Overview
Set up your CRM, sending mailboxes, and books of business so your team can start outreach. This guide is for administrators configuring Unify.Add your team
You need administrator access to invite teammates. If your organization requires enterprise SSO, arrange SSO setup before asking the team to sign in.1
Invite teammates
In Settings → Users,
click Invite and enter your teammates’ work email addresses. Choose
Non-Admin for reps and Admin for people who will manage the workspace.
Review any seat charges before sending the invitations.
2
Confirm workspace access
Ask teammates to accept their invitations using those same email addresses.
Check the users table for pending invitations before assigning their
mailboxes and workflows. See Members and roles
for invitation and access help.
Connect your CRM
Start with a workspace connection so you can enable bidirectional syncs and use CRM data for account ownership and exclusions. Choose an integration account with your CRM administrator, then follow the workspace connection instructions for Salesforce or HubSpot.1
Configure data and activity syncs
Review field mappings to choose how CRM fields correspond to Unify data
and when values can be overwritten. Review sync rules to decide which
actions in Unify should create or update CRM records and activities.Enable bidirectional syncs once these settings are ready. Allow the initial
sync to complete before relying on CRM data for ownership or exclusions.
Large CRMs can take hours or days to finish the initial sync.
2
Choose how reps access the CRM
If reps should use their own CRM permissions, configure
Salesforce connection preferences
or HubSpot connection preferences.
Ask each rep to authorize their own account using the integration guide’s
user connection instructions.
Provision sending mailboxes
Choose whether the team will use dedicated Unify-managed mailboxes or connect existing work email accounts. Each sending mailbox is assigned to a user.- Unify-managed mailboxes
- Work mailboxes
Unify typically provisions your initial mailboxes during workspace creation
and onboarding based on the volume in your contract. Check which mailboxes
are already provisioned before requesting more.
1
Review your mailboxes
Open Settings → Mailboxes
to review your team’s mailboxes. If you need more, click New mailbox,
then Buy managed mailboxes. You need permission to manage billing
to request mailboxes. If this option is unavailable, contact your Unify
team to arrange setup.Select the users, enter the number of mailboxes for each, and confirm
where their replies should be forwarded. Review the allowance and
any additional charges before submitting the request.
2
Allow time for setup and warmup
Unify prepares the domains and mailboxes. Review the request in the
Pending tab and check its estimated warmup completion date. Allow
about three weeks for warmup and confirm readiness before sending.See Unify-managed mailboxes
for the full setup and maintenance guidance.
Set up books of business
An engagement policy defines account ownership and which companies a team can claim or contact. It needs a workspace CRM connection with bidirectional syncs enabled. Decide which CRM field represents ownership, such as account owner or BDR owner, before creating the policy.1
Define ownership and engagement rules
Create an engagement policy
for each team that needs different rules. Select its ownership field and
users, and confirm each person’s CRM identity mapping.Choose which existing CRM companies and new companies the team can work.
Set the rules for claiming unassigned accounts and contacting accounts
owned by another rep. Add exclusions for companies the team should avoid.
For policy members, these exclusions replace sequence ruleset exclusions.Review and publish the policy, then confirm its user assignments.
2
Set account priorities
Create a book ranking using
the signals that matter to your team. Apply it to the policy and choose
how much reps can customize those priorities.
3
Review the resulting books
Review a rep’s accounts with them and confirm that ownership, eligibility,
and priorities match your expectations. Share
Work your book for the daily
workflow and Account eligibility
for understanding the team’s rules.
Prepare outreach
1
Prepare the team's sequences
Create a sequence for your initial
audience. Choose the email and task steps, review personalization, and
decide which messages need a rep’s approval.Select a ruleset for enrollment limits,
applicable exclusions, and task assignment. Choose a
send schedule, review mailbox capacity,
and publish the sequence when it is ready.
2
Configure the channels your team will use
For calling, complete dialer setup and assign
numbers to the people who need them. If the team handles replies in Slack,
configure shared reply alerts.If you plan to use website or product activity in prospecting and book
rankings, configure website tracking
and the relevant integrations.