If you’re running cold email campaigns for more than one client, you know the pain: juggling multiple logins, keeping campaigns separate, and making sure nothing falls through the cracks. This guide is for agency owners, freelancers, or anyone managing several client accounts in Instantly—without losing your mind or making rookie mistakes.
Below, I’ll walk you through a practical, real-world way to set up, organize, and keep tabs on several accounts in Instantly. No fluff, no marketing talk—just what works, what doesn’t, and what to avoid.
1. Understand Instantly’s Account Structure (Before You Go All-In)
Let’s get one thing straight: Instantly isn’t built as a full-blown agency dashboard with permission tiers and white-label features. It’s really designed for running cold email campaigns, not as an all-in-one client portal. That means you’ll need to work around its structure a bit if you’re managing lots of clients.
Here’s what you get: - One login = one workspace. Each Instantly account is its own world—campaigns, inboxes, settings, everything. - No built-in sub-accounts or user roles. No “agency view” or client permission levels out of the box. - You can connect multiple email accounts and campaigns inside a single Instantly account. This is where most agencies start, but it can get messy fast.
What does this mean for you? - If you want to keep each client’s stuff totally separate, you’ll probably need a separate Instantly account for each client. - If your clients are okay with you running their campaigns from your own workspace, you can technically manage them together, but you’ll need to be careful with organization.
Pro tip: Don’t overcomplicate this. Start with a structure that’s easy to scale—if you’re at three clients now and plan to grow, plan ahead.
2. Decide: One Account per Client or One Account for All?
You have two main options, and each comes with trade-offs:
Option 1: Separate Instantly Accounts for Each Client
Pros: - Absolute separation—no risk of mixing lists or sending from the wrong domain. - Easier to hand off accounts if your agency contract ends. - Each client can have their own billing and settings.
Cons: - You’ll be logging in and out a lot. (Password managers help, but it’s still a hassle.) - Costs add up fast, since each account needs its own subscription.
When to use: If you have high-touch clients, strict privacy requirements, or just want to sleep at night knowing you’ll never cross the streams.
Option 2: Multiple Clients in a Single Instantly Workspace
Pros: - Cheaper—one subscription covers all campaigns. - Easier to move between campaigns and email accounts. - Simpler to manage if you have a handful of low-volume clients.
Cons: - Risk of mixing up campaigns or data. - No way to give a client access to “just their stuff.” - Reporting and tracking by client gets messy.
When to use: If you’re solo, have just a few clients, and trust yourself to never accidentally send “Acme Corp” emails from “Beta LLC’s” domain.
Bottom line: There’s no perfect answer. Most agencies with five or more clients end up opening a separate Instantly account per client. If you’re just starting, keep it simple and only add complexity when you outgrow your system.
3. Set Up Each Account Properly (Don’t Skip the Boring Stuff)
Whether you go with multiple accounts or just one, sloppy setup will bite you later. Here’s what to do for each client:
- Connect only the right email accounts. Use dedicated sending domains or inboxes per client. Don’t mix.
- Set up custom tracking domains. This keeps deliverability issues isolated. Never share tracking domains across clients.
- Organize campaigns with clear, consistent naming. Use the client name and purpose:
clientname_newleads_june2024. It’s basic, but it saves you from confusion at 2 a.m. - Segment lists and tags. Don’t just dump all prospects into one big pool.
Pro tip: Document everything. Even a simple Google Doc with account info, domain details, and campaign names can save hours of detective work later.
4. Streamline Logins and Access
If you’re switching between Instantly accounts all day, you’ll waste time and sanity. Here’s how to make it less painful:
- Use a password manager. This should be obvious, but not everyone does it. Tools like 1Password or Bitwarden let you log in fast and securely.
- Browser profiles or incognito windows. Chrome or Firefox lets you create separate profiles. Assign one per client, and you can stay logged into multiple Instantly accounts at once.
- Bookmark dashboards. For each client, bookmark their Instantly dashboard for one-click access. It’s a tiny time-saver that adds up.
What doesn’t work: Using the same browser session for everything. You’ll end up logged out, confused, or—worst case—sending the wrong email from the wrong account.
5. Build Repeatable Processes (So You Don’t Drop Balls)
The more clients you have, the more chaos creeps in. Processes are your friend. Here’s what’s worth standardizing:
- Campaign creation checklist. For every client: warmup domain, connect inbox, verify DNS, import lists, double-check tracking links.
- Regular reporting. Set a calendar reminder to pull stats for each client weekly or monthly. Instantly’s reporting isn’t fancy, but it gives you the basics.
- Pause and monitor. Always check bounce rates, spam flags, and replies—don’t “set and forget.”
What to ignore: Don’t bother with overly complex reporting dashboards unless your clients demand it. Most care about leads, not open rates.
6. Communication: Keep Clients in the Loop (Without Overpromising)
If your clients expect to peek inside Instantly, you’ll hit a wall—there’s no client portal or limited access. Instead:
- Send summary reports. Export key stats or take screenshots.
- Set expectations early. Let clients know you’ll handle everything, but they won’t have direct access.
- If clients demand access, use a separate Instantly account. Don’t risk them seeing other clients’ data.
What doesn’t work: Sharing your login. It’s a security risk, and it opens the door to accidental changes you’ll regret.
7. Watch for Gotchas and Limits
Here’s where Instantly can trip you up if you’re not careful:
- Daily sending limits. Don’t overload one Instantly account with too many inboxes—deliverability tanks fast.
- Mixing client data. You don’t want to explain to Client A why they’re seeing replies from Client B.
- Billing complexity. Multiple accounts = multiple subscriptions. Track this or you’ll lose money.
Pro tip: Review Instantly’s roadmap and documentation every few months. Features change, and what’s not possible today may be added tomorrow. But don’t build your system around “coming soon” promises.
8. Tools and Integrations That Actually Help
You don’t need a mountain of tools, but a few make life easier:
- Google Sheets or Airtable: For tracking client campaigns, billing, and notes.
- Zapier or Make: Automate adding leads or syncing replies if you have clients who want data pushed elsewhere.
- Shared docs: Keep campaign templates, onboarding checklists, and SOPs somewhere everyone can find them.
Avoid shiny object syndrome. If a tool doesn’t directly solve a pain point, skip it.
9. When to Hire or Outsource (and When Not To)
If you’re drowning in client accounts, it might be time to get help. But throwing bodies at the problem isn’t always the answer.
Hire or outsource when: - You’re missing deadlines or making mistakes due to overload. - You need someone to handle routine tasks (list cleaning, campaign setup, etc.). - You want to scale beyond what one person can realistically do.
Don’t hire yet if: - Your processes are still a mess—fix those first. - You’re not clear on what you need help with.
Keep It Simple, Iterate, and Don’t Overthink
Managing multiple client accounts in Instantly isn’t rocket science, but it does require some thought upfront. Pick a structure that’s easy to maintain, set up clear processes, and don’t be afraid to tweak as you grow. Most importantly, don’t fall for every new tool or hack—keep things simple, stay organized, and you’ll avoid most headaches.
Start small, document what works, and improve as you go. That’s how you manage multiple clients efficiently—no magic, just a bit of discipline.