This is the Results Media cold email command center. It watches every cold email tool we use — Smartlead, Instantly and SalesHandy — and keeps one master record of every person we've emailed, who replied, and who must never be emailed again.
Where the numbers come from
Replies, bounces and opt-outs arrive two ways: instantly via webhooks (the tools push events the moment they happen) and an hourly sweep that rotates through Smartlead, Instantly and SalesHandy so every campaign gets double-checked several times a day. Use the manual sync buttons when you want to force a fresh provider pull or CRM push now.
Reply radar — emails to Dean
Every 15 minutes a checker asks Smartlead, Instantly and SalesHandy for new replies, skips auto-responders and opt-outs, and emails Dean who replied, their phone and email, and what they said, plus a link that opens the full conversation right here. A day later it checks the CRM: any reply still not entered gets one reminder email. The feed on the overview shows every alert, with an in CRM / not in CRM tag once the day-later check has run. Dry run means the emails are previewed in the feed but not sent — flip NOTIFY_MODE to live to arm it. It never replies to anyone and only ever emails Dean's own inboxes.
The date chips
Today / 7 / 30 / 90 days or a custom range. One control drives every number on the page — KPIs, chart, campaigns, intelligence.
The four big numbers
Emails sent — every email across all tools. Replies — unique people who wrote back. Reply rate — repliers ÷ people contacted (not per-email, so follow-ups don't inflate it). Positive — replies marked meeting booked, interested, or asked for info.
Inbox
Every reply, newest first. The red count is people waiting on you. Click a row to open the full conversation — latest message at the top, their replies in mint, yours in grey — pulled live from whichever tool sent it.
Reply right here: type in the box and hit Send reply. It goes out from the same mailbox that emailed them (Smartlead, Instantly or SalesHandy pick the right sender automatically) and stays in the same thread. Sending a reply completes the thread automatically; if no reply is needed (opt-outs, dead ends), hit Done — no reply needed instead. Set the category and add a note for your VA while you're there.
Intelligence
Channel scoreboard — which tool actually wins replies, same date range, side by side.
Copy lab — since every lead gets a personalised subject line, we group subjects into angles (question vs statement, personalised how, what theme). New campaigns carry exact template IDs; older sends were classified by AI. Sorted by reply rate — greyed rows haven't sent enough volume to trust yet (under 100 sends or 5 replies), so don't act on those.
Sequence steps — do the follow-ups earn their keep? Replies by email 1 vs 2 vs 3 vs 4, per tool.
Deliverability — bounce rate per sending mailbox. A red row means that domain is burning (≥3% bounces): rest it before it kills a campaign. We judge subject lines by replies, never opens — open tracking is off on purpose because it hurts deliverability and the data is junk anyway.
Niche × region — which industries and areas reply best, so you know where to aim the next scrape.
Send-time heatmap — brighter mint = higher reply rate for that day/hour.
Leads
Your entire lead database — every contact ever cold-emailed, from every tool and every spreadsheet, deduplicated by email. Phone numbers are click-to-call; site / LinkedIn / Instagram links sit next to each contact.
Three-tier filtering: Country → Sector → Niche, each narrowing the next (pick USA, and Sector only shows sectors with US leads; pick a sector, and Niche shows just its sub-branches). Plus free-text search and status. Country is auto-detected from email/website/phone; sector and niche are cleaned up from the ~160 original spreadsheet labels into 15 core sectors.
Adding more leads: hand any new list to Claude — existing contacts are detected automatically and just get their gaps filled (phone, socials, niche), never duplicated. You'll get a report of how many were new vs already known.
Campaigns
Every campaign across all tools with the full per-campaign scoreboard — progress when the provider gives it, sent, opened, replies, reply rate, positive replies, bounces, sender bounces and opt-outs. Use the tool selector at the top (All / Smartlead / Instantly / SalesHandy) to see one platform at a time, like each tool's own campaign list but in one place. The niche and region boxes are editable — the AI guesses them from campaign names; fix any it gets wrong (they feed the niche × region module).
The Inbox has the same selector — pick a tool and it becomes that platform's master inbox.
Do not contact
The hard suppression list, replacing the old spreadsheet. Opt-outs land here automatically from all three tools; add anyone manually. Every new campaign we build checks this list before anyone gets added. The list is also pushed into the tools themselves — Smartlead global unsubscribes, Instantly blocklist and Saleshandy DNC — hourly, so someone on the list can't be re-imported and emailed by accident.
No response
The call sheet. Call list — everyone we've emailed who never replied and whose phone number we have, freshest first. Email-then-call is where a lot of the deals come from. Emailed multiple times — 2+ touches and still silent: that's your signal to trim follow-ups or move on. Both lists exclude the do-not-contact list, bounces and anyone currently in the pipeline.
RResults Media / Cold Email
SmartleadInstantlySalesHandy
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Emails sent
—
Replies
—
Reply rate
—
of prospects contacted
Positive
—
Meetings booked
—
all time
No reply yet
—
in range → call list
Prospects emailed
—
Replied
—
Positive
—
Meetings
—
Activity
Reply radar
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Checking every 15 minutes for new replies across Smartlead, Instantly and SalesHandy…
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Name
Company
Contact
Links
Country
Sector / Niche
Status
The master target list — every sector, niche and sub-niche we sell into or want to.
Click any niche to open its leads. Sub-niches are scrape terms, not database values.
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Channel scoreboard
Which tool is winning, same date range, side by side.
Channel
Sent
Prospects
Replies
Reply rate
Positive
Copy lab — angle leaderboard
Step-1 subjects grouped into angles · greyed rows haven't earned significance yet (<100 sends or <5 replies) — don't act on those
Angle
Sent
Replies
Reply rate
Winning example
Sequence steps
Where replies actually come from — email 1 vs the follow-ups
Channel
Step
Sent
Replies
Reply rate
Deliverability
Bounce rate per sending mailbox, last 30 days · red = ≥3%, rest that domain
Mailbox
Domain
Sent 30d
Bounce %
Replies
Niche × region
Which industries and areas reply — aim the next scrape here
Niche
Region
Sent
Replies
Reply rate
Send-time heatmap
Reply rate by day × hour — brighter mint = better
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Call list — emailed, never replied, and we have their number. Email-then-call is where the deals come from.
Emailed multiple times — 2+ touches, still quiet: trim the follow-ups or move on.
Everyone below is off the do-not-contact list and not bounced.
Who
Company
Phone
Emails
Last emailed
Niche
Links
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Hard suppression list across all three tools. Every new campaign checks this before anyone gets added — opt-outs land here automatically on sync.