Platform admin Outreach foundations checklist

Optimize your account setup, manage pipelines, and execute deals effectively with this platform admin Outreach foundations checklist, designed to enhance your prospect engagement and achieve performance goals.

I'm new to Outreach I'm an existing Outreach user
Days 1-30

Initial account setup

Begin configuring baseline settings in your Outreach instance.

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Configure Administration settings

  1. Review settings in the General tab to set restrictions and parameters to better protect and maintain consistency for all users.

    • TIP: Sequence limits should be set between 2-5 steps

  2. Add a company logo for display on public calendars.

  3. Configure email settings to improve email deliverability and establish governance.

    In the Email tab:

    Other email configurations and best practices:

  4. Automate tasks, get insight into account risks and pipeline goals, and boost productivity by enabling GenAI features for your organization.

  5. To establish governance across the Outreach platform, create user Profiles and configure permissions based on the requirements of your team

  6. Configure Product Administration and Account Purchases to drive customer retention and expansion by enabling users to track their account's purchased products.

  7. Enable purposeful duplicates to improve tracking and CRM record maintenance.

  8. Configure call settings to streamline rep call activity and gain insight into call outcomes to improve reporting.

Kaia configuration

  1. Set up Kaia for your organization to bring the power of real-time conversation intelligence to calls and meetings.

    Based on your company's conferencing solution, use the following guides:

    BEST PRACTICE: For teams that use Zoom or Teams, have Kaia automatically join calls. To do so, have users enable auto-join in their Personal Settings and ensure that meetings meet minimum requirements.

  2. Configure Kaia features to help new reps ramp up faster, enable sellers to run more productive meetings, and empower managers with the details and trends of their rep’s conversations.

    Once Kaia has been enabled in your instance, complete setup of these features:

Forecast configuration

  1. Enable forecasting for your organization so reps and managers can forecast and plan in Outreach.

  2. Configure forecasting and pipeline management features so revenue teams can accurately predict outcomes and build a data-backed, achievable revenue plan.

Sync data

Once you've configured all org settings you will need to work with your CRM admin to sync your data into Outreach before assigning users. See these University Courses and the Outreach Knowledge Base for CRM and data sync guidance.

Days 1-60

Content

Operationalize your sales playbook with content in Outreach.

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Content foundations

  1. Build a content committee for ultimate ROI

  2. Work with sales leaders to implement an account-based sales process and strategy and learn how you can use Outreach content to build quality pipeline at scale.

Building content in Outreach

  1. Create sequences for your team to drive deeper engagement. 

    Consider creating and customizing the following sequences using Outreach Blueprints, which have best practices, tasks, timing intervals, variables (and more!) built in:

  2. Create templates so reps have easy access to accurate, brand-approved emails that they frequently use.

    Consider creating and customizing the following templates using Outreach Blueprints:

  3. Create snippets so reps can easily add accurate, brand-approved content into the emails they’re sending.

    Consider creating and customizing the following templates using Outreach Blueprints:

  4. Create meeting types for recurring meetings for a more efficient scheduling experience and set up automated meeting reminders to reduce cancellation and no-show rates.

    We recommend creating meeting types based on your sales cycle and your most common customer calls:

  5. Create a Success Plan template with your standard deal steps and success criteria to scale your sales process and improve methodology adoption.

Platform management

Finish setting up your Outreach instance by creating automations to power the customer lifecycle and implement features that ensure your data is secure and your team has the right permission levels to do their best work.

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Workflow automations

  1. Create rulesets to automatically make adjustments based on how a prospect progresses through a sequence.

  2. Add schedules to ensure emails are delivered when a prospect is near their inbox and tasks are created when reps are able to process them.

  3. Use triggers to power automations in Outreach that drive rep efficiency and create customer value.

Organization and governance

  1. Manage groups of users and give them access to the content and reporting views relevant to their role.

  2. Review and leverage applicable retention features in Outreach to safeguard customer data.

  3. If desired, enable the Kaia daily export feature to bulk export Kaia recordings and transcripts to limited storage providers.

Launch

Add users to Outreach so they can begin creating and closing more pipeline.

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Allocate Kaia licenses

  1. Allocate Kaia licenses so your team can use Kaia on their meetings and Outreach Voice calls.

  2. Add users to Outreach so they can begin creating and closing more pipeline.

Instance configuration resources

Use these resources to learn more about how to use setup, administer, and maintain your organization’s Outreach instance.


Strategy articles

  1. Outreach strategy

  2. Sales and revenue operations strategy

University courses

  1. System configuration

  2. Content

  3. Users and permissions
Days 1-180

Ongoing maintenance

Maintain your entire organization’s instance for optimal performance and health.

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  1. Perform monthly maintenance to ensure successful sequence outcomes and user performance.

  2. Each quarter, take time to review prospect, user, and email health in Outreach to maintain optimal instance performance.

  3. Use reporting in Outreach to measure the success of your content to better enable sellers to perform to their full potential and ensure your message is resonating with customers.