What good outbound looks like
Outbound that converts is not about volume but about reaching the right person with the right message at the right time. In MyChatBot you set this up on the Follow-ups & Outreach page (Outreach in the left sidebar): an Immediate outreach campaign sends a one-time message or call to a filtered segment of clients.
Before you start, you need:
- a channel that can start a conversation: Personal WhatsApp, Telegram account, Viber, Email, Calls or SMS. A Telegram bot, WhatsApp Business, Instagram and the website widget only reply to people who wrote first;
- the agent on that channel turned on, otherwise the channel is hidden in the campaign;
- leads tagged with the statuses and labels you plan to target, and enough sales-message balance.
Build target segments
Don’t send one message to your whole base. Split it into segments, such as industry, role, stage of interest or region, and tune the message for each. The Client Targeting block gives you the filters:
- Client Source: Clients with chats (default), All clients, or Clients without chats for imported leads that have never chatted.
- Pipeline, Statuses, Labels, Agents and Managers. Clients must match all selected labels.
- Contact details: Has phone number or Has email.
- Filter by custom field: up to 10 filters on the lead’s Additional information. Field names are case-sensitive.
- Audience limit: from 1 to 10 000 clients.
Audience Preview lists matched clients with Open links to their chats. Segments only work if leads are tagged: set labels and statuses at import, or tell your agent in its instructions which ones to apply during conversations.
Launch a campaign step by step
- Open Outreach in the left sidebar and click Create.
- Enter a name, choose Immediate outreach and click Continue.
- In Client Targeting, set filters for one segment and check Audience Preview.
- In Outreach Configuration, pick the channel. For Clients with chats the default is Use existing chat (most recent); other sources require a channel. Several channels are tried in order until one send succeeds.
- In Message, choose Agent instruction (the agent writes a personalized message for each client) or Custom message (exact text with {name} and {context} placeholders).
- In Schedule, choose Run now (starts in about 3 minutes) or Schedule for later. For later runs, Call time adjustment per lead uses each lead’s timezone from Additional information.
- Click Save outreach. The status moves through Scheduled, Running and Completed, and Outreach Results shows delivered and failed sends.
Test first: filter the audience down to your own test client by label or custom field and make sure Audience Preview shows exactly 1 client.
Pace sends to reduce anti-spam risk
Cold messages over personal messengers can trigger anti-spam bans. Set Sending interval in the Schedule block: how many messages go out per interval and the interval length in seconds, up to 1 000 messages per 86 400 seconds. Left empty, messages go out without throttling.
Start with a small audience and a slow pace, then adjust. The header’s Estimated window shows how long the campaign will take. For Calls, Number of lines sets concurrent call lines.
Common problems and how to fix them
- No active outreach channels available. Connect a channel that can start conversations, such as Personal WhatsApp, Telegram account, Viber or Email.
- Some channels are hidden. Their agent is turned off; enable it.
- The campaign won’t save. The audience is empty, Schedule for later has no date, or a source without chats has no channel selected.
- The form is read-only. About 3 minutes before the run a campaign is locked. If you paused it before the first send, use Edit as Draft.
- An email campaign went out on another channel. Keep only the Email channel selected.
- Agents switched off after a big send. Messages and calls draw from the shared sales-message balance; at zero all assistants turn off until you top up. Check the balance first.
What to read next
To follow up with leads who stay silent, create a Postponed contextual sequence on the same status or label, Publish it and add it to the agent under Toolkit → Follow ups.