If you’ve got new sales reps joining your team and you’re using Klenty to automate outreach, you want them up and running fast—without making a mess or burning leads. This guide is for sales managers, enablement folks, and founders who want a no-nonsense, step-by-step way to get reps comfortable (and effective) in Klenty. No theory, just what actually works.
Step 1: Prep Before Your New Rep Even Logs In
The biggest mistake? Tossing someone a login and “letting them figure it out.” Prep a little and save everyone a headache.
- Set up their user account: Create a profile, assign the right permissions. Don’t give new reps admin access. They’ll just break things.
- Clean up your templates and sequences: Delete or archive outdated stuff. If you have 47 “Q4 2022” sequences, they’ll just get confused.
- Map out your outreach process: Write down (or diagram) how you want reps using Klenty. Is it pure cold outbound? Multi-touch? Are you using call tasks or just email?
- Decide what they shouldn’t touch: Lock down master sequences, do-not-contact lists, and API settings.
Pro tip: If you don’t have a “sandbox” account in Klenty, make one. Let newbies experiment there before touching real prospects.
Step 2: Give Them a Fast, Focused Walkthrough
Forget hour-long demos. Reps don’t need to know every Klenty feature, just the ones that matter.
Cover these basics:
- Dashboard: Where to see tasks, performance, and what’s urgent.
- Sequences: How to enroll prospects, understand steps, and see who’s in what stage.
- Templates: How to pick, preview, and personalize. Show them the right way, or you’ll get “Hi {FirstName},” emails sent to 300 people.
- Tasks: Where to find call, email, and LinkedIn steps.
- Settings: Only the basics—don’t let them poke around in integrations or team settings unless there’s a reason.
Skip: Deep dives into reporting, A/B testing, or integrations on Day 1. That’s future-you’s problem.
Step 3: Set Up a Practice Sequence
Let them mess up in a safe space.
- Create a “test” sequence with fake leads or internal emails.
- Have them enroll themselves and other team members as prospects.
- Practice sending test emails, marking steps complete, and pausing prospects.
- Review what went out: Check for formatting mistakes, broken merge fields, and tone.
Why bother? It’s much better for a new rep to send “Dear {{FirstName}}” to their own inbox than to your best prospect.
Step 4: Teach Them How (and When) to Personalize
Automated outreach is only as good as the human behind it. If you want to avoid embarrassing mistakes or spammy emails, train reps on:
- Personalizing templates: Show them how to tweak intros, add relevant details, or reference a lead’s company.
- When to skip automation: Not every lead should get the same sequence. Teach them to spot high-value prospects who need a personal touch.
- How to double-check merge fields: The fastest way to trash your brand is sending “Hi ,” to a CEO.
Pro tip: Give reps a checklist for reviewing emails before hitting “send.” It saves everyone pain.
Step 5: Walk Through Real Outreach—Together
Theory is fine, but nothing beats sitting next to a new rep (in person or on Zoom) and working through a live campaign.
- Pick a real list of prospects (not your best ones).
- Have the rep enroll leads, tweak templates, and launch a sequence while you watch.
- Spot-check their work: Don’t nitpick tone, but do call out technical mistakes.
- Answer their questions as they come up.
What to watch for:
- Are they skipping steps?
- Are they sending emails without reading the preview?
- Do they understand what happens after a “reply” or “unsubscribe”?
Step 6: Show Them How to Handle Replies
Automation stops when someone replies—then it’s all on your rep. Here's where even experienced reps can trip up.
- Reply detection: Klenty can auto-pause sequences, but reps need to know to check their inbox and respond fast.
- Logging outcomes: Teach them how to mark leads as “Interested,” “Not Interested,” etc., so your reporting isn’t garbage.
- Moving leads between sequences: When someone’s not ready, do they go to a nurture sequence? Spell out your process.
Pro tip: Don’t let reps get lazy and rely on Klenty for everything. Teach them to check for false positives (like out-of-office replies) and keep their pipeline updated.
Step 7: Review Performance Early and Often
The worst onboarding is “set and forget.” You need a feedback loop.
- Meet weekly (at first): Check how many emails/calls they’re sending, reply rates, and mistakes.
- Spot-check emails: Look for cringe-worthy personalization, missed merge fields, spammy language, or weird timing.
- Ask what’s confusing: If multiple reps get tripped up by the same settings, fix your process or training docs.
What to ignore: Vanity metrics. Don’t obsess over opens and clicks—focus on replies and real conversations.
Step 8: Give Shortcuts, Not Just Rules
Good onboarding means helping reps move faster, not just keeping them from screwing up.
- Share your best-performing templates and explain why they work.
- Show keyboard shortcuts and bulk actions: Little things save hours.
- Set up saved filters and smart views: So reps don’t waste time hunting for “hot leads.”
- Encourage using Klenty’s Chrome extension (if you actually use it). If not, skip the hype.
Step 9: Keep Improving Your Onboarding
No onboarding process is perfect. As your team grows or Klenty adds features, you’ll need to adjust.
- Ask every new rep: “What was confusing?”
- Update your checklists and docs.
- Remove stuff that no one uses.
- Don’t chase every new feature: Klenty, like every SaaS, loves to ship “game-changing” updates. Most aren’t.
Pro tip: A simple Google Doc checklist beats a 40-slide training deck every time.
What to Skip (Unless You Love Wasting Time)
- Deep-dive product webinars. Most reps just need the basics.
- Company-mandated “best practices” that don’t fit your actual deals. Start with what works for your team.
- Over-complicating with integrations on Day 1. Get reps sending good emails first.
Wrapping Up: Keep It Simple, Iterate, and Don’t Overthink It
Getting new sales reps using Klenty for automated outreach shouldn’t feel like rocket science. Focus on the few things that matter: teach them the basics, help them avoid common mistakes, and watch their first few campaigns closely. Skip the fluff, fix what’s broken, and keep your process nimble. You’ll save time, close more deals, and—most importantly—avoid sending “Hi {{FirstName}}” to your entire pipeline.
Now go onboard your next rep—and make it a little better each time.