If you’re using Copilotai to manage outreach or sales conversations, you’ve probably glanced at the reporting dashboard and wondered: “What am I actually looking at here? Which metrics matter? And how do I use this to get better results?” This guide is for anyone who wants to cut through the noise and actually use Copilotai’s engagement metrics to make smarter decisions—without wasting hours staring at charts.
Let’s walk through how to track, analyze, and act on the engagement data in the Copilotai dashboard. No fluff, just practical steps and a few honest takes on what’s useful (or not).
1. Know Your Metrics: What Actually Matters
Before you dive into dashboards, it helps to know which metrics are worth your time. Copilotai tracks a bunch of engagement stats, but not all of them are equally useful. Here's what you'll typically see:
- Messages Sent: How many outreach messages your team sent.
- Messages Opened: How many of those were actually opened/read by recipients.
- Replies: How many people responded (the main thing you probably care about).
- Positive Replies: Responses that indicate real interest (not just “No thanks”).
- Response Rate: The percentage of messages that got any reply.
- Meeting Booked / Conversion: How many chats led to your actual goal (usually a meeting or demo).
What to focus on:
If you care about results, focus on Replies, Positive Replies, and Meetings Booked. Messages Sent is just a vanity metric—sending more doesn’t mean better. Open rates are nice, but a high open rate with zero replies means your message isn’t landing.
Pro Tip: Ignore “Impressions” or similar metrics if you see them. They just mean someone scrolled past your message—not that they engaged.
2. Get Set Up: Find and Filter the Right Data
First, log into Copilotai and head to the reporting dashboard. The interface changes sometimes, but generally you’ll see tabs or filters for campaigns, users, date ranges, and channels (LinkedIn, email, etc).
Steps:
- Pick Your Timeframe:
- Don’t just look at “All Time”—it hides trends. Pick last 7 days, last month, or set a custom range.
- Select Relevant Campaigns:
- Filter by the campaign you actually want to analyze. Otherwise, you’re mixing apples and oranges.
- Choose the Right Channel:
- If you’re running outreach on multiple platforms, filter by channel. Engagement rates can be wildly different between LinkedIn and email.
- Export Data (if you want):
- Sometimes it’s easier to look at this stuff in Excel or Google Sheets. Most dashboards have an export button—use it if you want to run your own calculations.
Honest Take:
The dashboard can get cluttered if you don’t use filters. Don’t try to analyze everything at once—pick one campaign or time period and dig in.
3. Analyze: Find What’s Working (and What’s Not)
Now you’re looking at your numbers. Here’s how to make sense of them:
A. Calculate Real Engagement
- Response Rate = Replies / Messages Sent
- If this is below 5%, your outreach probably needs work.
- Positive Reply Rate = Positive Replies / Messages Sent
- This is your gold metric. If it’s above 2-3%, you’re doing well for cold outreach.
B. Look for Patterns
- High Opens, Low Replies:
People are seeing your message but not interested. Time to tweak your message—maybe it’s too generic or salesy. - Low Opens:
Your subject line or first sentence isn’t catching attention. Try something more personal or relevant. - High Replies, Low Meetings Booked:
You’re getting conversations started, but not converting. Look at your follow-up process or how you’re handling replies.
C. Compare Segments
- By Campaign:
Which campaign gets the best results? Double down there. - By Channel:
Is LinkedIn crushing email? Shift more effort to what works. - By Time:
Did performance drop off last week? Did a new message template help? Trends matter more than one-time spikes.
Pro Tip:
Ignore week-to-week noise; look for 2-4 week trends before making big changes.
4. Take Action: Use Data to Improve Results
Metrics are only useful if you actually change something. Here’s what to do next:
A. Test New Messages
If your reply or positive reply rate is weak, swap out your opener or call to action. Test one change at a time so you know what made the difference.
- Keep it short and personal.
- Avoid obvious spammy language (“Let’s connect!” or “Can I have 15 minutes?”).
- Mention something specific to the recipient, if possible.
B. Adjust Timing and Frequency
If you notice replies drop off at certain times or days, experiment with your send schedule. Sometimes small tweaks matter—like avoiding Mondays or sending just before lunch.
C. Follow Up (But Don’t Nag)
A lot of positive replies come after a second or third message. Use the dashboard to track if your follow-ups are working. If you’re getting more negative replies after the third nudge, back off.
D. Share Wins (and Fails) With Your Team
If you spot a campaign or message that’s working, share it. If something’s flopping, don’t sweep it under the rug—figure out why.
Honest Take:
Don’t chase every dip or spike. Outreach always has ups and downs. Focus on patterns, not outliers.
5. What to Ignore: Metrics That Don’t Move the Needle
Let’s be real, not every number in the dashboard is worth your time. Here’s what you can skip:
- Total Messages Sent:
Just tells you how much you’re sending, not how well it’s working. - Impressions/Views:
These are passive—someone barely noticed you. - Click-Throughs (unless your goal is link clicks):
If you care about replies or meetings, don’t get distracted by click stats.
Stick to the metrics that trace directly to your real goal (usually: booked meetings or qualified leads).
6. Keep It Simple: Build a Repeatable Review Process
Don’t overcomplicate this. Here’s a quick weekly routine:
- Pick your main campaign or channel.
- Look at replies, positive replies, and meetings booked for the last week.
- Compare to the previous two weeks—are you up, down, or flat?
- Note one thing to try or change for next week.
- Share results (good or bad) with your team.
That’s it. Skip the deep dives unless you see a big swing. The goal isn’t to drown in data—it’s to get a little better each week.
Wrapping Up
Tracking and analyzing engagement metrics in Copilotai shouldn’t be a full-time job. Don’t get lost in vanity stats or overthink every chart. Focus on what moves the needle: replies, positive responses, and booked meetings. Ignore the rest. Adjust one thing at a time, see what works, and keep it simple. The less time you spend staring at dashboards, the more time you have for actual conversations that drive results.