Lead scoring helps you identify your hottest leads, by adding a score to each contact in your CRM, based on their web visits and email engagement.

How to set up lead scoring  

You’ll find the options you’re looking for under Lead scoring and web tracking in the Automations dashboard. Click Configure then let’s take a look at what Outfunnel syncs to your CRM.

By default lead scoring is enabled for every account. If for whatever reason you need to disable it though, you can simply untick the box to stop sending lead score data to your CRM.

Next, you need to tell Outfunnel what scores to send to your CRM, and when they expire. Outfunnel attributes a score for each of the following actions:

  • Page visits
  • Email opens
  • Email clicks

How you score each of these activities is entirely up to you. By default, Outfunnel gives the most value to page visits and the least to email opens: The default scoring is: 10 points to a page view, 5 points to an email click, and 1 point for an email open.

There are lots of lead scoring models out there, but if you need some guidance on what type of engagement constitutes a stronger buying signal feel free to reach out. In general, we’d suggest to attribute the highest score to Page visits, then email clicks, then email opens.

You can then choose whether those points expire over time – after all there is a lot of evidence that points to buyer interest decaying over time. Your options here are:

  • 30 days
  • 60 days
  • 90 days
  • 180 days
  • Never

If you choose to have an expiry time, every individual action’s score will be removed from the total after the given time. If you choose “Never” the points will never expire.

Syncing scores to CRM contacts

Now that you’ve told Outfunnel how many points each interaction is worth, and when they expire, click Save to save your settings.

Once it’s live, the next time you send a tracked email to one of your contacts, Outfunnel will not only record when they open it, but you’ll also see a score for that email open. And every other tracked interaction, too.

Outfunnel automatically creates and continuously updates a custom field for each person, called “Lead score”.

In Pipedrive and Copper, it would look something like this:

lead scoring in pipedrive - example screenshot
Lead scoring in Pipedrive
Lead scoring in Copper

Now that the score is safely in your CRM, you or your sales team can use this to filter contacts based on their score, and focus on the highest-scoring leads first, taking away the guesswork and saving time.

Using page visits to score leads

To get the most from Outfunnel’s lead scoring feature you’ll need to enable web visitor tracking for your site if you haven’t already. 

To do this, simply click Web tracking in the top menu. If your web tracking is already active you’ll see Web tracking active at the top of the page, if not go ahead and copy your web tracking code:

Go ahead and add it to every page of your site (that you want to track visits on). If your site is WordPress-based, check out the Outfunnel WordPress plugin to make this step even easier.

Now that you’ve activated web tracking (you have, right?) it’s time to enable and configure the lead scoring automation in Outfunnel.

You’ll find the options you’re looking for under Lead scoring and web tracking in the Automations dashboard. Click Configure then let’s take a look at what Outfunnel syncs to your CRM.

Other stuff

  • Outfunnel’s lead scoring feature is currently in beta. We make every effort to ensure the platform is as stable and reliable as possible, however, beta features are subject to regular change and development. If you have any questions, feedback or suggestions, drop us a line via live chat.
  • We’ll be adding more advanced lead scoring options soon, allowing you to give a score to specific pages on your site, like say the pricing or features page, or even specific emails and links within emails
  • Your lead score in Outfunnel will be updated instantly and will be synced automatically to your CRM once every 24 hours.

Outfunnel’s email marketing tool lets you send single email campaigns and automated email sequences, then have your engagement stats synced directly to Copper.

The topics covered in this article are:

Connecting Outfunnel to Copper

In order to allow Outfunnel and Copper to talk to each other, you’ll need to create a special key – your API key – in Copper and then add that to Outfunnel. 

Please note that, in Copper, you can only create an API key if you’re an account administrator.

  1. Head over to Copper and login to your account
  2. In the left sidebar, click on Integrations (if you don’t see this, then you probably don’t have the right access level – speak with the account owner to either make you an admin or have them follow the rest of these steps)
  3. Click on API Keys
  4. Click Generate API Key
  5. Copper will then generate an API key for you. It’s also a good idea to give the key a label, particularly if you plan on integrating with more than one other platform. NB Keep this key super-safe!
  6. Copy the API key and then head back over to Outfunnel
  7. Go to Account > Integrations and, next to Copper, click Connect
  8. Paste the key into the API key field and add the email address you use to login to Copper.
  9. Finally, click Save
How to find you your Copper API key and setup copper email marketing integration
Where to find your API key in your Copper dashboard
Where to add your Copper API key and setup copper email marketing integration
And this is where you need to add it in Outfunnel

That’s it! 

Copper and Outfunnel are now connected and ready to talk to each other. The next step is to create an email campaign.

Sending email campaigns to Copper contacts 

Outfunnel allows you to create two types of email campaign:

  • Single email campaigns – a one-off email that will be sent to anyone that matches the targeting criteria at the time of sending the campaign. Suitable for announcements, invites, sharing new content, etc.
  • Multi-stage email sequences – a multi-stage, drip campaign that will be launched for existing users and/or new users, as they are added to the list. Great for automating lead nurturing or follow-ups.

Pick the type of campaign that best suits your aim.

Picking your Copper contacts in Outfunnel

When creating an email campaign in Outfunnel, whether it’s a single or multi-stage campaign, you’ll need to choose who is going to receive those messages.

You can choose the recipients for campaigns based on three conditions in Copper:

  • Lead Status (eg. New, Unqualified, Qualified, etc.)
  • Contact Type (eg. Potential Customer, Current Customer)
  • Tag (eg. WebinarAttendee, Tradeshow19Nov, etc.)
Choosing your Copper audience in Outfunnel - lead status, tag and contact type

If you want to filter using a different field, we’re open to suggestions.

So, say for example you have a Lead Status in Copper called “New lead”. Selecting that in Outfunnel will result in that message being sent out to everyone who matches that criterion.

Please note that if you’re sending a Sequence campaign and someone matches the relevant criterion (For example Contact Type or Tag) at the time of sending the first email, but stops matching the criterion before subsequent emails are sent, then they will be automatically unsubscribed from receiving that campaign.

Personalizing emails with data from Copper

If you want to add a dash of personalization to your emails (tip: you should!), you can select from a list of the most commonly used fields as well as any custom fields you may have added to Copper yourself.

Personalizing your emails with copper email marketing integration

Syncing email engagement data to Copper

Once you’ve sent your email campaign, all your email engagement data will be automatically synced to Copper as an Activity.

sync email engagement data to Copper CRM contacts

By having easy access to your email marketing data from within Copper, you can streamline your sales process and quickly focus on the hottest leads. For example, you could build a call list from only those Leads or Contacts that have opened or clicked the latest campaign.

All of your engagement stats are synced as Activities in Copper, meaning you can create filters or view reports that use this data, for example:

  1. Get a quick overview of your engagement stats by going to the Activity tab in the Company Dashboard. You can also use this view to check individual engagement events for each contact.
  2. You can also use the People view to create a filter based on opens/clicks etc. Go to People > Show filters (the small filter icon in the top right-hand corner) > Activity type. Don’t forget to click Save Filter once you’re done creating it!

Syncing between Copper and Mailchimp

If you’re looking to sync data between Mailchimp and Copper, we hear you.

We are already working on an update to allow this and will be announcing more details in the near future.

Tracking web visits

Web visitor tracking is great if you want to prioritize or segment leads who have visited specific pages on your site.

If your sending emails from Outfunnel, and have your own website, you can also enable Outfunnel’s web visitor tracking. This will allow you to have web visit data added to Copper contacts once they’ve clicked on one of your email links.

Outfunnel allows you to create automated drip and multi-stage lead nurturing campaigns that integrate seamlessly with your CRM. We call these types of email campaigns, sequences.

Some examples of when our email sequences feature would be useful:

  • Following up after deals are won (or lost)
  • Reaching out once deals reach a certain stage of the sales funnel
  • Warming up fresh leads at the early stage of the pipeline

You can use these triggered email sequences to engage segments defined in your CRM. Email opens and clicks will be automatically recorded back in your CRM.

If you want to create an automated email sequence you’ll need an Outfunnel account and a CRM account (Pipedrive or Copper).

Getting ready to create your first automated email sequence

Before diving right in and creating your first email sequence campaign, there’s a couple of things you need to do.

1. Define your campaign’s recipients in your CRM tool

Pipedrive users: the “Recipients” dropdown lists all your public Pipedrive filters for People you’ve defined previously. If you add a brand new Pipedrive filter for People, it may take a few minutes for it to appear in the dropdown.

Copper users: Outfunnel supports Lead Statuses, Contact Types and Tags as recipients. You’ll be able to pick the relevant Lead Status or Contact Type in a dropdown or enter any tag (alas we can’t display your tags, so you’ll need to type the relevant tag).

Learn more about sending campaigns to specific segments.

2. Authenticate your domain (optional, but highly recommended)
If you want to keep your emails out of your recipients’ spam folder, we highly recommend verifying your domain. This way, email providers and clients can be confident the message was sent by us with your permission. Learn more about authenticating your domain.

How to send an automated email sequence campaign

Step 1: Go to Outfunnel > Campaigns > Sequences (or click here)

Outfunnel automated email sequences - step 1 - creating a sequence

Step 2: In the Emails section, give your sequence a name, choose the recipients (based on the Pipedrive filters or Copper tags, contact types or lead statuses)

Outfunnel automated email sequences - step 2 - adding basic information and email messages

Step 3: Now it’s time to start adding those email messages to your sequence. Click Add an email and enter the “from email” (this needs to match the domain you registered for Outfunnel with), the “from name”, subject line and “preheader” (the bit of text that appears next to or below the subject line).

Once you’ve got the basic bits sorted, it’s time to start adding your content using the visual editor. You can format text, add images and links and personalize your message using “merge tags”. Click Personalize and you’ll be greeted by a list of all the CRM data fields you can use to add that personalized touch to your emails.

Outfunnel will automatically add an unsubscribe link to the footer of every email – a legal requirement in many parts of the world (plus, it’s just good practice). You won’t be able to send a campaign without it. You’re more than welcome to customize the wording and size if you want though.

Outfunnel - step 3 - adding multiple messages to a sequence

Step 4: Next, to add another message to your sequence, click Back to sequence then click Add an email. Once again, enter the basic info and add your content, as we just covered above.

Keep adding the emails you need for your sequence – you can add up to 10 emails per sequence.

Outfunnel automated email sequences - step 4 - setting sequence delays

Step 5: Now you’ll want to add a delay to each of your messages. Enter the number of days and hours you would like to delay your messages by in their respective fields.

The first email delay is based on when a person matches the segment you’ve defined above. All the subsequent delays are from the previous message.

Also, Outfunnel checks CRM segments every hour, so setting a “0” delay for the first message will, in practice, result in a delay of 1 to 60 minutes. Delays for all the following emails are exact.

Step 6: Now, it’s time to review your sequence campaign’s settings, by clicking Settings at the bottom of the page.

Here you can update the sequence name and choose whether you’d like the sequence to go out to only new people that will start matching the segment OR everyone currently part of the segment and any new contacts added in the future. You can also check how Outfunnel will record open and click-through data in your CRM.

Looking good?

Go ahead and click that big, green Activate sequence button, then confirm that you definitely want to go live, by clicking OK in the confirmation box.

Getting insights on your email sequence’s campaign performance

You can get at-a-glance insights from the Campaigns dashboard.

Both your single email and sequence campaigns will appear here. To get more detailed stats, click the campaign name or the “More options” icon (the three, vertical dots on the right). Here you’ll find bounce and unsubscribe data as well as list of contacts who emails have been scheduled for.


Email engagement stats will also be recorded in your CRM (see below)

Some things to keep in mind when using automated email sequences

  • Check out our single email campaigns feature if you’re not looking to create an automated email sequence.
  • Outfunnel automatically records email engagement in your CRM. The default settings are:
    • Emails opened and clicked are recorded as a custom activity
    • Emails sent and bounced as well unsubscribes are recorded as a Note
  • The recipient list is auto-updated. Once you’ve built a multi-email sequence to a segment, Outfunnel checks these segments every hour to validate whether each contact should keep receiving the campaign. Once a contact doesn’t match a segment anymore (because data had been changed in the CRM), they will be unsubscribed from receiving subsequent emails in this campaign.
  • For maximum deliverability, warm up your emails with Outfunnel. If you’re sending campaigns to several thousand or tens of thousands of contacts at a time, we’d suggest starting with a few smaller campaigns first.
    • For example, with a list of 10,000 contacts, send a campaign to 250 people on week 1, 500 people on week 2, 750 people on week 3, 1300 people on week 4, etc.
    • Read more about IP warming
  • Unsubscribe means unsubscribe. Any contacts that unsubscribe are automatically removed from the list of people you can send emails to via Outfunnel, even if they match the filter that is used for triggering a campaign.
  • If you use Outfunnel to send emails, you can also automatically get the benefits of our web visitor tracking feature. This way you’ll see what leads are interested in your website, and have this recorded in your CRM as well – giving your sales pitch that extra edge.
  • Looking for some critical email functionality? We hear you. We’re making the email feature better every day (and that’s literally, and sometimes including weekends.) If you’re missing something, there’s a good chance we’re working on this already. If you have specific questions, please give us a shout.

With Outfunnel you can send email campaigns to any segment you’ve defined in your CRM. 

Choosing which segment(s) to send campaigns to if you’re a Pipedrive user

Outfunnel works off of Pipedrive data and filters ie. any segments you’ve defined with Pipedrive filters for People can be sent email one-off campaigns or email sequences. The filter visibility needs to be set to Shared (and not Private).

With Pipedrive People filters you can use person, organization, deal and activity fields as conditions, giving you powerful control over creating segments. For example, you could create filters that show you:

  • People who work in the software industry and have open deals
  • All clients who have not had any activities recorded for the past 3 months
  • All people who have an active deal in a specific stage and are based in New York

Please note that Outfunnel works off of People filters only and any Organisation or Deal filters can’t be used as segments to send campaigns to. But also note that you can use Organization and Deal statuses and fields when you set up People filters. 

For example, the People filter below lists all contacts with an open deal in a specific pipeline and stage, and with the Organisation address located in the USA.

Learn more about using Pipedrive filters

Any segments you’ve defined with Pipedrive will be available in Outfunnel as recipients if you’re creating new email campaigns, or if you’re creating an automation to sync data between Pipedrive and Mailchimp.

Segments you’ve defined with Pipedrive people filters can be used in Outfunnel

It usually takes 2-3 minutes between creating the People filter in Pipedrive and being able to access it in Outfunnel. Please make sure the filter visibility is set to Shared (and not Private).

Choosing which segment(s) to send campaigns to if you’re a Copper user

(Coming soon)

Our email marketing tool lets you send simple email campaigns as well as automated email sequences that tightly integrate with CRMs, like Pipedrive and Copper.

If you’re a Pipedrive user, you can send emails to segments based on your Pipedrive filters. If you’re a Copper user, you can send emails to segments defined by contact type, lead status or tag.

All of your email engagement data, like opens and clicks, will then be synced to your CRM.

You’ll need an Outfunnel account and a CRM (Pipedrive or Copper) account to use the email marketing feature.

Before you send out your first campaign

1. Define the recipients of your campaign with filters in Pipedrive or tags, contact type or lead status in Copper. Learn more about sending campaigns to specific segments.

Copper users can go here to learn more about Outfunnel’s email marketing integration.

2. Authenticate your domain (Optional)

We recommend that you verify your domain so that email providers and clients can be confident it was sent by us with your permission. This improves deliverability rates and helps to get your email past spam filters. Read our detailed instructions on authenticating your domain.

How to send out a single email campaign

1. Go to Outfunnel > Campaigns and click on the green “Create new campaign” button

2. In the Basics section you can give your campaign a name (so that you’ll recognize it later), enter the name displayed as email sender and choose the recipients of the campaign.

Pipedrive users: the “Recipients” dropdown lists all your public Pipedrive filters for People you’ve defined previously. If you add a brand new Pipedrive filter for People, it may take a few minutes for it to appear in the dropdown.

Copper users: alas, Outfunnel cannot list tags you use in Copper. You’ll be able to choose from your Lead Statuses and Contact Types, as well as enter any tag you want to use for targeting.

 

Please note that you can only use emails from the same domain that you registered your Outfunnel account with as the “from email”. If you’d like to use another domain, please contact our support

3. In the Compose section you can enter a subject line and use the visual editor to, that’s right, compose the email.

You can format text, add links and images and personalize the email with “merge tags”. When you click on “Personalize”, you’ll see a list of all your Person and Organization fields from your CRM you can use to personalize emails with. 

Outfunnel adds an unsubscribe link to the footer of each email. In most jurisdictions, it’s against the law to remove this link, so it’s not possible to send a campaign without it. That said, you’re welcome to change the wording to suit your needs.

4. Finally, if you click on “Review and settings” you can do a final review of the email. If you’d like to change anything in the email, you can go back to previous steps by clicking on the “Basics” and “Compose” links at the bottom of the page. 

You can also send yourself (or a colleague) a test email if you press the obviously named “Send test email” link in the top right corner.

If all looks good, click on “Send campaign” and confirm this action in the dialog window that appears. That’s it!

To resend a single email campaign, duplicate it from the Campaigns dashboard, and click “Duplicate” in the more options menu.

How to get insights on email campaign performance

Basic information about number of emails sent, open rate and click rate is visible in the Campaigns page for all sent campaigns. By clicking on the name of a campaign or the “More options” icon (the one with three dots) you’ll get access to more detailed stats, including bounces and unsubscribes.

Information about email engagement will also be automatically recorded in your CRM (see below). 

A couple of things to keep in mind

  • Use our automated email sequences feature if you’re looking to create a lead nurturing or drip campaign and have the stats pushed to CRM.
  • Outfunnel automatically records email engagement in the Contact view in your CRM (and also Deal view in the case of Pipedrive). The default settings are:
    • Emails opened and clicked are recorded as a custom activity (that you can later filter in your CRM)
    • Emails sent and bounced as well unsubscribes are recorded as a Note
  • We strongly recommend to “warm-up” your email address with Outfunnel for maximum deliverability. If you’re sending campaigns to several thousand or tens of thousands of contacts at a time, we’d suggest starting with a few smaller campaigns first.
    • For example, with a list of 10,000 contacts, send a campaign to 250 people on week 1, 500 people on week 2, 750 people on week 3, 1300 people on week 4, etc.
    • Read more about IP warming
  • Unsubscribe means unsubscribe. Any contacts that unsubscribe are automatically removed from the list of people you can send emails to via Outfunnel, even if they match the filter you’d like to send the next campaign to.
  • If you use Outfunnel to send emails, you can also automatically get the benefits of our web tracking feature. This way you’ll see what leads do on your website, and have this recorded in the CRM as well.
  • Are you missing important critical email functionality? We hear you. We’re making the email feature better every day (and that’s literally, and sometimes including weekends.) If you’re missing something, there’s a good chance we’re working on this already. If you have specific questions, please give us a shout.

So, you’ve nailed your subject line and copy. Open and click-through rates are off the charts. Now, you might want to think about replicating that success for a new audience.

Whether you’re sending a single email or multi-stage email sequence, duplicating and resending an existing campaign takes a few clicks.

Duplicating a campaign

Step 1: Login to Outfunnel and go to the Campaigns dashboard

Step 2: Find the campaign you want to resend, click the More options icon (it’s the 3 stacked dots on the right), then click “Duplicate”.

This will duplicate the campaign, and name it “Copy of …”. The status of your shiny new campaign will be set to Draft (the pen icon in the Status column) so you can make any changes you want.

Step 3: Finally, to resend your campaign, click on it and follow the steps for sending a single email campaign or email sequence.

And that’s it, campaign resent!

Having some difficulties getting Outfunnel automations to work for you? Don’t worry – we’ll walk you through it and help you get everything in order.
Here are some of the reasons why Outfunnel might not be working as expected:

My Outfunnel account is not syncing any data (or a specific contact) from Pipedrive to Mailchimp

  • Data sync is scheduled but not yet completed. Outfunnel is not (yet) real-time but runs automations every 4 hours or so. That said, you can force a sync any time when you click on the name of the Automation in Outfunnel and then click “Sync now”.
  • Email field is incorrect. Mailchimp API rejects any contacts with a missing or erroneous email address.
  • Duplicate email. If you have several emails in Pipedrive with the same email address, we only sync the contact that Outfunnel finds first. Our suggestion is to merge the duplicate contacts in Pipedrive to fix the issue.
  • No admin rights. If Outfunnel has been connected to a non-admin Pipedrive user, we won’t be able to sync private contacts. To solve this, please reconnect Outfunnel with an admin Pipedrive user.
  • Field requirements on Mailchimp side. If Mailchimp has been configured to require certain fields filled, and the corresponding fields are empty in Pipedrive, MailChimp API rejects these contacts.
  • Damaged data connections. Finally, sometimes making changes to fields or contents of fields that are synced via Outfunnel on the MailChimp end may result in partially disabling Outfunnel automations.
  • Contact has been deleted. After you delete and remove a contact from a Mailchimp Audience, you won’t be able to add them back to the same Audience. The solution is to subscribe this contact to a new Audience.

My Outfunnel account is not syncing any data from Mailchimp to Pipedrive

  • No Pipedrive to Mailchimp connection. Currently, Outfunnel only records email data and web visits for these Mailchimp contacts that have been synced to Mailchimp from Pipedrive with Outfunnel. This means you need to first create an automation from Pipedrive to Mailchimp. See here for a guide on how to do that.
    Pro tip: We recommend that you first collate your whole contact list (Pipedrive + Mailchimp) into Pipedrive and sync the all contacts, or a selection you define with Pipedrive filters, into Mailchimp with Outfunnel.
  • Different target Audiences. The targeted newsletter Audience in the Pipedrive to Mailchimp automation needs to match with the target Audience in the Mailchimp to Pipedrive automation. You can adjust that by logging into your account.

I have installed the website tracking code but I am not seeing any web visits

  • e-Commerce link tracking not enabled. Outfunnel uses MailChimp’s e-commerce link tracking to match email addresses to website visitors. This means that you need to tick “e-commerce link tracking” on the Mailchimp campaign every time you send out a newsletter
  • No newsletters sent. We can track the leads once you’ve sent out a newsletter
  • No Pipedrive to Mailchimp and Mailchimp to Pipedrive automation. We can only store website visits on your Pipedrive contacts once you’ve created a two-way sync between Pipedrive and Mailchimp. See here for a guide on how to do that.
Couldn’t find a solution? Contact us at support@outfunnel.com and we’ll help you out.

This article helps you get more out of our marketing emails feature.

We recommend that you verify your domain so that email providers and clients can be confident it was sent by us with your permission. This improves deliverability rates and helps to get your email past spam filters. You can use Outfunnel’s email feature without domain authentication, too, but you’ll probably get better results with authentification done.

For background: domain authentication is not an Outfunnel feature, but part of public email infrastructure. Email Providers like Gmail, Yahoo, and Microsoft/Outlook, use DKIM and SPF authentication as a way to scan incoming emails for spam or spoofed addresses. 

To set up authentication, you need to change some account settings with your DNS provider. If you don’t have access to your DNS records, please send these instruction to someone on your technical / IT team.

How to authenticate your domain in 3 (relatively) easy steps:

  1. Verify the email address you signed up for Outfunnel with. Simply click on the link in the very first email you received from Outfunnel. (Subject line was “Welcome to Outfunnel”).
  2. To set up DKIM (DomainKeys Identified Mail) records, go to your domain’s cPane or Zone Editor and create a CNAME record for o1._domainkey.yoursite.com with this value dkim.outfunnel.com.
    • Please note that any previously existing DKIM records would not need to be edited or removed.
  3. To add Outfunnel to your SPF records, go to your domain’s cPane or Zone Editor and navigate to TEXT records. Every domain has only one SPF TEXT record, so update the existing one or create a new one if there isn’t one in place. (To see if you already have a SPF TEXT record, open your TEXT records and look for one that would start with v=spf1)
    • Add include:servers.outfunnel.com to your existing SPF TXT record for yoursite.com
    • … or create the following TXT record for yoursite.com: v=spf1 include:servers.outfunnel.com ?all
    • (The whole SPF text record may include several domains and it always starts with v=spf1 and ends with all)

PS. yoursite.com refers to the domain you wish to use for sending emails (eg. outfunnel.com, outfunnel.eu, etc).

If you bump into challenges or if you’d like to validate whether domain authentication has been set up properly, please get in touch.

The most common frustration that people have when using both Pipedrive and Mailchimp? It’s not automatic and only syncs one-way.

While Pipedrive’s native Mailchimp integration does make it easy for you to add Pipedrive contacts to Mailchimp, it involves manual work and the data about opens and clicks does not loop back to Pipedrive. It’s ‘stuck’ in Mailchimp.

One of the things Outfunnel allows you to do is to “complete the loop” and make sure that your Pipedrive account is automatically updated when Mailchimp is (and vice versa).

Get your Pipedrive and Mailchimp synced seamlessly with Outfunnel:

  • Make all Pipedrive contacts or subset(s) you define with filters available in a Mailchimp Audience along with your fields and custom fields.
  • Keep the two databases in-sync going forward. Eg. if someone moves from Pipeline stage X to Y or a custom field is updated, this is recorded in Mailchimp automatically.
  • When people open or click on email campaigns, this data will be recorded in Pipedrive Contacts and/or Deals.
  • New Mailchimp subscribers can be copied to Pipedrive as Contacts. Alternatively, new contacts can be copied to Pipedrive only when they open or click on an email campaign.

How to automate syncing data from Pipedrive to Mailchimp:

1. Once you’ve signed up to an Outfunnel account and connected Pipedrive and Mailchimp as per on-screen instructions, go to Outfunnel > Automations and click on New automation.

2. Choose whether to sync all Pipedrive contacts or only contacts you’ve defined with a filter. Your Pipedrive filters will be visible if you click on the arrow down. As you are syncing contacts, not Deals, then only Pipedrive People filters are visible in Outfunnel.

3. Next, choose which Mailchimp Audience you’d like the contacts to be synced to. You can sync different Pipedrive filters to different Mailchimp Audiences (eg. separate email lists for different regions or pipeline stages) or you can sync multiple Pipedrive filters to the same Mailchimp Audience (eg. a filter with open Deals for each sales rep, all synced to one big newsletter Audience)

4. Finally, select which fields or custom fields you’d like to sync to Mailchimp. You can choose up to 30 fields from all your Person and Organization fields and custom fields.

  • It takes 2-5 minutes for your chosen Pipedrive contacts to appear in Mailchimp.
  • Outfunnel creates these fields in Mailchimp automatically so you don’t need to pre-create them.

How to automate syncing data from Mailchimp to Pipedrive

1. In the Outfunnel > Automations page, scroll down to Mailchimp to Pipedrive automations and click on New automation.

2. Choose whether you’d like to sync activity from all Mailchimp Audiences or a specific Mailchimp Audience only.

3. Finally, define how you’d like email activities like opens, clicks, bounces or unsubscribes recorded in Pipedrive – or simply use our default settings (which we’ve described below).

You can change these settings at any time by clicking on the name of the automation, the three dots just right of the “Sync now” button and making the changes.

That’s it! You’re ready to start sending email campaigns from Mailchimp and seeing activity reflected in Pipedrive.

Tips, observations, and useful definitions:

  • Outfunnel supports two ways to manage your contacts between Pipedrive and Mailchimp:
    • Option A. Master database of all contacts in Pipedrive, contacts synced to Mailchimp for emailing via Outfunnel. To enable this, first collate your whole contact list (Pipedrive + Mailchimp) into Pipedrive and sync the all contacts, or a selection you define with Pipedrive filters, into Mailchimp with Outfunnel.
    • Option B. Contact list in Mailchimp is separate from prospect/customer list in Pipedrive.  If a contact, defined by their email address, exists in both Pipedrive and Mailchimp, we log email engagement to Pipedrive to the right contact. If a contact who previously only existed in Mailchimp opens or clicks an email, Outfunnel can create a new Pipedrive record and a Deal. And you can also configure Outfunnel to create new Pipedrive contacts if people subscribe in Mailchimp.
  • Best results with a new Audience. We recommend to set up a brand new Mailchimp Audience to ensure everything works flawlessly, but syncing data to an already existing Audience works as well in most cases.
  • Sync frequency. Outfunnel syncs some data instantly and some every 4 hours (approximately). You can force a sync when you click on the headline of an Automation and then click the “Sync events now” button.
  • Email activity is registered on a Contact level as well as a (single) Deal level. If someone is sent an email, or they open or click an email, this is registered independently of the deal stage or pipeline in their Contact profile. This is also registered in a Deal in the pipeline you can define in the Mailchimp to Pipedrive Automation setup screen.
    • New Deals will be created in the exact stage you define in the above screen, email activity will be recorded in the Deal view even if the Deal is currently in another stage in the same pipeline. Email activity can’t be reflected in multiple Deals at the same time.
  • Single source of truth is Pipedrive. Outfunnel currently treats Pipedrive as the “single source of truth”, and any changes you make in Pipedrive will be reflected in Mailchimp. This doesn’t work the other way around. If you’d like to edit contents of a field in Mailchimp, please make the changes in Pipedrive and let Outfunnel take care of syncing this to Mailchimp.
  • Make edits on the Pipedrive end only. Furthermore, making changes to fields or contents of fields that are synced via Outfunnel on the Mailchimp end may result in partially disabling Outfunnel automations.
  • Supported field types. Outfunnel currently supports syncing the following field types: text, numbers, single selection answers, multiple selection asnwers, phone numbers, dates, addresses and monetary values.
  • Supported campaign types. Outfunnel comprehensively tracks and records data for Mailchimp’s Regular and Automation campaigns, also A/B tests.
  • The default settings for new Mailchimp to Pipedrive automations are:
    • A Note is created for each email sent
    • A custom activity “Campaign open” is created for each email opened
    • A custom activity “Campaign clicked” and a new Deal is created for each email clicked.
      • The new deal is created for Default owner ie. owner of that Person in Pipedrive.
    • Unsubscribes are recorded as Notes.
      • You can also choose a custom field to be updated upon unsubscribing. If you don’t want Outfunnel to create a new field for this, click on the drop-down arrow and choose any single-option Person field you want to be updated.
      • If you are using multiple Mailchimp Audiences, Outfunnel can update the same Pipedrive field for all Audiences or a different field for each Audience. The latter is useful when you want to keep your users subscribed to other Audiences, but would also like to filter unsubscribed users in Pipedrive.
    • Newsletter Bounces are recorded as a Note. You can also have them recorded as a “Newsletter Bounce” custom activity, or both.
    • New Mailchimp subscribers are not copied to Pipedrive by default. If you’d like to activate this tick the “Create contacts from new subscribers” box at the end of the automation setup form.
  • Learn more about the best ways to manage unsubscribes and bounces.
  • You can change these defaults and easily choose which Pipeline is used for creating new Deals and who the Owner of to-be-created deals is.
  • Notifications. If you’d like to receive email notifications about people opening and/or clicking your newsletters, you’ll need to turn on Email notifications feature in Pipedrive. (See how). Once enabled, each user can turn on Email notifications by going to Settings > Personal > Preferences > Notifications.
  • We’re currently exploring adding new Outfunnel integrations. If you’d like to request a new Outfunnel integration, let us know.

Want to learn how to get more of Outfunnel? Check out this post which describes the eight powerful automations you get with Outfunnel.

Making sure all the email addresses you have for your customers are correct can be a pain. Syncing contacts from Pipedrive to Mailchimp and have the latter reject emails can be annoying, to say the least.

Although Pipedrive doesn’t have any baked-in invalid email detection, there is a fairly simple workaround that suits 99% of cases. Here, I’ll show you how to quickly create a Pipedrive filter that will clean out your invalid email addresses.

Step 1: Create a people filter that looks for ANY of the following conditions:
Person, email, is empty
Person, email, contains, ‘
Person, email, contains, ?
Person, email, contains, !
Person, email, contains, ,
Person, email, contains, /
Person, email, contains, [insert any other symbol]

Please note that the above symbols are just an example of some common characters that are accidentally added to emails. You might want to add other symbols for a more thorough check.

Step 2: And, for extra peace of mind, have a last look through the list and see if you spot any other invalid email address.

No. If you delete an automation, Outfunnel will just stop syncing new data. All synced data will remain intact.

There’s more than one approach when it comes to sending marketing emails. One approach, is sending pared-down, conversational feeling emails using Outfunnel’s sequences feature.

Another is to send emails with lots of images, more like a traditional newsletter-type email, using MailChimp. If you’re looking to do the latter, Outfunnel makes setting things up a cinch.

With Outfunnel it’s easy to trigger drip campaigns when a new Pipedrive Contact or Deal is added, a Deal is moved to a specific stage, when a Deal is won or lost or when a custom field is edited.

Use Pipedrive’s filters for People to target the right segment

Outfunnel works off of Pipedrive filters for People. Anything you do in Pipedrive for contacts to start matching a filter or stop matching a filter (change the contents of a field, mark a deal “won” or change pipeline stage) can be used to trigger a MailChimp Automation campaign.

Here it’s worth pointing out that although Outfunnel only supports filters for People, and not Organizations or Deals, you can use People filters for pretty much anything. For example, say you’d like to send a triggered campaign to people who have open deals in the pipeline stage Negotiations. Furthermore, you only want to target people that have not bought from you before (ie. closed Deals count  = 0) and who are in the Real Estate business. You can create a filter for these people in just 40 seconds!

Setting up a drip campaign for Pipedrive contacts in 4 simple steps

  • Step 2. Create a new Audience in Mailchimp
  • Step 4. And lastly set up a Mailchimp automated campaign that triggers when people get added to the Mailchimp Audience. We recommend using the “Send when people join or get imported to your Audience” trigger in Mailchimp for that.

Things to keep in mind

Please note that when a contact stops matching the filter, Outfunnel will unsubscribe them from the campaign. For example, when you want an email sequence to go out to people in the “Warm lead” pipeline stage, and you move them to the next stage (eg. “Demo scheduled”), this can stop the sequence of emails.

Please also note that currently Outfunnel sync is not real-time but run about every 4 hours, so there may be 1 min – 3 h 59 min delay in triggering the campaign.

PS.  Pipedrive’s new Automation feature can also be used for triggered emails, but in our view, these are better suited as one-off follow-ups with people you’ve already established a relationship with, rather than marketing campaigns. Worth checking out in any case.

Our website visitor tracking feature, or simply Web tracking as we call it, shows you which of your leads are visiting your website, and which pages of your website.

This way you’ll know who appears more interested in your products and services, what they’re interested in, and whether they’re more likely to buy.

Web visitor tracking is also a key part of our lead scoring feature, allowing you to save time by focusing only the highest scoring leads.

Outfunnel matches website visitors to your contacts when people click on emails sent from Outfunnel or from Mailchimp. We’ll soon be adding more ways to match website visitors to your contacts.

Step 1. Add Outfunnel tracking code on your site.

You’ll find your tracking code in the Web tracking section of your Outfunnel account. Read more about how to install website visitor tracking code to your site.

Step 2. Start sending email campaigns from Outfunnel or Mailchimp

If you’re using Outfunnel to send marketing emails, website visitors will automatically be matched to contacts when people click on links included in any emails.

If you’re using Mailchimp, see further information at the end of this article.

PS. The more people click on your emails, the more people Outfunnel can identify, so we recommend sending a campaign or two with a very attractive call-to-action or offer to increase the number of people we can identify. 

Step 3. See website visits in Outfunnel

You’re then ready to start seeing website visits who have clicked on at least one Outfunnel or Mailchimp campaign. We’ll show you the time of the visit and the pages visited.

Step 4. Define how you’d like website visits reflected in your CRM

Go to Outfunnel > Automations, scroll to Outfunnel to CRM automations and click Configure. There you can set up an automation to send web visits to your CRM, and specify how you’d like web visits to be recorded.

In order to increase usefulness to salespeople we post web visits to the CRM with a 30-minute delay, so we can list all pages visited within the first half an hour, and the duration of looking at each page.

Step 5. Stay GDPR compliant

If you’re based in European Union or selling to people based in European Union, make sure your website’s Privacy notice and/or Cookie Policy covers consent to track people’s website visits.

We’ve provided further instructions in this article

What to keep in mind when you’re using Mailchimp to send marketing emails (and would like to use our web tracking feature)

  • Because we’re using Mailchimp’s e-commerce link tracking feature, you must have your Mailchimp account linked with Outfunnel. You can do that if you navigate to Connections section in Outfunnel and follow instructions there.
  • Outfunnel uses Mailchimp’s e-commerce link tracking to match email addresses (and so, your leads) to website visitors. All you have to do to start tracking website visitors is to tick “E-commerce link tracking” every time you send out a campaign.

First find Settings & Tracking as you’re composing a new campaign, and click Edit.

Then tick the e-commerce link tracking checkbox.

Please note that e-commerce link tracking can be activated for both one-off campaigns and automated campaigns. For the latter, navigate to Campaigns > Ongoing and click on the name of the automated campaign. Then click on Edit Workflow Settings  and tick the e-commerce link tracking checkbox.

The Outfunnel tracking code enables our Web tracking feature and lets you monitor which of your leads are visiting your website, and which pages of your website.

If you do have access to the HTML of your website (or to your content management system), you can complete the steps below yourself.

If you do not have access to your website’s HTML, email this article to your web developer or IT department.

Step 1. Find and copy your Outfunnel tracking code

Navigate to Web tracking page in Outfunnel and find the tracking code displayed in the dark blue box. You may need to click “Show tracking code” if it’s not immediately visible.

Please note: the tracking code is different for every Outfunnel account.

Step 2. Paste the code onto each page of your website

You can add tracking code to your website in one of three ways:

  1. Paste it into the header section of your website between
    and

    tags – this way it gets added to each page which features the header.

  2. Paste it above the closing body tag (between and tags) for each individual page on your website
  3. Paste it into the footer section of your website between
    and

    tags – this way it gets added to each page which features the footer.

Because every website or content management system is structured differently, we can’t provide you with exact instructions on how to add tracking code. If you’re not sure how to access the HTML code of your site, email this document to your webmaster, IT department, or technical resource.

If you’re a WordPress user, there’s a simple way to add the Outfunnel tracking code.

Install the Outfunnel plugin plugin.

Then, activate the plugin and navigate to the Settings area of the plugin. Paste the Tracking ID you’ll find in the Web tracking page of Outfunnel (just the long line of numbers and letters, without quotation marks or other code elements) into the WordPress plugin and click “Save changes”.

Outfunnel will display: Web tracking active once you’ve successfully added the tracking code.

If you’re a Google Tag Manager user, theres another simple way to add the Outfunnel tracking code

Even if you’re suing WordPress, Google Tag Manager (GTM) is still a very sensible way to manage the tracking tags you use on your site. Plus, it allows you to add much more detail to what you can trackin Google Analytics.

If you want to add the Outfunnel web tracking tag via GTM, all you need to do is follow these simple steps:

Step 1: Create a new tag in Google Tag Manager

Step 2: Name it “Outfunnel” or something easily recognizable and select Custom HTML as the tag type.

Step 3: Grab your Outfunnel web tracking code from the Web tracking dashboard and paste it into the HTML field in GTM

Step 4: Set the tag to trigger on all pages by setting the trigger type to Page view and have it fire on all pages. Save your new tag and publish your container one it’s ready to go.

Outfunnel only shows filters that have been created under the contacts>person menu in Pipedrive and are set to shared visibility.

With People filters you can use person, organization, deal and activity fields as conditions, giving you powerful control over creating segments. For example you could create filters that show you:

  • People who work in the software industry and have open deals
  • All clients who have not had any activities recorded for the past 3 months
  • All people who have an active deal in a specific stage and are based in New York

By using our services, you may consider whether it could pose a risk to the processing of personal data of your customers. This is why we have come up with this short guide explaining how to stay GDPR (General Data Protection Regulation) compliant when using our services.

Our software uses localStorage for tracking web visits. LocalStorage is a type of web storage that allows websites and apps using Javascript to store and access data right in the browser. The technology is similar to cookies and this is why you should declare the use of our software into your cookie notice.

According to GDPR, you are the Controller of the personal data of your customers and since you share that information with us and we process it under your instructions, we are the Processor of such data. One of the duties of the controller is to notify the customers whose personal data you are processing through a privacy notice and also collect consent if you deploy cookies or similar technologies (including localStorage) into their devices.

This is why, we advise you to mention Outfunnel in your privacy notice as the third party service provider who also has access to personal data. You should also bring us up in your cookie notice by listing using localStorage. Also briefly describe what our technology is used for and how long does our localStorage persist in the customer’s browser.

This guidance has a purely informative meaning and does not carry any legal rights or duties.

Example of clause about Outfunnel which could be added to your cookie notice

Outfunnel LocalStorage

We use third party marketing software Outfunnel in order to send our emails and manage our marketing campaigns. Outfunnel uses localStorage as part of tracking, so we would have information on email open rates and click through rates. Outfunnel also tracks activity on the website.

How does it work?

We embed a localStorage based tracking code on our website. When visitors come to the website, localStorage is placed in the web browser and the tracking code sends information to Outfunnel about that visitor’s web activity. Outfunnel also tracks opens of emails, clicks on any of the hyperlinks included and other email activity.

What information does Outfunnel collect?

When tracking code is added to a page, Outfunnel automatically gathers the following information:

• Page visits
• Time of each page visit
• IP Address
• Referrer (Source, Medium)
• User ID

Example of clause about Outfunnel which could be added to your privacy notice

We use Outfunnel as our third party service provider in order to create email distribution lists and manage marketing campaigns. Such processing is covered with a data processing agreement protecting your personal data.

Yes, our service is GDPR compliant. Our servers are hosted in EU and we’ve put a lot of thought and effort into keeping it safe. We don’t unnecessarily gather or process data, and we don’t gather or use data without explicit consent. We expect our customers to also be GDPR compliant.

Yes, we have an extremely high bar for keeping data secure and a suitable amount of relevant experience. Our tools and security measures are based on the more demanding end of industry best practices.

We’ll let you know and ask you to consider upgrading. Your Outfunnel account will not be paused unless you’re over the limit by more than 20% and/or we haven’t heard back from you.

Our aim is to align the revenue we generate with the value customers are getting from using the product. It doesn’t seem fair to charge for contacts you’re not actively marketing to, so our main pricing “units” are emails you send and web visits that accompany marketing activities. Companies that send more emails and get more people to visit the site pay more than those that send fewer emails. Simple, no?

We also wanted to let you flexibly choose between different ways to send email campaigns. Each plan includes a number of emails sent from Outfunnel, all email engagement data synced from Mailchimp for the same number of emails and the same number of website visits (independent of the source of visits).

For example, our Growth plan includes syncing unlimited events from up to 15,000 Mailchimp emails per month, sending up to 15,000 Outfunnel emails per month and tracking web visits for up to 15,000 people per month.

You can easily upgrade and downgrade between plans. When downgrading, excess funds will remain as credit. Switching between plans can be done at any time in the billing cycle.

No. Outfunnel works with a single Mailchimp and Pipedrive account. That said, it is possible to replace the existing account with a new one by navigating to account settings and clicking on “Reconnect”.

PS. Before reconnecting, make sure you are logged in with the new Mailchimp or Pipedrive account.

Yes. Please get in-touch with our customer success team through support@outfunnel.com.

Please email us at support@outfunnel.com.

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