If you send emails for sales, recruiting, or just about anything that requires a reply, you know the real work starts after you hit “send.” Most people don’t answer your first message—so following up is key. But let’s be honest: remembering to do that manually is a pain and, frankly, not a great use of your time. That’s where automating follow up emails in Theswarm comes in.
This guide is for anyone who wants more replies without spamming people or drowning in complicated software. I’ll walk you through setting up automated follow ups in Theswarm, what actually works, and what to skip.
Why Automated Follow Ups Matter (And What To Watch Out For)
Most of your emails get ignored the first time. That’s not you—it’s just how inboxes work now. The good news? Most replies come after a nudge or two. The trick is to follow up without becoming annoying or robotic.
Automated follow ups help you:
- Save hours of manual tracking and copy-pasting.
- Gently remind people without letting things slip through the cracks.
- Keep your pipeline moving, even when you’re busy with other stuff.
But there are traps:
- Too many follow ups = unsubscribes. Don’t be that person.
- Bad timing or tone = instant delete. Not all automation is smart automation.
- Generic templates = ignored. Personalization matters, even when you automate.
Let’s get into the nuts and bolts.
Step 1: Get Your Theswarm Account Set Up
If you haven’t already, sign up for Theswarm and connect your email account (usually Gmail or Outlook). The process is pretty straightforward, but here are a few tips:
- Use your real work email, not a throwaway or generic address. Deliverability matters.
- Double-check your email integration—if it fails, your follow ups won’t send.
- Don’t skip the domain authentication step if Theswarm prompts you. It can feel technical, but it helps your emails land in inboxes, not spam.
Pro Tip: If you’re new to Theswarm, poke around the dashboard first. The UI is pretty friendly, but it helps to know where sequences, templates, and settings live.
Step 2: Build Your Initial Email Sequence
Theswarm uses “sequences”—basically, a series of emails that send automatically over time. Here’s how you set one up:
- Create a New Sequence: Look for the “Sequences” or “Campaigns” tab and click “New Sequence.”
- Write Your First Email: This is your “cold” email or initial outreach. Write it yourself, or use a template (but rewrite the template in your own voice).
- Add Follow Up Steps: Theswarm lets you add as many follow up emails as you want (within reason). Each one gets scheduled to go out X days after the last one.
What Actually Works
- 2-3 follow ups is the sweet spot. More than that and you start to annoy people. One isn’t enough.
- Vary your messaging. Don’t just resend the first email. Change the subject line, try a different hook, or reference something new.
- Space them out. 2-4 days between emails is usually good. Daily emails are overkill.
Example Sequence:
- Day 1: Initial outreach
- Day 3: Short nudge (“Just checking if you saw this…”)
- Day 7: Value add (“Thought you’d find this relevant…”)
- Day 12: Last call (“Should I close your file?”—only if you’re feeling bold)
Step 3: Personalize (But Don’t Overdo It)
Theswarm lets you use variables (like {{first_name}}) to personalize your emails. This is great—but don’t get lazy and rely on just the name.
What helps:
- Reference something specific about the person or company. Even one line helps.
- Double-check your data. A “Hi {{first_name}},” that turns into “Hi ,” is a dead giveaway you’re automating.
What to ignore:
- Overly complex mail merges with 10+ variables. They break, and the more you automate, the more you risk sounding like a robot.
- Fancy conditional logic (“If company size > 500, use this paragraph…”). Unless you’re sending at massive scale, keep it simple.
Step 4: Set Up Triggers and Stop Rules
No one wants to keep getting emails after they’ve replied. Theswarm can automatically stop a sequence if:
- The recipient replies.
- They click a link (optional).
- An email bounces.
Double-check these settings. If you forget to turn on the “stop on reply” rule, you’ll look clueless and probably land in spam.
Step 5: Test—Then Test Again
Here’s where most people mess up: they set up a sequence, hit “go,” and assume it’s all working. Don’t do that.
Before sending to a real list:
- Send all emails to yourself (and maybe a colleague). Check for typos, weird formatting, and missing variables.
- Reply to yourself to make sure the sequence stops as it should.
- Check what the emails look like on mobile. Most people read there first.
Pro Tip: Gmail’s “Confidential mode” and “Promotions” tab can hide or mangle your emails. Don’t assume everyone sees your message the way you do.
Step 6: Launch Your Sequence to a Small List
Don’t blast your whole list at once. Start with 10-20 people. Why?
- You’ll catch mistakes you missed in testing.
- You won’t ruin your sender reputation if something’s off.
- You can tweak your messaging based on real replies (or lack thereof).
Watch how people respond. Are they annoyed? Do they reply after the first or second follow up? Adjust before rolling out to everyone.
Step 7: Track Results and Adjust
Theswarm gives you open rates, reply rates, and more. Here’s what matters:
- Reply rate is king. Opens are nice, but replies are what you want.
- Unsubscribes and spam complaints are red flags. If you see a spike, dial back your frequency or rewrite your emails.
- Test one thing at a time. Change your subject line, timing, or follow up copy—but not all at once. Otherwise, you won’t know what worked.
Ignore:
- “Industry average” metrics. Your audience is unique. Compare to your last campaign, not some blog post’s numbers.
- Gimmicky tactics (“Add a GIF for higher engagement!”). Unless it fits your brand, it usually just looks tacky.
Bonus: What Doesn’t Work (And What to Avoid)
Not every “best practice” is worth your time. Here’s what you can skip:
- Excessive automation: The more you automate, the less human you sound. Balance is key.
- Aggressive follow ups: If someone hasn’t replied after 3-4 emails, it’s time to move on.
- Overly long emails: Keep it short. No one wants to read a novel in their inbox.
- Ignoring replies: If someone asks to be removed, do it. No automation can fix a damaged reputation.
Keep It Simple and Iterate
Automating follow up emails in Theswarm isn’t rocket science, but it’s easy to overcomplicate. Start small. Set up a basic sequence. Test it on yourself, then on a small batch. Tweak as you go.
Don’t obsess over perfect copy or the latest “growth hack.” The basics work: polite persistence, a touch of personalization, and a sequence that stops when it should. That’s how you get more replies—without becoming a spammer or losing your mind.
Now, get your sequence live and see what happens. If it flops, change one thing and try again. The best results come from real-world tweaks, not fancy tools.