation for the emails. However, if there’s specific messaging, or offers you'd like included, we can incorporate those to align with your preferences.
What is the process for handling responses?
Positive responses are usually flagged for follow-up, while replies requesting removal are immediately unsubscribed to respect preferences. We also provide templates and processes for managing responses effectively.
We will handle follow ups as part of the campaign if you have asked for the appointment setting service. Otherwise all positive responses will be forwarded to you to handle directly.
How is performance tracked and reported?
We’ll provide regular performance reports detailing response rates, and appointment conversions. These insights allow us to fine-tune future campaigns.
What happens if a prospect wants to unsubscribe?
We ensure compliance by providing a clear unsubscribe option. Any prospect requesting removal will be immediately unsubscribed from the campaign list.
Are there any guarantees for results?
While we aim for high performance, results vary based on multiple factors, including target industry, email content, and timing. We continuously optimize to achieve the best outcomes. If you went for our appointment booking service then you will be offered a minimum amount on the outset (usually 3 or 6 forwarded positive leads, which ever comes first)
How often will the campaigns be monitored?
Campaigns are monitored daily to ensure deliverability and response management. We make real-time adjustments to improve performance as needed.
What tools are used to manage and monitor campaigns?
We use industry-leading software for deliverability, tracking, and data management, ensuring best practices for compliance and performance.
How does AI first-line personalization work, and how will it benefit my campaign?
We often use AI to craft unique, personalized opening lines based on each prospect’s online presence, such as job descriptions or recent activity. This adds a tailored touch that increases engagement by showing relevance right from the start, which has been proven to improve open and response rates.
How to reply to forwarded email threads?
When you get forwarded your email it is sent from our email marketing software to your email.
It arrives in your inbox from the email address we set up for you. It will be in your name and from a domain that is similar to yours.
As a result you often will get a orange banner asking "Is this email safe?" Google does this automatically for any emails from email addresses with the same name as your own to ensure its not spoofing. Ensure you click "It looks safe" so your deliverability is not impacted
Finally when you click reply make sure you copy the clients email into the reply box or else you will end up just replying to your own email (the one we set up for you in the email software) here is a little video on how to do it: https://www.loom.com/share/81c205aa85c24ad48283539d8cd9e102?sid=a0478c2c-7c60-44c5-97cf-7881f75cfb8c
Whats the total cost?
The cost depends on your discount, the standard price is £750 + vat . If you were lucky enough to get our limited discount your total cost would be £450 + vat per month for the first 3 months. The cost includes 3 appointments sat per month.