Outreach Mission Control
📈 At a glance
Next gate: Jun 16 — Phase 2B ramps Instantly to 80/day and loads 386 Tier C contacts.
Engagement totals span all 13 HubSpot sequences (898 all-time enrollments) plus the Instantly campaign. Instantly opens aren't counted — tracking pixels are deliberately off to protect deliverability. Tier A bulk enrollment completed Jun 10, so its engagement is just starting to accrue.
📊 Strategy & Pipeline Overview High level
Four lead sources, worked through the channel that fits each. Tier coverage at a glance:
| Source | Channel | Pool | Enrolled | Status |
|---|---|---|---|---|
| Doja (Limitless-sourced) | HubSpot | 288 | 143 | Active |
| Andy's list — Tier A HOA | HubSpot | 249* | 47 | Active |
| Andy's list — Tier B HOA | Instantly | 45 | 45 | Active · Phase 2A |
| Andy's list — Tier C PM-co | Instantly | 386 | 0 | Loads Jun 16 |
| Altavista (inbound estimates) | HubSpot | 262 | 96 | In progress |
| Manual research (hand-picked) | HubSpot | 158 | 131 | Active |
| Legacy revival (pre-2026 leads) | HubSpot | 592 | 237 | Wave 1 done |
*Tier A — why pool 249 vs enrolled 47: 249 is total companies imported. Of those, 65 contacts have a known email — 47 now enrolled (bulk enrollment completed Jun 10), 3 finish Jun 11, and 14 were excluded as shared mailboxes (frontdesk@, lockbox@ — not real people). Of the remaining companies, 109 are managed by PM firms whose contacts are already in our sequence — they're reached through that relationship. Contact discovery for the rest is underway: the Jun 11 pilot found named property managers for 34 more properties (one manager covers 13 communities); the full contact list completes Jun 15.
🎯 The outreach engine — leads by source All channels
Five parallel sources, each with a tailored channel and message. Expand any one for the full picture.
🌱 Doja Leads — Limitless-sourced, high-touch 1:1 Active
What it is. Limitless surfaces commercial-property intel into a shared inbox daily. Each "intel drop" identifies stakeholders at the property (owner, GM, building eng.). We auto-ingest stakeholders into HubSpot, hand-tune the cold copy per role, and run a personalized 1:1 sequence from elena@thegreenshape.co.
Engagement so far
Funnel
🔗 Open full Doja pipeline detail →
Recent activity
- 12 new Limitless drops processed Jun 4–9 → 35 stakeholders extracted → 28 new contacts created in HubSpot (6 dedupes)
- 15 contacts enrolled today (Jun 10)
- Bounce sync in place — bad-email contacts auto-excluded from future batches
🏠 Andy's Leads — HOA / Property source list 3 tiers active
What it is. The master HOA/commercial-property list assembled by Andy. Started from a raw pool of ~98,000 entities, filtered to ~825 unique South Florida addresses across target zip codes. Split into three tiers by qualification strength, each worked through the channel that fits.
- ~1,100 are HOAs — our best-fit segment. ~825 are already being worked across Tiers A/B/C. The remaining ~260 (mostly Palm Beach) get added as Tier D starting Jun 17.
- The rest (~88k) are general Florida LLCs and corporations — lower fit for commercial landscaping. We pilot the best of them in Q3 (property-management and real-estate companies first), once the HOA pipeline is fully ramped.
Tier A — Premium HOA / commercial properties Active
249 companies imported into HubSpot. Of those, 65 have a known contact email and are cold-eligible. Personalized 1:1 cold intro from sales reps' inboxes · 5-touch seasonal cadence over 4 months.
Bulk enrollment completed Jun 10 — first sends are going out now at the domain-safe pace, so open/reply metrics for this tier start accruing Jun 11.
Tier B — HOA Property-Management angle Active · Phase 2A
74 unique addresses · loaded into Instantly with a property-management leverage message · sending from 4 warmed dedicated cold-outreach mailboxes at 40/day.
26 of 45 leads contacted so far · 1 bounce (auto-removed). Open rates aren't reported for this channel — tracking pixels are deliberately disabled to maximize inbox placement.
Tier C — PM-companies direct bulk Loads Jun 16
753 unique addresses · 386 PM-co subset loads at Phase 2B on Jun 16, 2026 · Instantly cold outreach.
Ramp plan (Instantly Tier B/C)
| Phase | Start date | Daily send | What changes |
|---|---|---|---|
| 2A | Jun 9, 2026 | 40/day | Tier B live |
| 2B | Jun 16, 2026 | 80/day | + 386 Tier C PM-co loads |
| 2C | Jun 23, 2026 | 120/day | Full ramp |
🔍 Manual Research — hand-picked high-fit prospects Active
What it is. Prospects identified through targeted research — properties we've driven past, businesses referenced in conversations, high-fit targets spotted in the field, plus decision-makers sourced through prospecting research tools. Because each one is individually qualified before entering the pipeline, the fit quality is the highest of any cold source.
♻️ Legacy Revival — re-engaging pre-2026 leads Wave 1 complete
What it is. 592 leads from previous years that had gone quiet. They already know The Green Shape — zero acquisition cost, warm brand recognition — so we built a dedicated revival sequence to nurture them back into the pipeline.
💼 Altavista Leads — Inbound estimate conversion In progress
What it is. Altavista sends us inbound/referral leads. Our job is to convert them into closed business.
Process
Where leads sit right now
🔗 Open full Altavista dashboard →
🛡️ Risk & Guardrails
Active guardrails
- Daily send ceiling on .co: 15 cold sends/day max from elena@thegreenshape.co
- Domain check before every enrollment: verify sender = elena@thegreenshape.co (HubSpot defaults to .com)
- Phase-gated Instantly ramp: 40 → 80 → 120/day with GO/NO-GO check before each step
- Bounce auto-flagging: bad emails removed from future batches within 24h
- VIP reply routing: high-leverage PM contacts (each managing 9–45 properties) are flagged — any reply from them gets immediate top-priority handling
- Reply auto-routing: Instantly replies sync to HubSpot CRM automatically
🗓️ Timeline — what shipped, what's next
Next 30 days
- Jun 16InstantlyPhase 2B activates — ramp to 80/day · auto-load 386 Tier C PM-co contacts
- Jun 23InstantlyPhase 2C — full 120/day. Decision: activate Self-Managed HOA Board track?
- Jun 15Tier AContact discovery completes for the remaining Tier A companies — new multi-property managers → personalized track, single-property contacts → bulk channel
- OngoingDoja15 contacts enrolled / weekday · Limitless drops auto-ingested
- OngoingAltavistaPhase 2 follow-up cadence on 90-lead plan
Past 30 days
- Jun 11Tier A contact discovery pilotMapped all 184 Tier A companies without a contact: 109 already reachable via PM contacts in our sequence · research pilot identified named property managers for 34 more properties (one manager covers 13 communities) · full list completes Jun 15
- Jun 11Doja batch6 new intel drops ingested (GL Homes, Graham Cos, PMG, Loews, Acqualina, East Group) · 14 new HubSpot contacts · 15 enrolled today
- Jun 10Tier A enrollmentBulk-enrolled remaining cold-eligible Tier A into HOA Cold Intro (35 → 47, last 3 on Jun 11) after data-quality pass: 6 first names web-enriched, 14 shared mailboxes excluded
- Jun 1098k re-auditRe-ran full filter pass on raw source list — confirmed segmentation; found ~1,091 unique S.FL HOA addresses (≈260 candidates for Tier D, mostly Palm Beach)
- Jun 10Instantly ramped to full 40/dayCampaign send limit raised from a conservative 10/day to the planned Phase 2A rate of 40/day across all 4 mailboxes — 50 emails sent to date · 1 bounce · 4/4 mailboxes healthy
- Jun 10Doja batch15 contacts enrolled (today's daily drip)
- Jun 9Instantly Phase 2A activatedWarmup complete · HOA PM Track campaign live · 40/day cadence
- Jun 4–9Limitless intel processed12 new drops · 35 stakeholders · 28 net-new HubSpot contacts created
- Jun 6Mission Control dashboard infraLive KPI dashboards built · auto-refresh nightly
- Jun 5Altavista pipeline resetPhase 2 follow-up + nurture plans rebuilt
- Jun 1Tier coverage matrixAll Tier A/B/C × HubSpot/Instantly status documented
- May 28HOA PM Track campaignTier B 45 net-new leads loaded to Instantly (after deduping 29 vs Tier A)
- May 27Greenshape website auditSEO audit delivered to client; Day 1/2 paste pack handed over
- May 20Reply→HubSpot bridgeAutomated reply ingestion to CRM in place
- May 18Bounce trackerOne-click bounce flagging + sync into Doja queue
- May 15.co disaster recoveryPivoted to two-track architecture: .co for 1:1, .com for bulk
- May 14Tier A HubSpot import249 Tier A HOA companies imported · 72 PM contacts · 13 deals
📋 Recent activity log — work shipped
This is the operational record — every meaningful change to the program, with date and category. Useful for context on "what's been happening" between status updates.
- Jun 11Tier A contact discovery pilotMapped all 184 Tier A companies without a contact: 109 already reachable via PM contacts in our sequence · research pilot identified named property managers for 34 more properties (one manager covers 13 communities) · full list completes Jun 15
- Jun 11Doja batch6 new intel drops ingested (GL Homes, Graham Cos, PMG, Loews, Acqualina, East Group) · 14 new HubSpot contacts · 15 enrolled today
- Jun 10Tier A enrollmentBulk-enrolled remaining cold-eligible Tier A into HOA Cold Intro (35 → 47, last 3 on Jun 11) after data-quality pass: 6 first names web-enriched, 14 shared mailboxes excluded
- Jun 1098k re-auditRe-ran full filter pass on raw source list — confirmed segmentation; found ~1,091 unique S.FL HOA addresses (≈260 candidates for Tier D, mostly Palm Beach)
- Jun 10Instantly ramped to full 40/dayCampaign send limit raised from a conservative 10/day to the planned Phase 2A rate of 40/day across all 4 mailboxes — 50 emails sent to date · 1 bounce · 4/4 mailboxes healthy
- Jun 10Doja batch15 contacts enrolled (today's daily drip)
- Jun 9Instantly Phase 2A activatedWarmup complete · HOA PM Track campaign live · 40/day cadence
- Jun 4–9Limitless intel processed12 new drops · 35 stakeholders · 28 net-new HubSpot contacts created
- Jun 6Mission Control dashboard infraLive KPI dashboards built · auto-refresh nightly
- Jun 5Altavista pipeline resetPhase 2 follow-up + nurture plans rebuilt
- Jun 1Tier coverage matrixAll Tier A/B/C × HubSpot/Instantly status documented
- May 28HOA PM Track campaignTier B 45 net-new leads loaded to Instantly (after deduping 29 vs Tier A)
- May 27Greenshape website auditSEO audit delivered to client; Day 1/2 paste pack handed over
- May 20Reply→HubSpot bridgeAutomated reply ingestion to CRM in place
- May 18Bounce trackerOne-click bounce flagging + sync into Doja queue
- May 15.co disaster recoveryPivoted to two-track architecture: .co for 1:1, .com for bulk
- May 14Tier A HubSpot import249 Tier A HOA companies imported · 72 PM contacts · 13 deals