You’re sending LinkedIn messages for B2B sales, partnerships, or recruiting, and you want your follow-ups to be a little less… robotic. Maybe you’ve heard about Heyreach and want to know if it’ll actually help you send smarter, more personal messages (without spending your life glued to your inbox).
If that’s you, keep reading. This is a hands-on guide to setting up personalized follow-up sequences in Heyreach. I’ll walk you through the steps, flag what actually matters, and point out what you can safely ignore.
1. Get Your Heyreach Account Ready
Before you start, make sure you’ve got:
- A Heyreach account (obviously)
- LinkedIn account(s) you want to connect
- A solid list of leads (don’t rely on Heyreach to source these for you)
- A clear idea of what you’re offering and who you want to talk to
Pro tip: Heyreach works best if you’ve already cleaned your lead list. Sending canned messages to the wrong people is a waste of everyone’s time.
2. Connect Your LinkedIn Account(s)
Heyreach is built for LinkedIn outreach. You’ll need to connect your LinkedIn profile(s):
- Log in to Heyreach.
- Go to Accounts > Add LinkedIn account.
- Follow the prompts. You might have to use a browser extension or authenticate via cookies. It can be a bit fiddly, but that’s LinkedIn’s fault, not Heyreach’s.
Honest take: Don’t try to connect a bunch of fake or burner accounts. LinkedIn is cracking down harder than ever, and Heyreach can’t save you if your profiles look spammy.
3. Create a New Campaign
This is where you’ll build your sequence:
- Click Campaigns > New Campaign.
- Name your campaign something you’ll recognize later. “Q2 SaaS Prospects” beats “Outreach 7.”
You’ll be prompted to upload or import your leads:
- Upload a CSV: Most straightforward. Make sure your columns are clean (First name, Last name, Company, etc.).
- Import from Sales Navigator: Handy if you already use LinkedIn’s tools, but watch your data quality.
Pro tip: Double-check your fields. If you want to use personalization tokens, your CSV columns need to match exactly.
4. Build Your Message Sequence
Here’s where Heyreach starts to earn its keep.
Step 1: Draft Your Initial Message
This is your icebreaker. Don’t overthink it, but don’t copy-paste a template, either.
What works: - Mention something specific about the person or company (“Saw your recent post about remote onboarding…”) - Keep it short. 2-3 sentences is plenty. - Make it about them, not you.
What doesn’t work: - Generic “thought leadership” pitches - Asking for 30 minutes right away - Overly formal intros
Step 2: Add Follow-Up Steps
Heyreach lets you stack multiple follow-up messages with delays between them.
How to do it: 1. Click Add Step after your initial message. 2. Set the delay (e.g., 2 days after the previous message). Don’t be the person who follows up every 12 hours. 3. Write your follow-up. Change the tone or approach if the first message flopped. 4. Repeat for as many steps as you want (3-5 total is plenty).
Personalization tokens:
Heyreach supports tokens like {first_name}, {company}, {job_title}. If your CSV or import includes these fields, you can drop them right into your message.
Example:
Hey {first_name}, noticed {company} is hiring engineers. Curious if you’re looking for ways to improve onboarding?
What to ignore:
- Overcomplicating with tons of conditional steps. Most B2B prospects don’t need a 7-message novella.
- Emojis and GIFs. This isn’t Instagram.
5. Fine-Tune Personalization Without Losing Your Mind
Let’s be real: full-on “hyper-personalization” doesn’t scale. But you can make your outreach feel less generic:
- Segment your leads: Group by industry, title, or geography, and tweak your sequence for each group.
- Edit high-value contacts: For your top 10% of prospects, go in and manually tweak the first message. For the rest, good tokens and segmentation are enough.
- Don’t fake familiarity: If you don’t actually know them or their work, don’t pretend you do.
Reality check:
No tool can make garbage outreach work. If your offer is irrelevant, no amount of personalization will save you.
6. Set Sending Schedules and Safety Limits
LinkedIn’s always on the lookout for bots. Heyreach helps you avoid tripping their alarms, but you need to do your part.
- Set daily limits: Stay well below LinkedIn’s max (think 30-50 connection requests per day per account).
- Randomize sending times: Heyreach can stagger sends throughout the day—use it.
- Avoid weekends and holidays: Response rates tank, and it just looks weird.
Don’t:
- Blast 100 messages at 9am sharp.
- Ignore warning emails from LinkedIn.
7. Test Your Sequence With a Small Batch
Before you unleash your campaign on hundreds of leads, test it with a handful (10-20).
- Check for token errors (“Hi {first_name}” is a dead giveaway).
- Look for awkward phrasing or messages that feel off.
- Watch response rates and tweak accordingly.
Pro tip: Send test messages to yourself or a colleague first to see exactly what your prospects will get.
8. Monitor Replies and Adjust
Heyreach will track replies, connection acceptances, and (sometimes) basic analytics.
- Reply handling: Set up notifications so you don’t miss real responses.
- Stop the sequence for responders: Make sure your campaign settings automatically pause follow-ups if someone replies. Nothing kills a deal faster than a “Did you get my last message?” after they already answered you.
- Tweak and iterate: If people aren’t biting, change up your message or timing. Don’t just send more of the same.
Honest take:
Most campaigns flop the first time. That’s normal. The trick is tweaking, not panicking.
9. Stay Human—And Compliant
Heyreach can help you scale outreach, but it can’t cover for bad etiquette or legal slip-ups.
- Don’t spam. If you wouldn’t say it face-to-face, don’t send it.
- Respect “no.” If someone asks to be removed, stop messaging them.
- Mind GDPR/CCPA. Don’t message people in the EU about stuff they never asked for, and don’t store their data forever.
- Keep your LinkedIn account healthy. If you get warning emails or captcha prompts, slow down.
Quick Recap: What Matters, What Doesn’t
Focus on: - Clean lead lists - Clear, relevant messaging - Smart use of personalization tokens - Reasonable sending limits - Actually reading and responding to replies
Don’t bother with: - Overly complex sequence logic - Fancy formatting and images - Sending to everyone with a LinkedIn profile
Wrapping Up
Personalized sequences in Heyreach can save you time and make B2B outreach less painful—but only if you keep things simple and pay attention to what’s working. Start with a clear message, use Heyreach’s automation to handle the grunt work, and adjust as you go. Skip the bells and whistles, keep your outreach human, and remember: it’s better to send 10 good messages than 100 bad ones.
Now go set up your first sequence—and if it flops, you can tweak it tomorrow. That’s how real progress happens.