If you’re running outreach campaigns and just guessing what’s working, you’re basically throwing spaghetti at the wall. This guide is for anyone who wants to use Heyreach the way it’s meant to be used—by actually tracking and understanding what moves the needle. Whether you’re new to Heyreach or just want to stop staring at numbers you don’t understand, this is for you.
We’ll walk through how to find the right metrics, set up tracking, and—most importantly—keep your focus on what matters (and not get lost in the weeds).
1. Know What You’re Measuring (And Why)
First, forget the vanity numbers. It’s tempting to brag about big numbers, but they don’t always mean you’re winning.
The metrics worth watching: - Delivery rate: How many messages actually land in inboxes. - Reply rate: How many people respond (not just open). - Positive reply rate: How many responses are actually interested. - Bounce rate: How many messages fail to deliver. - Unsubscribes/blocks: Painful but important—signals you’re annoying people or your targeting’s off.
What to ignore (most of the time): - Raw “views” or “opens”: These barely matter for outreach unless you’re optimizing subject lines. - Connection request acceptance: Slightly useful, but only if your goal is building a network, not getting replies.
Pro tip: Pick one or two “north star” metrics based on your goal. If you want meetings, positive reply rate is king. If you’re building awareness, maybe delivery and opens matter more.
2. Set Up Your Campaigns with Tracking in Mind
It’s way easier to measure if you set things up right from the start.
How to do it in Heyreach:
- Segment your audiences: Don’t lump everyone together. Split by industry, persona, or geography so you can see what’s working for different groups.
- Name your campaigns clearly: Use names that actually mean something (“SaaS CEOs – June 2024,” not “Campaign 7”).
- Tag your messages: If Heyreach supports tags or labels, use them to track offers, CTAs, or campaign themes.
A note on A/B testing:
Heyreach lets you run message variants. Don’t go crazy—test one thing at a time (like subject line or call to action), otherwise you’ll never know what moved the needle.
3. Where to Find Your Metrics in Heyreach
Let’s get practical. Here’s where you’ll actually see the numbers.
- Dashboard view: Heyreach’s main dashboard shows high-level stats for each campaign—delivered, replied, bounced, etc.
- Detailed reports: Drill down into specific campaigns for breakdowns by message step, day, or audience segment.
- CSV exports: Need to slice and dice? Export your data and analyze in Excel/Sheets. (Yes, it’s a little old-school, but it works.)
What to look for: - Drop-offs: Where in your sequence are people bailing or replying? - Timing spikes: Are responses coming in at certain times/days? - Anomalies: Sudden drops in delivery or spikes in bounces often mean technical problems (bad lists, spam filters, etc.).
Pro tip: Don’t check stats every day. Weekly reviews are usually enough unless you’re troubleshooting a problem.
4. How to Actually Analyze (Not Just Watch) Your Metrics
This is where most people get stuck. Looking at numbers isn’t the same as understanding them.
Here’s how to make sense of what you see:
- Compare segments: Are certain industries or roles replying more? Double down where you’re getting traction.
- Step-by-step analysis: If your reply rates tank after step two, your follow-up message probably stinks.
- Bounce and block rates: High rates mean your targeting is off, your message is spammy, or you’re hitting technical limits. Fix that before scaling.
- Positive vs. negative replies: Not all replies are good. Heyreach lets you mark sentiment—track which campaigns actually get interest, not just noise.
Don’t chase perfection:
You’ll never get 100% delivery or reply rates. If you’re getting 10%+ positive replies on cold outreach, you’re crushing it. Most see 1-5%. Focus on improving incrementally.
5. Turn Insights Into Action
It’s not about watching the dashboard—it’s about doing something with what you learn.
What to do with your data: - Kill what isn’t working: If a sequence or target group is tanking, pause or stop it. Don’t waste time or risk your sender reputation. - Double down on winners: If a segment or message is pulling ahead, send more of those (or try similar audiences). - Tweak and retest: Change one thing at a time—subject line, CTA, targeting—and see if your numbers move. Rinse and repeat.
A few honest truths: - Most “optimizations” only help a little. Big jumps usually come from better targeting or a totally different message. - Response quality beats quantity. Ten “let’s talk” replies are better than fifty “not interested” or spam flags. - Don’t sweat tiny changes. Chasing a 0.5% lift is only worth it at high volume.
6. Common Mistakes to Avoid
A lot of people trip over the same stuff. Save yourself the headache:
- Obsessing over vanity metrics: Opens and clicks don’t pay the bills.
- Changing too many things at once: You’ll never know what worked.
- Ignoring negative feedback: If people ask to be removed, listen. Too many complaints can get your account flagged or banned.
- Scaling before you’re ready: If you haven’t proven a campaign works on a small group, don’t blast it to thousands.
Pro tip:
Keep a simple log of what you change and when. It’ll save your sanity when you look back and wonder why your numbers shifted.
7. Exporting and Reporting (If You Need to Share Results)
Sometimes you have to report up the chain or show clients what’s happening.
- Use CSV exports for flexibility. You can build your own charts and combine with CRM data if needed.
- Screenshots of dashboards work for quick updates. Don’t waste time making fancy slide decks unless you have to.
- Be honest in your reporting. If things aren’t working, it’s better to know early than to keep spinning wheels.
Keep It Simple and Iterate
Tracking and analyzing campaign metrics in Heyreach isn’t rocket science, but it’s easy to overthink. Focus on the numbers that matter, act on what you learn, and keep refining your approach. Don’t let perfect be the enemy of good—most improvement comes from steady, simple tweaks, not chasing every shiny new metric.
Now, go check your numbers—and do something with them.