If you’re tired of sending the same generic emails and want your outreach to actually get noticed, this is for you. Personalized video can cut through the noise, but doing it manually? Forget it. That’s where Tavus comes in—it promises to automate personalized videos at scale, without you recording a hundred takes. Sounds great, but how does it actually work, and what’s worth your time? Let’s walk through the real steps, with no fluff.
Step 1: Know What You Want Out of Personalized Video
Before you start messing with software, get clear on your goal. Tavus is good for things like:
- Cold outreach (sales, recruiting, fundraising)
- Nurturing leads or onboarding
- Announcements that need a personal touch
If you just want to “add a human face,” that’s not enough—figure out what you want viewers to do after watching. Keep this in mind as you move through the setup.
Pro tip: Personalized video isn’t magic. It works if your message is already good and your list is properly targeted. If not, start there.
Step 2: Set Up Your Tavus Account
If you haven’t already, sign up for Tavus. They’ll ask for the usual basics—email, password, billing info if you go beyond the free trial.
- Pick a plan that matches your volume. Don’t get sucked into a big contract “just in case”—start small.
- Confirm your email and poke around the dashboard. It’s not fancy, but you’ll find your way.
Watch out: Tavus is built for teams, but you don’t need to invite everyone at first. Get your process down before you scale or hand it off.
Step 3: Record Your “Base” Video
This is where most people overthink it. Tavus works by having you record one base video—this is the template that’ll get personalized for each recipient.
- Write a script, but don’t make it too stiff. Aim for 60–90 seconds.
- Leave room for personalization. Example: “Hey [Name], I saw you work at [Company]...”
- Tavus will prompt you to say certain variables (like names, companies, or whatever you want personalized). Follow their instructions—they’ll have you say a list of names in a row, which feels weird, but it’s needed for the AI.
What to skip: Don’t try to personalize everything. Stick to one or two variables per video, or the AI gets choppy.
Pro tip: Lighting and sound matter more than having a fancy camera. Find a quiet spot and don’t overthink your background.
Step 4: Define Your Variables (Personalization Fields)
Tavus needs to know what to swap out in each video. Typical variables:
- First name
- Company name
- Job title
- Custom message (“Congrats on the funding!”)
Set these up in Tavus. You’ll map each field in your spreadsheet or CRM to the right variable in the video.
Honest advice: The more variables you add, the more things can go wrong (mispronunciations, mismatches, etc.). Start with first names—it’s safe and usually sounds natural.
Step 5: Prepare Your Contact List
You’ll need a spreadsheet (CSV or Excel) with one row per recipient. At minimum, you’ll want:
- First Name (match exactly to your variable in Tavus)
- Email Address (for delivery)
- Any other fields you plan to personalize
Clean your data. “John” and “Jon” are not the same, and weird formatting will trip up the AI.
Avoid: Long or unusual names. Tavus’ AI is pretty good, but if you can’t pronounce it, the AI probably can’t either.
Step 6: Upload and Map Your Data
Inside Tavus, look for the bulk upload or integration option (they support HubSpot, Zapier, Salesforce, and manual CSV).
- Upload your file or connect your CRM.
- Double-check that each column maps to the right variable.
- Tavus will validate your data—fix any errors before moving on.
Pro tip: Run a small test batch first (5–10 people). See how the names sound and if any videos come out weird. This saves you from embarrassing mistakes at scale.
Step 7: Set Up Delivery (Email, Link, or Integration)
Decide how you want videos sent:
- Email via Tavus: Easiest, but less control over branding and deliverability.
- Get shareable links: Copy/paste these into your own emails (Mailchimp, Apollo, Outreach, etc.).
- CRM integration: Automate sending through your existing tools.
Each method has pros and cons. Email via Tavus is quicker, but if you care about tracking, deliverability, or want fancy formatting, use your own email tool and insert the video link.
Watch out: Tavus links go to a Tavus-branded landing page by default. You can customize some elements, but it won’t look exactly like your site unless you pay for higher tiers.
Step 8: Generate and Review Your Videos
Now hit “generate.” Tavus will process each video—this can take a while for big lists.
- Preview a handful of videos yourself. Listen for awkward pronunciations, audio glitches, or the AI butchering names.
- If something’s off, tweak your script or variables and try again.
Honest take: The tech’s come a long way, but it’s not perfect. Some names or accents may sound robotic. Don’t promise “fully personalized” until you check the output.
Step 9: Send (and Track) Your Videos
Once you’re happy, send them out. Keep an eye on:
- Open rates
- Video watch rates (Tavus tracks this)
- Replies or actions taken
If your numbers are low, it’s usually your targeting or message, not the video tech.
Pro tip: Follow up. “Did you get my video?” works better than you’d think, especially if you actually reference something from the video.
Step 10: Learn and Iterate
Don’t expect massive results right away. Look at your data and tweak:
- Your contact list (Are you targeting the right people?)
- The script (Does it land? Is it too salesy?)
- Delivery timing (Are you sending at the right moment?)
Change one thing at a time. Keep your process simple at first—complex workflows usually break, and more personalization isn’t always better.
What Works, What Doesn’t, and What to Ignore
- Works: Short, direct videos with one or two personal touches. Clean, simple data. Following up after the video.
- Doesn’t Work: Overly long videos, too many variables, or sending to cold lists who don’t know you.
- Ignore: Fancy backgrounds, overproduced intros, or anything that slows down your process.
Tavus isn’t magic. It’s a tool—use it to make your good message better, not to fix a bad one.
Wrapping Up: Keep it Simple, Iterate Fast
Setting up automated personalized video campaigns in Tavus isn’t rocket science, but it does take some trial and error. Start with a small, focused campaign, see how it goes, and adjust as you learn. Don’t get bogged down chasing perfection or over-personalizing—people care more about relevance and authenticity than how many variables you squeezed into a video.
The best campaigns start simple and get better over time. So get your first batch out the door, see what works, and improve from there. That’s how you’ll actually stand out—and stay sane while doing it.