Email Sequences
When a signal is worth acting on, the next step is outreach. Click Add to Sequence on any signal to launch the sequence builder.
Technical Setup
Go to Settings > Email and connect Gmail or Outlook.
Note: Before connecting Gmail or Outlook, IT/admin needs to whitelist Civic IQ's sending domains (
civiciq.comandciviciq.us). Skipping this step is a common cause of connection or deliverability issues during setup.
To log sequence emails in the CRM: go to CRM Settings, copy the BCC address provided, and paste it into the email settings field in Civic IQ. From that point, every sequence email is automatically logged in whichever CRM is connected.
Note: Set up CRM logging before sending the first sequence. It takes under two minutes and ensures no outreach activity is lost from the CRM record — which matters when multiple team members are engaging the same agency.
To edit the sending time of emails: go to Email in the left menu > Sequences > Edit Civic IQ Dynamic Sequence, and set the sequence launch time.
Configure AI
Go to the Configure section from the top right corner of the main feed, then click on Email and Outreach.
| Setting | Description |
|---|---|
| Tone & Voice | Writing style for all AI-generated emails, applied across every sequence. |
| Reference Clients | Customer success stories woven into outreach copy as credibility anchors, framed for each recipient's context. |
| Signature | The sender signature on every outreach email. |
Note: The content entered under Configure — Reference Clients, Differentiators, and outcome details — is what gets woven into the email body automatically (e.g. referencing another client in the same state, or a specific result like a cost reduction), so filling those fields out well pays off directly in email quality. It is important that you set up all the sections in the Configure AI Agent section.
What Gets Generated
Civic IQ creates a multi-step email sequence written specifically for the signal and agency selected. Contacts matching the Target Persona at that agency are already enrolled — no copy-pasting or separate email campaign required.
Before You Send
Review the generated copy before the sequence goes live; any email can be edited directly in the sequence editor. While the AI-generated copy is generally strong, personalizing a line or two with something known about the agency or contact can increase response rates further.
Sending Options
- Attachments can be added to any email, though attaching files on the very first outreach message isn't generally recommended.
- Emails can be fully AI-generated, hand-written, or a template saved and reused from the Email section.
- Enroll the Contacts you want to reach out to and start the sequence.
Sending Limits & Deliverability
To protect sender reputation, each connected mailbox is capped at 20 outbound emails per day. This applies per mailbox, not per user — a team can connect multiple mailboxes/domains to increase total daily outreach volume while keeping each individual mailbox under the safe threshold.
Tracking Performance
Once a sequence is started, open/click tracking appears in the Email section for that sequence — showing open rate and click rate so a rep can tell whether outreach is landing.
Tip: If a contact opens an email multiple times (e.g., 5+ opens), that's a strong signal worth following up with a phone call rather than waiting on the next automated step — several clients have used this pattern to convert high-engagement opens into conversations.