Workspace and team
Organization
Your Organization is your team’s shared workspace in Topo. Every user on your team belongs to the same organization, and all campaigns, contacts, sequences, and settings live within it. You can have multiple members with different roles — Owner, Admin, or Member — each with appropriate access levels.
Users & Roles
Users are the people on your team who access Topo. Roles determine what they can change: Owners have full control, Admins can manage campaigns and senders, and Members can run outreach but can’t change organization-level settings.
Finding leads
Campaign
A Campaign is the top-level container for a single outreach initiative. It ties together a target-audience description, one or more lead searches, and a sequence template. Think of it as a project: “Q3 Mid-Market SaaS Outreach” or “Enterprise CISO Campaign.” Campaigns give you a single place to monitor leads, engagement, and results for a specific go-to-market motion.
Lead Search
A Lead Search is how Topo finds your prospects. You describe your ideal customer — in natural language, with structured filters, or both — and Topo queries one or more data providers (LinkedIn, PeopleSearch, Exa) to build a list of matching contacts. Lead searches can run once or on a recurring schedule to continuously refill your campaign with fresh prospects.
Contact
A Contact is an individual prospect in your Topo workspace. Each contact record includes their name, email address, LinkedIn URL, job title, phone number, and location, along with their employer’s name and domain. Contacts are shared across your organization — the same person won’t be imported twice.
Company
Every contact is associated with a Company record that captures the employer’s domain, industry, headcount, and technology stack. Topo uses company data to power exclusion rules and buying signals.
Outreach engine
Sequence Template
A Sequence Template is your master outreach playbook. It defines the exact steps Topo will take for each contact (which messages to send, in what order, on what channel), the sending schedule (time windows, timezone, days of the week), and the daily lead target (how many new contacts to enroll per day). Every campaign uses one sequence template, but the same template can power multiple campaigns.
Sequence Step
A Sequence Step is a single action within a template. Steps come in four types:
- Email — send a personalized email
- LinkedIn Message — send a direct message on LinkedIn
- LinkedIn Invite — send a connection request, optionally with a note
- Manual Task — a reminder for you to take a human action (call, custom email)
Sequence
A Sequence is a live outreach run for one specific contact. When Topo approves and enrolls a lead, it creates a sequence for that person based on the campaign’s template — copying the steps, personalized message content, and schedule. You can see the current status of any sequence (Active, Paused, Waiting for Reply, Completed, etc.) and pause or stop it at any time.
Sender
A Sender is the email account or LinkedIn profile that Topo uses to deliver outreach on your behalf. Each sequence is assigned a sender, so replies come back to the right person on your team. You connect senders under Settings → Senders.
Actions and follow-up
Task
A Task is a manual action item generated when a sequence reaches a manual step. For example, a task might prompt you to “Call John at Acme Corp” or “Send a custom email to follow up on the LinkedIn invite.” Tasks appear in your Inbox & Tasks view and must be marked complete before the sequence advances.
Inbox
Your Inbox collects all inbound replies from prospects — email and LinkedIn — in one place. You can read and respond to messages directly in Topo without switching between your email client and LinkedIn.
Engagement and signals
Activity
An Activity is any tracked event in Topo. Every time a message is sent, opened, clicked, or replied to, Topo logs an activity. The activity feed gives you a real-time view of what’s happening across all your sequences, and it’s the foundation for all engagement metrics and reporting.
Hot Lead
A Hot Lead is a contact whose cumulative engagement score has crossed a configurable threshold — for example, they’ve opened your emails multiple times and clicked a link. Topo flags these contacts so you know exactly who to prioritize for a direct outreach or call. Hot leads appear prominently in your activity feed and can trigger Slack notifications.
Buying Signals
Buying Signals are intent indicators that suggest a company or contact may be in-market right now. Topo monitors events like job changes (a new VP of Sales just joined), funding rounds (a company just raised a Series B), and technology adoption (a company just started using a competitor) and surfaces them alongside the relevant contact or company record.
Exclusions
Exclusions are blocklist rules that prevent specific people or companies from receiving outreach. A Contact Exclusion blocks an individual by email address (and optionally LinkedIn URL). An Account Exclusion blocks an entire company domain — useful for current customers, competitors, or partners you never want to cold-outreach. Exclusions apply across all campaigns in your organization.
Personalization
AI Variables
AI Variables are dynamic placeholders you can insert into message templates that the Topo AI resolves individually for each contact at send time. For example, an AI variable might generate a custom opening line referencing the contact’s latest LinkedIn post or their company’s recent funding announcement — making every message feel hand-written even at scale.
Sender Identity
A Sender Identity is a persona (display name and job title) that can be applied to a sequence template. It lets you send outreach “from” a particular role or brand voice without changing the underlying email account — useful when running outreach on behalf of a colleague or under a specific team identity.
All of the concepts above are also accessible through the Topo Public API. Contacts, sequences, activities, and more can be read, created, paused, or stopped programmatically — making it straightforward to integrate Topo into your existing CRM workflow or data pipeline.