Sequences Overview

Mixmax Sequences allow you to personalize bulk outreach campaigns with the use of emails and tasks. Sequences let you choose when you want to distribute each email while setting conditions on how recipients navigate through the stages of your sequence. 

Standard Processing Timeline

We understand that timely execution of sequences is critical to enabling your workflows to operate smoothly.  Sequences can be complicated and may be used to perform a significant number of events at a time. We have built our system to be highly scalable and performant, while enabling your data to be secure. Typically, sequence stages will take under 5-10 minutes to distribute from the time they are triggered to run. Occasionally they may take up to 60 minutes if there are extreme spikes in simultaneous sequences being sent.

Video Overview

This quick video goes over how to create and use a new sequence.  

Create a Sequence

Go to the Sequences section of your dashboard and click '+ New Sequence' at the top of this page. Make sure to give your sequence a title in the box that pops up.

Step 1: Add recipients

Import a list from Salesforce, a contact list, or a CSV. Alternatively, you can manually add email addresses by typing or pasting them into the table. Please note, you can skip this stage if you want to add recipients after building your sequence. Simply click on 'Next: Edit Stages' in the bottom, right.

Import a CSV

Drag and drop it in the window, or click CSV. Your CSV must follow our guidelines found here.  In particular, all email addresses must be in a column named “Email” (no quotes, not case sensitive).   

Import a Salesforce List

Growth and Enterprise users can import recipients from Salesforce lists: just click the Salesforce button in the upper left. Search for any list of Contacts or Leads and we’ll import the records into your sequence, complete with all available fields.

Add Recipients From Gmail

You can also add a recipient to a previously activated sequence directly from Gmail. Learn more about adding a recipient from the compose window.

Add Recipients From Salesforce

Growth and Enterprise users can add a list of Salesforce Contacts or Leads to a Mixmax sequence — all without leaving Salesforce.

Head over to any list of Contacts or Leads, and click Add to Mixmax Sequence. To ensure perfection, verify imported data before you send. Learn how to connect Mixmax to Salesforce here.

Edit recipient data

Just click any cell to edit recipient data before sending. This is a great time to make sure all first names are capitalized!

Step 2: Edit Stages

Add Content to Stage 1

First, you will want to add content to your Stage 1 email, including text, enhancements, templates, images, or a calendar link.

Conditions To Send Follow-up Stages

Click “Add another stage” underneath Stage 1 to add follow-up stages. While you can add content to your follow-up stages, similar to Stage 1, you can also build conditions for when these follow-up stages should be distributed:

If:

  • Trigger: Distribute this stage if the previous stage is not replied, not read, or regardless.
  • Number of days or hours: How many days or hours after the previous stage is distributed should this stage be distributed.
  • Type of day or hour: Choose between Weekdays (Monday through Friday), Days (every day of the week, including weekends), and Hours. Holidays are not considered when using any of these conditions.

Then:

  • Send an email or add a task (for Growth and Enterprise users). Enterprise users can even add a Salesforce task to a sequence.
  • As a reply: select “Yes” to thread the stage with previous stages. Select “No” if you want to send the new stage as a unique thread with a unique subject line. Learn about subject lines in sequences.

Insert Variables

When adding recipients to your sequence, the column headers you add (like Email, Name, or Company) are automatically turned into variables you can use to personalize your email. Type any of the variables in the subject line or body of your message or click the 'Insert Variable' button to insert them. Learn more about sequence variables.

Use Templates

Choose your template from the Templates menu in the top right corner of the compose window, or type a semicolon ( ; ) followed by the name of the template.

Add templates to your sequence to ensure your campaigns are consistent and super efficient. If you add a template to a sequence stage, analytics from your sequence and your template will be aggregated when filtering by this sequence in your Live Feed.

Test Email

Click the “Send myself a test email” button at the bottom of a stage.  Confirm everything looks good before sending to your prospects!

Schedule Stages

Once you have added recipients to your sequence, you can schedule the exact date and time Stage 1 will be sent. You can also use our Smart Send Times feature if you're on our Growth or Enterprise plans.

Personalize for Individuals

On Growth and Enterprise, you can personalize stages for each recipient. Click the recipient's email address on the left to personalize their email or edit the send time for this recipient.

Step 3: Activate

After adding recipients, making necessary personalizations, and scheduling when Stage 1 of your sequence will be distributed, you can click on 'Activate Recipients' to distribute your sequence.

Feel free to navigate to the 'Settings' tab of your sequence to alter the tracking requirements, advanced settings, and personal settings or share this sequence.

Tracking Requirements

Opens and replies are always tracked for sequences.  This is necessary to set conditions for follow-up stages.

Choose whether to track clicks and downloads, log to Greenhouse (Enterprise only) or Salesforce (Growth and Enterprise), or sync to Mixmax.  

Advanced Settings

Learn all about our advanced sequence settings under the “Advanced Settings” section including who your sequence should or should not be distributed to, additional ways to remove a recipient from a sequence, and adding an unsubscribe link.

Personal Settings

These settings are not shared with your Group.

Add a CC or BCC address to log events to other CRMs or to add a CC'd or BCC'd recipient.  You can also enable desktop notifications.

Share this Sequence

    Choose the access level for the Groups or individuals you share your sequence with.

    • Read Only: allowed to view and distribute only.  
    • Read Write: allowed to edit sequence, including content and settings. When the content and settings are edited, it will apply to everybody who has access to the sequence.

Sequence Reports

Once you’ve activated your Sequence, you can see high-level reports of its performance from your Sequences page. Learn more here: Sequence and Recipient Reports.

Cancel Your Sequence

Learn how to end an active sequence here: End an active sequence.

Learn how to exit particular recipients from an active sequence here: How are recipients removed from a sequence?

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.

Still need help? Contact Us Contact Us