Step by step guide to setting up multi channel outreach campaigns in Twain

If you're tired of sending outreach emails into the void, or juggling LinkedIn, SMS, and calls with a dozen browser tabs, this guide’s for you. If you just got your hands on Twain and want real, practical steps for actually getting multi-channel outreach working—without the usual hype—you’re in the right place.

Let’s break down exactly how to set up a multi-channel outreach campaign in Twain, what to watch out for, and how to avoid wasting time on stuff that doesn’t matter.

Step 1: Get Your Foundations Right

Before you even log in, answer these honestly:

  • Who are you reaching out to? (Don’t say “everyone.” Pick a segment you can actually write to.)
  • What’s your goal? (Demo booked? Reply? Download? Be specific.)
  • What channels make sense? (Email, LinkedIn, SMS, calls. Don’t add channels just because you can.)

Pro tip: If you don’t know where your prospects actually hang out, ask a few directly or look at your past response rates. No point burning time on channels your audience ignores.

Step 2: Prep Your Prospect List

Twain doesn’t magically conjure up leads. You’ll need a clean, well-researched list. Here’s how to do it right:

  • Collect sources: LinkedIn, your CRM, inbound signups, wherever.
  • Clean your data: Fix typos, remove duplicates, double-check emails and phone numbers.
  • Segment: Group people by role, industry, or whatever makes sense for your message.

What to skip: Don’t buy random lists online. That’s a fast track to spam filters, angry replies, and a ruined sender reputation.

Step 3: Import Your Contacts Into Twain

Now open Twain and get your list in:

  1. Go to the “Contacts” or “Leads” section.
  2. Click “Import” (usually CSV or direct CRM integration).
  3. Map fields—double-check names, emails, phone numbers, LinkedIn URLs, etc.
  4. Save and check for errors.

Watch out: If you skip field mapping or try to rush this, you’ll end up with broken merges (“Hi {{first_name}}!”) and embarrassing mistakes. Take two minutes to get it right.

Step 4: Set Up Your Channels

Twain lets you orchestrate outreach across multiple channels. Here’s what actually matters:

Email

  • Connect your real email account (Gmail, Outlook, etc.) so messages come from you, not a random server.
  • Warm up your domain if it’s new—mail providers are quick to block you if you go from zero to 500/day.
  • Authenticate your domain (SPF, DKIM). Twain usually walks you through it, but don’t ignore those warnings.

LinkedIn

  • Link your account if Twain supports direct integration.
  • Set daily limits to avoid getting restricted by LinkedIn (they’re strict).
  • Personalize connection requests—don’t just spray generic messages.

SMS and Calls

  • Get opt-in if you’re using SMS. Otherwise, you’ll annoy people (or worse, violate laws).
  • Use local numbers if possible—response rates are higher, and you avoid spam flags.

What not to do: Don’t turn on every channel just because it’s there. More isn’t always better—focus on where your audience actually responds.

Step 5: Build Your Outreach Sequence

This is where most people overcomplicate things. Start simple:

  1. Draft your messages for each channel. Keep it short, clear, and focused on them, not you.

  2. Set your sequence steps. For example:

    • Day 1: Email #1
    • Day 3: LinkedIn message
    • Day 5: Email #2 (maybe referencing your LinkedIn message)
    • Day 8: SMS (if appropriate)
    • Day 12: Last follow-up email

  3. Choose your timing. Don’t hammer people daily. 2-4 days between steps is usually safe.

  4. Add conditional steps. If Twain supports it, you can branch: e.g., “If no reply, send follow-up. If replied, move out of campaign.”

Pro tip: Your first sequence won’t be perfect. That’s fine. Focus on getting one live, not crafting the “ultimate” cadence.

Step 6: Personalize (But Don’t Overdo It)

Personalization is good, but there’s a point where it’s just not worth the effort.

  • Use merge fields for basics (first name, company, job title).
  • Reference something relevant if you can (recent news, mutual connection), but don’t go down a research rabbit hole for every single contact unless it’s a huge deal.
  • Templates help. Twain usually has starter templates—use them as a baseline, not the final product.

What to ignore: Don’t believe the hype that “hyper-personalization” always wins. If your offer is weak, no amount of clever referencing will save you.

Step 7: Set Up Tracking and Replies

Twain tracks opens, clicks, replies, and more. Make sure you:

  • Enable tracking for emails (read receipts, link clicks).
  • Route replies to your real inbox—don’t make people jump through hoops to respond.
  • Tag or bucket responses (Interested / Not now / Wrong person etc.) so you can follow up the right way.

Pro tip: Don’t obsess over open rates. Focus on replies and positive outcomes.

Step 8: Test Everything

Before you hit “go” for the full list:

  1. Send test messages to yourself and a colleague.
  2. Check for broken merge tags, typos, or weird formatting.
  3. Make sure links work and don’t look suspicious.
  4. Review sequence timing—does it make sense, or are you sending four messages in two days?

What to skip: Don’t trust the “preview” alone. Real inboxes can render things differently.

Step 9: Launch (and Watch Like a Hawk)

Now, launch your campaign—but keep an eye on it:

  • Start with a small batch (maybe 20-50 contacts).
  • Monitor responses and bounce rates.
  • Pause immediately if you see a spike in bounces, unsubscribes, or get flagged for spam.

If all goes well, ramp up gradually. If not, fix issues before burning your whole list.

Step 10: Iterate, Don’t Automate Everything

Here’s the real secret: No campaign is perfect out of the box.

  • Review replies. What’s working? What’s falling flat?
  • Tweak your messaging based on real feedback.
  • Try new channels or steps sparingly. Don’t automate your way into irrelevance.

What to ignore: Don’t buy into the dream that you’ll set this up once and leads will just flow in forever. Outreach is a moving target.

Wrapping Up

Setting up a multi-channel outreach campaign in Twain isn’t rocket science, but it’s easy to get lost in the weeds. Start simple, focus on what actually gets replies, and don’t waste hours over-optimizing before you even hit send. Launch, learn, and tweak as you go—keep it grounded, and you’ll do just fine.