Outreach tracking for a small team who was contacted, when and how
When two people write to the same company, or nobody follows up, the problem is rarely effort. It is tracking. Keep the history on the company, not in your head.
- No credits, no data tax
- You own your data
- Map included
- GDPR-first
What outreach tracking means
Outreach tracking means you can answer three questions for every company on your list: who was contacted, when, and with what. For a small team that is enough to avoid the common mistakes, such as two colleagues writing to the same company or a reply that never got an answer.
The answers belong on the company record, not in a sent folder or a spreadsheet tab. In Riftjaw every email sent from a campaign is visible on the company it went to, together with its status and notes in the lead record.
For sales teams that means owning your pipeline data and seeing who was contacted when, and feeding any sender you already use from a clean file. See how this works for sales teams.
What to track per company
Keep the statuses few and agree on what each one means. Examples are in sales pipeline stages.
| What | Where it lives | Why it matters |
|---|---|---|
| Who wrote | The campaign or the colleague, on the company record | Nobody writes to the same company twice by accident |
| When | The date of every email in the history | You know when a follow-up is due |
| With what | The message or campaign that was sent | The next message can build on the last one |
| What happened | A status such as replied, meeting or not now | You can filter on what needs action |
| Why | A short note on the record | A colleague picks it up without asking you |
Tracking that keeps itself
History on the company
Duplicate companies are flagged and each company shows every email sent to it, so the history does not split over two records.
Unsubscribes skipped
Someone who unsubscribed is skipped in every later campaign, without anyone having to remember it.
Saved filters for follow-up
A saved filter on status, for example replied but no meeting yet, shows what needs a follow-up today.
Everyone sees the same list
Every plan has unlimited users per account, so the whole team works from one record per company instead of private spreadsheets.
Start tracking this week
- Agree on five or six statuses.
- Set a status after every reply.
- Write one line of notes when a company says no.
- Check the history before you write by hand.
- Review the replied filter at the end of each day.
Frequently asked questions
What is outreach tracking?
Keeping track, per company, of who was contacted, when and with what message, plus what happened next. It prevents double contact and forgotten replies.
Can I see every email sent to a company?
Yes. Every email sent from a Riftjaw campaign is visible on the company record it went to, next to the status and notes.
How do I track outreach I did outside Riftjaw?
Write a short note and set the status on the company record by hand. Then the record still shows the whole story, including a call or a message sent from your own inbox.
Do I need a separate CRM for outreach tracking?
Not to start. Status, notes and email history sit on each record. If you already use a CRM, you can export to CSV and import the list there.
Do I need credits?
No. There are no credits and no data tax: enrichment runs automatically without a per-row meter.
What is Riftjaw?
Riftjaw is a self-hosted B2B lead pipeline: collect companies from any public list, enrich them for free, put them on the map and reach them - from one dashboard you host yourself.
Keep the history on the company
Import your list, send in small batches and see every email on the company it went to. Start free, without a credit card.
Start free