If you’re drowning in LinkedIn DMs, you’re not alone. Most people who use LinkedIn for sales, recruiting, or partnerships know the pain: too many conversations, not enough clarity, and a nagging feeling you’re missing out on real opportunities. This guide is for folks who want to use Expandi to actually manage their LinkedIn inbox—so you can follow up efficiently, avoid embarrassing slip-ups, and get back some sanity.
Let’s cut through the noise and talk real tactics.
Why Bother Optimizing Your LinkedIn Inbox in Expandi?
You might be thinking: “Isn’t Expandi just for automating connection requests?” It does that, but it’s also one of the few tools that lets you actually wrangle your inbox and set up automations for follow-ups.
But here’s the honest bit: Expandi’s inbox isn’t perfect. It’s not going to magically make people reply, and it won’t read your mind. What it can do is help you keep track of conversations, automate repetitive stuff, and make sure you don’t drop the ball on leads that matter.
If you’re looking for a “set it and forget it” solution, this isn’t it. But if you want to actually keep track of who you’ve messaged, follow up without sounding like a robot, and avoid chaos, keep reading.
Step 1: Get Your Expandi Inbox Set Up Properly
Connect Your LinkedIn Account
- You’ll need to connect your LinkedIn account to Expandi. Don’t skip the verification steps—Expandi is strict to avoid your account getting flagged by LinkedIn.
- Double-check you’re using the right account. Mixing up business and personal profiles is a recipe for confusion.
Sync Your Existing Conversations
- Expandi can import your current LinkedIn conversations. But, sometimes messages go missing or sync slowly.
- Pro tip: After syncing, spot-check your most important threads to make sure they came across. If something’s missing, try a manual refresh or reach out to support.
Set Up Notifications
- By default, Expandi notifications are aggressive. Dial them back so you’re not bombarded—just enough to keep you on top of new replies or tasks.
- Consider email or Slack integrations for reminders, but don’t overload yourself with too many alerts.
Step 2: Organize Your Inbox for Sanity
Let’s be honest: LinkedIn’s native inbox is a mess. Expandi isn’t perfect, but it does give you more control.
Use Tags and Notes
- Create tags for key segments (e.g., “Hot Lead,” “Follow Up,” “Not Interested,” “Partner”).
- You can add notes to conversations—use these for context you’ll forget in a week.
- Don’t overthink your system. If you have more than 6-8 tags, it’s probably too many.
Archive or Mute Dead Threads
- Archive conversations that are truly done. Don’t delete unless you’re sure.
- Mute annoying or spammy threads so you can stop seeing them.
Filter and Search
- Use filters to see only what matters (e.g., unread, tagged, or active conversations).
- The search isn’t perfect, but it’s better than scrolling endlessly.
What to Ignore
- Don’t waste time color-coding or building elaborate folder systems. You’ll never maintain them.
- Avoid tagging every conversation. Focus on the ones that might actually lead somewhere.
Step 3: Build a Follow-Up Workflow (That You’ll Actually Use)
Here’s where most people mess up—they either don’t follow up, or they spam everyone with the same message.
Set Up Automated Follow-Ups (Sparingly)
- Expandi lets you schedule follow-ups based on time or triggers.
- Use this for first-touch outreach or to nudge someone who hasn’t replied in a week.
- Keep your templates short and human. “Just bumping this up” works better than a long pitch.
Pro tip: Don’t over-automate. People can spot canned messages a mile away. Only use automation for reminders or simple nudges.
Manual Follow-Ups (Where They Matter)
- Set yourself a daily or weekly “follow-up block.” Review tagged conversations (“Hot Lead,” “Partner,” etc.).
- Write a quick, personal note referencing your last chat or something relevant about the person.
- Use Expandi’s notes so you don’t have to re-read the whole thread every time.
Track and Measure Responses
- Keep an eye on which follow-up templates get responses and which don’t.
- If nobody replies to a certain message, kill it. Don’t cling to what isn’t working.
What to Ignore
- Don’t try to follow up with every single connection. Focus on the 10-20% that are actually relevant.
- Don’t obsess over response rates. Some people just don’t reply—move on.
Step 4: Handle Multiple Campaigns Without Losing Your Mind
Most Expandi users juggle lots of outreach campaigns at once. Here’s how not to drown:
Use Campaign Labels
- Label each campaign clearly—think “Sales Q2,” “Partnership Outreach,” or “Event Invites.”
- Tag conversations that came from each campaign so you can track them separately.
Prioritize Your Time
- Each day, scan for replies from your top campaigns first.
- Don’t waste time on low-priority outreach if your main campaigns are busy.
Pause or Adjust Campaigns as Needed
- If you’re overwhelmed, pause some campaigns. Better to handle a few well than drop the ball on everything.
- Use Expandi’s stats to see which campaigns are actually moving the needle.
Step 5: Avoid the Most Common Traps
It’s easy to fall into these patterns—try not to.
Trap: Letting the Inbox Pile Up
- Set a time each day (or every other day) to clear out new messages. Don’t let it snowball.
- Even 10 minutes can keep things from getting overwhelming.
Trap: Over-Automation
- If everyone’s getting the same follow-up, they’ll tune you out.
- Use automation to remind yourself or to send a light nudge—don’t let it replace real conversation.
Trap: Chasing Dead Leads Forever
- If someone hasn’t replied after two nudges, archive the chat and move on.
- Your time is better spent elsewhere.
Trap: Forgetting to Update Tags and Notes
- Outdated tags mean you’ll lose track. Make it a habit to add a note or update a tag when something changes.
Pro Tips for Advanced Users
- Integrate with your CRM: If you’re serious about tracking, set up integrations (via Zapier, Make, or native options) to sync LinkedIn data back to your CRM.
- Export conversations: For big deals or complex relationships, export threads so you’ve got a backup (Expandi lets you do this).
- Use saved replies: If you find yourself typing the same answer over and over, save it—Expandi supports quick replies.
What Actually Works (and What Doesn’t)
Works:
- Keeping your system dead simple—fewer tags, fewer rules, more consistency.
- Checking your inbox at scheduled times instead of constantly.
- Using notes to remember context without rereading everything.
Doesn’t Work:
- Over-automating. People notice, and it kills your response rate.
- Building a “perfect” tagging system. Clunky and impossible to maintain.
- Trying to revive every cold conversation. Some are just dead ends.
Quick Recap: Keep It Simple and Iterate
Inbox management isn’t rocket science. The real trick is having a system you’ll actually use—one that helps you follow up with the right people, at the right times, without going nuts.
Start with basic tags and notes, automate only what helps, and schedule time to review conversations. As you spot what’s working (and what’s not), tweak your setup. Don’t let perfect be the enemy of done.
The goal isn’t to have the most organized inbox in the world—it’s to never miss the conversations that matter. Stick to that, and you’ll be ahead of 90% of LinkedIn users.