Every Sunday, before the first send: read deliverability and replies for the week, then raise, hold or cut the caps. Thirty minutes, one page, one decision per inbox.
Opens are not on the list: privacy features make them unreliable, and the Engine judges messages on replies. Reply rate and positive share use the thresholds in the Acquisition Engine.
| Metric | How it is counted | Where to read it | Healthy | Alarm |
|---|---|---|---|---|
| Sent | Emails, WhatsApp, DMs, dials, per inbox and per channel | Sequence tracker; conversations | Matches the quota | Under quota 2 days running |
| Bounce rate | Hard bounces / emails sent, worst single day | Email stats per inbox | Under 2 percent every day | Over 2 percent any day; over 5 percent is a cut |
| Spam complaints | Complaints / emails delivered | Google Postmaster Tools for the outreach domain | Under 0.1 percent | 0.3 percent or more |
| Reply rate | Firms that replied / firms that got at least email 1 | Reply log; AE Reply Class | 6 to 12 percent | Under 3 percent |
| Positive share | Positive or curious replies / all replies | AE Reply Class | Over 40 percent | Under 25 percent |
| Audits booked | New calls on the audit calendar from outbound | Audit calendar | Weekly quota met | 0 for 2 weeks with replies coming in |
| Unsubscribes | Unsubscribes / delivered | Email stats | Under 1 percent | Over 2 percent |
| Ready records | Records tagged ae: gate-ready not yet started | Contacts view | 2 weeks of new sequences or more | Under 1 week |
Caps move once a week, on Sunday, never in the middle of the week except to stop. The bounce halt during the week is automatic: over 2 percent on a day stops that inbox for the rest of the day.
| If last week | Decision | Do this |
|---|---|---|
| Clean: no day over 2 percent bounce, complaints under 0.1 percent, reply rate 3 percent or more | Raise | +10 per inbox per day, up to the ceiling of 50 |
| Any day bounced 2 to 5 percent | Hold | Verify every address in the next batch before it is released |
| Complaints 0.1 to 0.3 percent | Hold | Check the unsubscribe link, the targeting and the first line |
| Any day over 5 percent bounce, or complaints 0.3 percent or more | Cut | Halve the cap, rest the inbox 2 days, check the domain records and the list source |
| Reply rate under 3 percent, delivery clean | Hold | Second week in a row: the message or the wedge is wrong. Rewrite before the next wave; more volume will not fix it |
| Reply rate 3 to 6 percent | Raise allowed | Test one message change this week |
| Positive share under 25 percent | Re-score | The wrong firms are replying. Re-score the next batch before release |
Put in last week's numbers for one outreach-domain inbox. The answer follows the rules above. In Phase 0 the normal inbox stays at 15 whatever the answer: raising it is not allowed.
Tokens in pink are filled in each week. The reviewer's name follows the sender dropdown on the cold outreach pages.
Weekly outbound review - week of {{week_start}}
Phase: {{phase}} Reviewed by: {{sender}}
SENT email {{emails}} | WhatsApp {{wa}} | DM {{dm}} | dials {{dials}}
Quota met on {{days_met}} of {{send_days}} send days
DELIVERY
Worst-day bounce: {{bounce}} percent Complaints: {{complaints}} percent
Unsubscribes: {{unsubs}}
REPLIES
Reply rate: {{reply_rate}} percent (last week {{reply_prev}})
Positive share: {{positive}} percent
Audits booked: {{audits}} against a quota of {{audit_quota}}
DECISION PER INBOX
{{inbox_1}}: {{raise_hold_cut}} -> new cap {{cap_1}}
{{inbox_2}}: {{raise_hold_cut}} -> new cap {{cap_2}}
TOP OBJECTION THIS WEEK
"{{verbatim}}"
NEXT
Ready records left: {{ready}} ({{weeks}} weeks)
Next batch ordered: {{yes_no}}
One change being tested: {{change}}The first review has nothing to read yet. This is the starting line the first real week will be compared with.
| Measure | Now | Why |
|---|---|---|
| Emails sent | 0 | Day 0 not run, so email 1 cannot be written |
| WhatsApp sent | 0 | Follows email 1 |
| Bounce rate | - | Nothing sent |
| Reply rate | - | Nothing sent |
| Audits booked | 0 | Audit calendar, 1 Sep to 31 Oct, no bookings |
| Email campaigns | 0 | None in Client Zero |
| Outreach workflow | None | One draft, Personalized Outreach Generator, is not an outreach sequence |
| Outreach domain | None | Not bought; msg.kyntlo.com is in warm-up for marketing |
| Ready records | 0 | 37 at the Day 0 gate, 2 on hold |
First real review: Sunday 25 Oct, if Day 0 runs on 13 Oct and wave 1 email 1 goes on 18 Oct. That week is the phase-zero test: 2 to 3 replies from 15 means scale, 1 means retarget, 0 means change the wedge.
DMARC. After 30 clean days on a sending domain, move the policy from none to quarantine. Read the aggregate reports first.
Records. SPF, DKIM and DMARC still pass on every sending domain. msg.kyntlo.com is set up; the outreach domain needs the same before warm-up starts.
List hygiene. Suppress contacts with no open in 90 days from marketing sends. Cold records closed at day 21 come back only through the 90-day re-score.
Placement. Send one message from each inbox to a test address on each major mail provider and check it lands in the inbox, not spam.