ProspectIn Scenarios: The Complete Guide to Understanding Everything
LinkedIn campaigns (ProspectIn scenarios) are automated sequences of actions. This feature includes all the actions that can be performed via our tool: visits, follow-ups, connection requests, messages; The goal is to automate your tasks in the context of B2B prospecting on Linkedin. It’s one of our flagship features, and we are very proud of it!🌟 But you need to understand how it works in order to use it in the best way possible. 😁
The scenario feature can be accessed in the Advanced and Enterprise subscriptions. You can create a scenario from the “Campaign” tab by clicking on the “Scenario” section and then clicking on “Create a scenario”. You can choose from one of our templates. You will then have to fill in the different fields of the scenario; note, message, delays. Select the prospects on the left part of the screen and “Launch” the scenario. Clicking once on the checkbox at the top left-hand side of the page, will select all the prospects on the page, which equates to a maximum of 100 prospects. You can then go through each page one by one, selecting all the prospects on each page with the click of the button. However, if you want to select all the prospects in the Campaign at once, all you need to do is double-click the selection checkbox at the top left-hand side of the page:
The scenario is programmed to work alone from the moment it is launched. The first step of the scenario that is sent first, and, therefore, queued. The actions will be executed according to the active days and times that you have defined in the parameters and according to the daily quotas:
Connection requests: between 80 and 100 actions
Follow-ups: between 80 and 100 actions
Visits: between 80 and 100 visits
Messages: between 120 and 150 messages
The scenario requires conditions to be met in order to progress and move prospects from one step to another. There are several conditions that must be met depending on the scenario:
The prospect has accepted the connection request
This condition must be met when your scenario contains a connection request. As it is not possible to exchange messages with someone you’re not connected to and who is not part of your network, a message cannot and will not be sent until the prospect has fulfilled the “accepted the connection request” condition.
The prospect has read the message
This condition is usually fulfilled after the first message has been sent. In order to avoid being considered as spam, the prospect must have read/seen this first message before you can send a second one, which is generally a reminder following their lack of response. NB: As soon as a prospect responds to a connection note or a message, they automatically exit the scenario so that they do not receive the follow-up message
To check if the person has seen your message, you have to activate a parameter on Linkedin, the read confirmation. Go to Linkedin:
- Click on your profile.
- Click on “Preferences and Privacy”.
- Click on “Communication” and “Messaging experiences”.
- Activate the reading options.
Good to know: when you activate the read confirmation, users will also be able to see when you read their message In addition to conditions having to be met, with the scenario feature there are also delays between each step that must be respected:
There are delays between each step, the minimum delay is 1 day and the maximum delay is 30 days.
🔺 The delays are only taken into account when Prospectin is running, that is, when the computer is on and Linkedin is active.
Delays are determined by default in the scenario structure, but you can modify them: When a scenario indicates that the next action will be performed 1 day later, it means that the next action will be sent 1 day after the condition has been met.
My prospect has fulfilled his condition more than 24 hours ago and has not moved to the next step
The progress of the prospects in a scenario works as follows:
- The prospect has fulfilled the expected condition for moving to the next step. For example, he/she accepted a connection request.
- Every 12 hours, an update of the prospect’s status is performed: if they have fulfilled the condition and the delay between the two actions has been reached within the last 12 hours, the action will be queued.
- The delay between the condition being fulfilled (action performed by ProspectIn in the case of a visit or a follow; request accepted in the case of a connection or message seen/unseen in the case of a message) and the execution of the action is therefore between X days and X days + 12h (where X is the delay between the two actions). This can explain why the delays are sometimes more than 1 day.
When you put an action in the queue, it is the time the action is executed that counts, not the time it is put in the queue.
In the case of a connection action, it is the day and time of acceptance that counts, not the time the request was sent.
For a delay of X days between 2 actions, it can therefore take X days + 12 hours maximum before the next action is queued.
If the prospect responds to my message or my note, does he/she leave the scenario?
Yes, they do. By default, in all our scenarios, prospects who respond to one of your messages or connection notes automatically exit the scenario. You can then treat them individually based on the response they gave you.
What happens to my scenario when my trial period ends?
The trial period gives you access to all the features of the Advanced subscription, including Scenarios. At the end of your trial period, you will switch back to the standard version, so you will no longer have access to the scenarios and they will automatically be paused. They will resume where they left off when you take out a paid subscription.
How do I remove a lead from a ProspectIn scenario?
You can remove a lead from a scenario from the “Scenario” tab:
What is the connection note? Is it mandatory?
The connection note is a small message of 300 characters maximum that allows you to bait your prospect into accepting your request. Several strategies exist to approach your customer. The connection note is not fully displayed when your prospect receives the connection request:
It is when you accept the connection request, that the entire connection note will open in a conversation in Linkedin messaging. This may explain why you see a different time and date than what you have scheduled in your working days & hours in Prospectin.
⚠️The date and time you see in LinkedIn messaging is when the prospect accepted your connection request, and not when you sent it
The connection note is not mandatory: This means you can decide not to send one, and only the connection request itseld will be sent.
In this case, you can validate the note even without adding any content:
- In your scenario, or in the “Connection” section, click on “Add a note”
- Click in the blank space where you’d usually add a note
- Validate without note
Can I modify my running scenario?
You can modify the messages and delays in a running scenario from the “Campaign” and “Update and Launch” tabs. However, this modification will only be effective for actions that are not already in queue. For queued actions, you will have to delete them: Please note: The moment you remove these actions from the queue, the prospects concerned will be removed from the scenario You will then have to launch them again in a new scenario:
- Go to your campaign.
- Click on “Scenario”.
- Fill in the message fields with the new message you wanted to modify.
- Filter by “not in a scenario”.
- Select the prospects that come up in this search.
- Run the scenario.
When you click to “Launch” the scenario, a red box may appear in the upper-right hand corner with an error code. This means that something is preventing your scenario from launching. Here is the list of errors, what caused them, and how to resolve them:
You attempted to launch a scenario that includes a connection request with at least one prospect you are already connected with, or have a pending status with (meaning you sent them an invitation but they have yet to respond), or that has an unknown status (meaning the tool was unable to retreive the prospect’s current status)
Solution : You need to check the statuses of your prospects. If some are connected or on hold, you can’t include them in a scenario that has a connection request. If there are prospects with an unknown status, you need to run a “Visit” action before running the scenario, in order to retrieve their current status.
You attempted to launch a scenario that includes a message in the first step with at least one prospect with whom you are not connected
Solution : You cannot send a message to someone you are not connected to, so you must first send a connection request to that prospect, and you must only include connected prospects
You attempted to launch a scenario on at least one prospect that is already in a Scenario
Solution: you can’t launch actions on a prospect who is already in a Scenario. So either wait for their actions to be completed so that they exit the Scenario, or manually remove them from their current Scenario.
15,000 leads are already running in scenarios, you have reached the limit.
Solution: You must wait for some scenarios to be completed, or delete some
You attempted to launch a scenario that includes a follow action with at least one lead who you are already followung
Solution : You cannot assign a lead that is already being followed into a scenario that includes a following step. You will have to put them into another scenario
Prospect not found
Solution : This error appears when you have deleted one or more leads from the tool, but they are still displayed. You need to refresh the page to show an up to date list of prospects in your CRM.
Message or connection note name is already in use
Solution: You can’t create and use a message or a connection note with the same title as a previously created message or a connection note. You will just have to change the name of the note or message.
If you encounter any other errors, please feel free to report them to the support team via chat! 👀
From the moment you launched your first scenario, you will be able to follow its progress: steps, states, delays, statistics etc
You have a table that groups all the prospects that are in your scenario. The Prospects column gives you their first and last names.
The Stage column allows you to know at which stage of the scenario the prospects are. The numbers translates into the stage name. They will take a punctuated form, so, 1.1, 2.1, 2.2 etc. If the first number is a 1 (1.1 ), this would indicate that the prospect is on the first step in the Scenario. It would be written 1.2 if that same action was to be repeated in the next step.
The stage number 2.1 means that the prospect is on the second step in the Scenario. In the example above, the second step is a connection action.
The next stage in this example is stage number 3.1. This is a message action. The 3 indicates that the prospect is on the third stage. In this scenario there are multiple messages that will be sent. So we will see ” 3.1; 3.2 ..”. That means in the same stage, there are different message options.
The Status column provides you with more information. You have sent a connection request, so you are in the Connection Stage. But even though the invitation has been sent, the condition states the prospect must accept it before they can move on to the next step. So in the Status column you will see “Waiting for condition to be met”
The different states of the scenario
Waiting for X day(s) for the condition to be met
Action X has been sent, and requires a condition to proceed to the next step. The prospect must fulfill the condition within X timeframe in order to move to the next step, otherwise, they will will exit the scenario.
Condition fulfilled, waiting for X day(s)
The condition has been fulfilled, but a delay X number of days must be respected before the action is sent.
Should proceed to the next step soon
The condition has been met and the delay has been respected. The next action will be sent to the queue at the next update of the scenario. (see Part 2: How does the scenario work?)
The action is in queue
The action is and is in queue. You can check the “Queue” tab for the execution time (how long before the tool will actually perform the action).
The prospect is out of the scenario because they didn’t fulfill the requested condition within the time limit set by the scenario.
The action has been stopped for a reason. Generally, it is related to the connection note associated with the connection request, if it exceeds the allowed characters (299 characters are allowed in the note), then LinkedIn blocks the action. It can be related to something else, so if you’ve checked the connection note and it is not too long, you have to come and ask the support team via chat!
The prospect has responded to the connection note or message and has left the scenario.
Statistics of your LinkedIn campaign in the ProspectIn scenario
Contrary to the statistics of the General Dashboard which groups all the campaigns (including all the scenarios made in these campaigns), the statistics in the Scenarios tab provides you with the statistics in individual scenarios.
On the left side
You have an insert that gives you quick figures with icons:
Number of leads currently in the scenario
Number of people who have left the scenario
Number of connection requests sent via this scenario
Number of messages sent via this scenario
Number of people followed via this scenario
Number of people visited via this scenario
Here you have data on the acceptance rate, response rate and messages seen expressed in percentages and pie charts.
the acceptance rate takes into account all the people who accepted your connection request in the scenario
the response rate takes into account the responses to the notes sent as well as the messages in the whole sequence of the current scenario
Simple scenarios are scenarios, which do not have many steps.
🏆 The darling: the DEXTER scenario
The first step is a profile visit, which will be sent on the D-Day of your scenario launch. The next day is the delay day where there is no action, the delay must be respected before the prospect goes on to the next step, the connection request. Once the lead update has been done (every 12 hours) and the delay has passed, the connection requests will be queued to be executed. You can see that there are 2 possible paths : -Either the prospect fulfills the given condition, in which case they go to the next step after the 1 day delay, -Or the prospect has not fulfilled the condition after 15 days, in which case they leave the scenario by taking the left path.
Once the connection requests have been sent, the condition to be met is “the prospect must accept the connection request”.
From the “Scenario” tab, you will see the status “Waiting for X days condition”. Your prospect accepted the connection request on Day X, so they fulfilled the requested condition. The delay between the 2 actions starts, i.e. 1 day.
From the “Scenario” tab you will see “Waiting for X days”. The next day is the day of delay when no actions will be performed. After the 12 hours update of the leads, the message action will be queued.
5 days after the “message” action is performed, the lead will exit the scenario.
🏆 The effective: the ARROW scenario
This is a simple, linear scenario that has only one possible path and requires only time conditions. The first action that will take place is the profile visit. The condition to proceed to the next step of the scenario is the respect of one day of delay between the visit and the action followed by the profile.
Once the follow action has been queued and sent, there is a one day delay before the prospects move on to the connection request action. One day after the connection request is sent, the prospect exits the scenario, whether or not they accepted the invitation.
Complex scenarios have more steps & paths than so-called simple scenarios.
The NARCOS scenario
💡 This scenario is very interesting because with its two different message paths, even if the condition is not met, the prospect will still receive a reminder.
The first action is a connection request.
This is the same process as the one provided explained above.
The condition is that the prospect must accept the connection request within
When this is done, there is a one-day delay + the 12-hour lead update that takes place, before a message action is sent.
Following the first message, there are two possible paths:
- The message has been read, which fulfills the condition and, after a delay of 5 days, a second message will be sent.
- The message has not been read, it does not fulfill the condition, so it goes through the right path which has the condition “the action will be sent X days before the previous action”
👌 With this scenario you obviously have to change the delays, so that you don’t have two 5 day delays. There wouldn’t be much point. Give the prospect time to see the first message and after 7, 8, or 15 days, if they still haven’t read it, then you can program the scenario to send them a new message.
Prospects exit the scenario in both paths after X number of days.
LA CASA DE PAPEL scenario
This scenario begins with the sending of a message. There are two possible paths A and B, which themselves break down into two paths. The choice of the path is made according to the delay when the prospect fulfills a condition
-Take left path A: If the prospect has fulfilled the condition (“saw the previous message”) within 15 days, they will take path A.1.
In this case, there is a delay of X days (1 by default in the scenario), before the second message is sent. The prospect will take path A.2 and A.2.1 if after 10 days they had not fulfilled the condition (read the message). They will still receive a message.
-Let the right path B: The condition for taking path B is “the action will be performed 10 days after the previous action” so if the prospect has not met the condition of path A within 10 days, they will automatically take path B. The two conditions for the next step that determine whether the prospect will take path B.1 or B.2 are identical to the conditions for path A.1 and A.2: The prospect has read message B within 10 days, he will take path B.1 and then B.1.1, if they have not read the message, they will automaticallytake path B.2.
We offer a wide choice of scenarios as you can see. The best scenario for you depends on the prospecting strategy you want to employ and for whom.
I want to maximize my acceptance rate to extend my network, without sending a message
Recommended scenarios: THE FLASH; ARROW
We can say that the visit maximizes the chances of your connection request being accepted, which is why these two scenarios start with a profile visit.
I want to send directly a connection request followed by one or more messages
- BREAKING BAD.
- RICK & MORTY.
- GAMES OF THRONES.
- BETTER CAUL SAUL.
- BLACK MIRROR.
- THE WITCHER.
- THE WALKING DEAD.
- TWIN PEAKS.
- PEAKY BLINDERS.
- THE SOPRANOS.
- PLANET EARTH.
- SEX AND THE CITY.
- SOUTH PARK.
- SILICON VALLEY.
- BIG BROTHER.
- THE OFFICE.
- THE WIRE.
- HOW TO SELL DRUGS.
I want to make myself visible to my prospects and initiate contact and follow-up
- STRANGER THINGS.
- HOW I MET YOUR MOTHER.
I want to send a message followed by another follow-up message to relaunch my 1st level relationships
- LA CASA DE PAPEL.
- BIG BROTHER.
There you have it, you know everything there is to know about creating a LinkedIn campaign with the Scenario feature! 🚀