So you’re bringing new sales reps onto your team, and you’re using Scaledmail to do it. Good move—assuming you want reps actually selling and not stuck figuring out software. This guide is for Sales Managers, RevOps folks, or anyone who just needs to get people up and running fast (and without babysitting).
You won’t find theory or grand strategies here. Just the actual steps, what to watch out for, and some honest advice on what’s worth your time.
Step 1: Prep Before You Add Anyone
Let’s get real: the worst onboarding experience is giving someone a login and walking away. Before you even invite your reps, do a little groundwork.
Checklist: - Decide which features your reps actually need. Scaledmail has a bunch—email sequences, templates, reporting, integrations. Don’t turn on everything “just because.” - Clean up old templates and campaigns. If you’ve got old junk lying around, new reps will find it and use it. - Figure out user roles. Scaledmail lets you set permissions. Don’t wait until someone nukes your master template to care about this.
Pro tip:
If you’re just starting with Scaledmail, create a “sandbox” rep account and see what new users actually see. You’ll spot missing info or confusing settings fast.
Step 2: Add New Users in Scaledmail
Now you’re ready to actually add people.
-
Go to the Admin/Team section.
This is usually in the top nav or sidebar. If you can’t find it, you might not have admin rights (ask your Scaledmail account owner). -
Click ‘Add User’ or ‘Invite Teammate’.
Enter the rep’s work email, assign a role (most sales reps need “User,” not “Admin”). -
Set basic permissions.
Don’t overthink this. Start with default user access; tighten things up later if you need to. -
Send the invite.
The new rep gets an email with a link to set up their account. Remind them to check spam—the invite emails sometimes end up there.
What to ignore:
Don’t waste time customizing every notification or setting before people have logged in. Most teams only figure out what’s annoying after a week or two of real use.
Step 3: Get Reps Set Up with Email
The whole point of Scaledmail is sending emails that don’t look like spam. But if you skip this step, you’ll have deliverability issues and frustrated reps.
1. Connect their email accounts:
- Each rep should connect their work email (usually Google Workspace or Microsoft 365).
- Make sure they’re using their own addresses, not a shared inbox.
- Scaledmail will walk them through OAuth sign-in. If it fails, it’s usually an IT permissions thing.
2. Warm up new email addresses:
If you’re onboarding brand-new reps with fresh inboxes, don’t let them blast 500 cold emails on day one. That’s a fast track to spam filters.
- Use Scaledmail’s email warm-up tools (if your plan supports it).
- Otherwise, have reps send a handful of manual emails each day for the first week.
What works:
- Connecting personal work accounts (not generic “sales@company.com”).
- Having reps send some real, non-automated emails early. It builds sender reputation.
What doesn’t:
- Skipping setup or using “test” addresses. Nothing tanks trust faster than a broken sender name or a weird email domain.
Step 4: Assign or Create Templates and Sequences
Don’t make your new reps start from scratch. Set them up with proven templates and sequences.
How to do it: - In Scaledmail, go to Templates or Sequences. - Duplicate your best-performing ones. Rename them for the new rep, or make a shared folder. - Show reps where to find these in Scaledmail’s dashboard.
What to avoid:
- Don’t overload reps with 20 options. Give them 2–3 solid sequences to start.
- Skip the “master template” that’s 100% locked down. Let reps tweak language so it sounds like them (within reason).
Pro tip:
Ask your top-performing rep to record a quick Loom video walking through how they personalize messages. Way more useful than a written SOP.
Step 5: Integrate with Your CRM (If You Use One)
If you want activity and results tracked, connect Scaledmail to your CRM. This only takes a few minutes if you’re using Salesforce, HubSpot, or similar tools.
- Go to Integrations in Scaledmail.
- Choose your CRM.
- Follow the prompts to connect accounts.
You’ll need admin rights on both platforms.
Gotchas: - Sometimes CRM field mapping is a pain. Start simple—sync contacts/leads and basic activity. - Don’t try to sync every custom field right away. You’ll just confuse yourself and your reps.
What’s worth it:
Set up basic two-way sync so reps see what’s happening in both tools. Skip deep customization until you know what’s actually useful.
Step 6: Walk Reps Through a Live Test
Don’t assume your reps are “good with tools.” Even if they are, running through a real workflow will save you headaches later.
Checklist for a live test: - Send a test campaign to yourself or a dummy list. - Check that personalization tokens work (name, company, etc.). - Make sure replies actually go to the rep’s inbox, not a black hole. - Double-check that activity shows up in Scaledmail and your CRM.
What works:
Screen share or sit next to the rep for their first send. You’ll catch issues in real time (like broken links or missing merge fields).
What doesn’t:
Sending reps a 20-page PDF and calling it onboarding. Most people won’t read it, and they’ll just ping you with questions anyway.
Step 7: Share Best Practices—But Keep It Short
Here’s the thing: most onboarding decks are bloated. Your reps need just enough to not screw up, but not so much they tune out.
Quick tips to share: - Always review emails for weird merge fields. - Personalize at least the first line of every sequence. - Don’t send 500 emails on Day 1. Ramp up volume gradually. - Log any oddities or bugs in a shared doc or Slack channel.
How to share:
- Short video overview (3–5 min max)
- One-pager with “do’s and don’ts”
- Slack channel for ongoing questions
Pro tip:
Have a “rookie mistakes” list. Everyone screws up their first campaign—make it a running joke, not a career-ending event.
Step 8: Track Early Results and Iterate
You can’t fix what you don’t measure, but don’t get lost in the data swamp.
What to look for: - Are reps sending emails? (Check activity logs) - Are open/reply rates in the normal range? - Any deliverability warnings or bounces?
What to ignore for now: - Micro-optimizing templates before you have real data - Worrying about A/B testing on Day 1
Set a simple check-in after the first week. Ask reps what’s confusing, what’s broken, and what’s working. Adjust onboarding based on their feedback—not what the software vendor tells you.
Wrapping Up: Keep It Simple and Iterate
Onboarding new sales reps in Scaledmail isn’t rocket science, but it does take a bit of prep and a lot of common sense. Skip the endless documentation and focus on giving people what they actually need to start selling. If something’s confusing, fix it for the next hire. Keep your process lean, and don’t be afraid to toss out what isn’t working. The goal: get reps moving, not stuck in onboarding purgatory.