Sequences
What are Sequences?
Sequences is Rox's outbound automation tool. It lets you build multi-step outreach sequences - AI-generated emails, phone call notes, LinkedIn tasks, and automated reply handling - and send them at scale directly from your connected mailbox.
The Sequences Home Page
When you land on Sequences, you'll see a summary dashboard and your full sequence list.
All Sequences Summary shows aggregate stats across all sequences: total contacts, active, not started, completed, opened %, replied %, and bounced.
Meetings on Autopilot show contacts being managed by the Reply Agent and contacts who are sent outreach from Rox automatically and any meetings booked as a result.
Emails sent today show your daily progress across all sequences. Click the "here" link to update your daily limit in Outreach settings.
Sequence list filters:
All
Every sequence you own or collaborate on
Personal
Sequences you created
Shared with Me
Sequences a teammate has added you to
Shared by Me
Sequences you've shared with others
Top-level tabs:
Sequences
Your full sequence list (default view)
Tasks
All pending tasks across every sequence
Replies
All inbound replies across every sequence
Outbox
All sent and scheduled emails across every sequence
Templates
Reusable email templates to apply to steps
Reports
Cross-sequence analytics (opt-in — contact your Rox team to enable)
Step 1: Create a Sequence
Click "Generate New Sequence" in the top right. This creates a blank sequence and drops you into the Overview tab, where you'll be prompted to choose how to set it up.
Build your sequence Start from scratch. Define each step manually and write your own agent instructions. Best if you have a specific play in mind or want full control.
Clone an existing sequence Copy the steps and settings from another sequence you've already built. Best for spinning up variations of a proven play quickly.
One-click quick start Instantly generates a standard 3-step AI-driven sequence. You can adjust everything afterward. Best if you're new or want a working starting point fast.
You can also click "Or add your first step" at the bottom to go fully manual from the start.
Step 2: Set Up Your Steps (Agent Tuning Tab)
Head to the Agent Tuning tab to configure how the AI will write emails for this sequence.
⚠️ These settings only affect steps where you've selected "AI Generated Email." Manually written steps ignore Agent Tuning entirely.
Sequence-Level Instructions: This is where you instruct the agent what to do! The most important field. Write instructions that apply across all steps - things like Research and Style:
Research - what content and messaging to include, and which signals to pick up on per prospect. Examples:
Lead with a personalized trigger or relevance hook, follow with value and differentiation, reinforce with proof, then close with a clear call to action
Reference the prospect's recent funding round or industry news
Highlight a specific use case relevant to their role or company size
Style - how the agent should write. Examples:
Tone (e.g. casual and direct, avoid corporate jargon)
Length (e.g. keep under 150 words)
What to lead with and what to avoid
Word choices or phrases that are on/off brand
The stronger your instructions across both dimensions, the more on-target and human the output will be.
You can use the prompt pills to get started:
Challenges and positive outcomes — frame emails around the prospect's pain and what success looks like
Themed sequence — build a narrative arc across all steps around one theme
Scenario with research — ground the outreach in a specific scenario
Clever Columns Research: Pull in account-level research Rox has already gathered. Use the dropdown to select which signals to include:
Industry Trends — what's happening in the prospect's industry
Compelling Events — recent news, funding rounds, leadership changes, etc.
📌 Reminder: The Agent only has access to information that you give it access to - this is so you can ensure your messaging is consistent and exactly what you want. Clever Column Research is your ability to power it with the right public web search data that is most relevant.
📌 Clever Columns are available at account-level and people level signals.
Account clever Columns for account level personalization
People clever columns for contact-level personalization.
Documents: Upload internal docs about your product or company (e.g. one-pagers, case studies). The AI will reference these when writing emails to ground outreach in your actual messaging. While you can use the Clever Columns for understanding your target accounts or people, the Documents are for understanding of your company. This way you are giving the agent full understanding of what it's selling
Target Language: Specify the language the AI should write emails in.
📌 Click Save Changes when done.
Step 3: Add Contacts
Click "Add Contacts" in the top right of the sequence. Contacts are pulled from lists in the People product.
📌 The old "Contact Lists" tab inside Sequences has been removed. All lists now live in People.
Bounce checks : When contacts are added, Rox automatically runs them through an email verification service. If a contact shows "Email verification failed", the provider flagged that address as likely to bounce. Contacts are also auto-enriched if added and they don't have an email.
You have two options:
Click the indicator and update the contact's email. You can re-type the same address to override the check — but do this cautiously, as bounces risk your domain health.
Use Re-enrich contacts to trigger a new enrichment job, which may surface a fresher email. If you just added the contact, it is unlikely to produce different results, this is more helpful if you are checking contact freshness quality down the line.
⚠️ There is no pop-up warning when you add someone already in a sequence - just the icon. Check carefully before adding at scale.
Re-enriching contacts: If emails are bouncing or contact data is stale (>1-3 months), select contacts → click "Re-enrich contacts" to waterfall providers for fresher email addresses and info. Available from the Contacts tab.
Contact already in another sequence: When browsing contacts to add, Rox shows an icon if a contact is already active in another sequence — yours or a teammate's. Click through to see which sequence and who owns it.
Personalizing with LinkedIn: Enable "Personalize with contact's socials" inside the AI email steps to pull each contact's LinkedIn profile data (work history, skills, school) for per-contact email personalization. The more specific you are the better her on exactly what you’d like to personalize on ( like checking if someone is an alumni of your school).
Step 4: Review Contacts & Check Status (Contacts Tab)
The Contacts tab shows everyone in the sequence and where they stand.
Status filters:
Not Started
Added but outreach hasn't kicked off yet
Started
At least one email has been sent
Paused
Outreach paused for this contact (manually or by the agent)
Replied
The contact has replied
Interested
Marked interested - helps track which replies are positive sentiment
Finished – No Reply
Full sequence completed with no response
Needs Attention
Flagged for manual review
Managing Individual Contacts
Click any contact to open the side panel. From there you can take the following actions:
Status actions — manually update where a contact stands in the sequence:
Mark as Replied - log a reply even if it came outside Rox (e.g. a phone call or LinkedIn message)
Mark as Interested - flag the contact as a warm lead
Mark as Unsubscribed - removes the contact from further outreach and blocks future sends
Sequence actions — control what happens next for that contact:
Pause / Unpause — hold outreach for this contact without affecting the rest of the sequence. Useful if someone is mid-conversation or asked to be followed up later
Re-enrich - trigger a new enrichment job to pull fresher contact data (email, title, etc.) from Rox's provider network
Regenerate - re-run AI email generation for this contact, useful if the draft is off-target or the agent instructions have been updated since the original draft was created
Click any contact to open a side panel with three tabs:
Content — the full email thread, AI-drafted messages, and agent-suggested status updates
Contact — name, title, email, LinkedIn, activity
Account — account-level info
Agent Suggested Status Update: When the Auto-Reply Agent detects a signal in a reply (e.g. a positive response), it will suggest a status update like "Interested." Confirm or dismiss it directly from the side panel.
Step 5: Activate Your Sequence
Click on the Run button in the top right to activate the sequence. You can switch back at any by clicking Pause outreach for all contacts.
Auto-send toggles
The sequence-level button automatically toggles all individual step-level toggles along with it. You can enable/disable individual step toggles to ensure the sequence pauses at a certain step.
If a toggle is on but conditions prevent sending (e.g. no send window configured), Rox will show warning badges so you know before contacts get stuck
Daily send limit: Your current send progress is shown in the top right (e.g. 5 / 250 sent today). To update your limit, go to Settings → Deliverability Settings and click the "here" link.
Sending Schedule - Settings → Deliverability Settings and click the "here" link.
Set the days and time blocks when automatic emails are allowed to go out. For each day you can choose:
Skip — no emails sent on this day
Custom — set a specific time window (e.g. 9:00am–5:00pm)
All Day — emails can send at any time on this day
Saturday and Sunday are skipped by default.
You can also toggle Skip holidays to automatically pause sending on public holidays.
⚠️ If emails aren't sending, your schedule is the first thing to check. Emails queued outside your sending window will wait until the next eligible window opens — and will be dropped entirely if they sit in the queue for 7 days.
When does the first email send after adding a contact? Once email generation completes, the contact enters the send queue as soon as possible. How quickly it actually sends depends on your configured send windows, your daily send limit, and how many emails are already queued. If emails aren't going out, the first thing to check is your send window in Settings - if it's set to business hours only, nothing sends outside that window. This only applies if the sequence is already turned on automatically.
Emails dropping from the queue: If you have more emails scheduled than your daily limit allows, Rox will display a warning. Emails that stay in the queue without sending for 7 days will be dropped and need to be manually re-queued. Keep your daily send limits aligned with your sequence volume to avoid this.
Step 6: Manage Tasks (Tasks Tab)
If your sequence includes LinkedIn or Phone Call steps, the Tasks tab shows pending tasks to complete. These are tasks that are due today or are overdue.
Email tasks — manual tracking for emails to be sent..
LinkedIn tasks — manual tracking for Connection Requests and Messages. Rox cannot automate LinkedIn actions. Completed tasks sync back to Salesforce.
Phone call tasks — manual tracking only
You can see all tasks across every sequence from the Sequences home page → Tasks.
📌 Note: Automatic email steps will not show up here as they are not "Tasks" for the user to complete
Step 7: Monitor Replies (Replies Tab)
The Replies tab shows all inbound email responses for this sequence. If the Auto-Reply Agent is enabled, it responds on your behalf based on a prompt you configure.
How the agent handles different reply types:
Positive / interested
Agent sends a follow-up; contact marked Interested
Out of office
Sequence paused for that contact
Negative / no interest
No response (configurable)
Unsubscribe request
Contact marked Unsubscribed. If a contact is marked as Unsubscribed, they will also be Unsubscribed if added to future sequences. A user can manually unflag-them as Unsubscribed if anything changes in the future.
Meeting booked confirmation
Agent stops replying; contact marked Interested
Thread reaches 15+ messages
Agent stops replying automatically
Setting up the Auto-Reply Agent:
Set "Time between replies" to 0 for the fastest response
Pre-populate a Calendly link in the prompt so the agent can suggest meeting times
Add a Document or Clever Column so the agent can answer product questions accurately
Customize tone, objection handling, and aggressiveness via the "Reply Instructions" prompt. Then add another line for provide a Calendly link, or preferences for times to schedule if your calendar is integrated, via "Scheduling Instructions"
You can also choose to Attach Meeting Invites and choose the meeting link source (e.g. Google Meet, Zoom)
The agent is tuned to only respond to external replies.
Step 8: Check Your Outbox (Outbox Tab)
Two sub-tabs:
Sent - delivered emails with open/reply status per contact
Scheduled for Sending - emails queued for future delivery. This includes manual tasks that were bulk-sent (e.g., if you select 100 and click "Send All", and your time between sends is 1m, it will take ~100 minutes to send all those emails), as well as automatic tasks that are scheduled
Columns: Name, Title, Account, Replies, Opens, Sent on, Owner, Step #.
View this at the sequence level, or globally across all sequences from the Sequences home page → Outbox.
Step 9: Review Performance (Reports Tab)
📌 Note: Must be enabled by your Rox team)
Where: Sequences → Reports or [Individual Sequence] → Reports
Available metrics:
Emails sent, opened, replied, and marked as interested
Breakdowns by rep and by sequence
Date filtering (defaults to current week, Mon–Sun)
Step-level reporting is currently in preview — this will let you see performance broken out by individual steps within a sequence, not just at the sequence level. Reporting on AI-generated sequences is different from reporting on templated sequences since the content is different for every email sent.
📌 Note on open rates: Open tracking logs when a prospect opens your email — helping you gauge interest, time follow-ups, and prioritize engaged leads, even before they reply. Rox tracks opens via a 1-pixel image embedded in each email; when it loads, an open event is recorded for that contact. Use tracking strategically for specific sequences or tests, then turn it off to protect your domain reputation
📌 Unusually high open rates (e.g. 100%) can occur when a company's mail server scans inbound emails and triggers the pixel — not an actual human open. This is a known limitation of pixel-based tracking across all email tools.
Templates
Where: Sequences → Templates
Templates are reusable email building blocks that you can apply to steps across any sequence — saving time and ensuring messaging consistency across your team.
Template library tabs:
All Email Templates
All templates created across your org
My Sample Emails
Sample emails you've saved from your own sent sequences
All Sample Emails
Sample emails saved across the org — a great source of proven, real-world copy
Using templates: Templates support dynamic variables (e.g. {{RECIPIENT_NAME}}, {{RECIPIENT_COMPANY}}, {{Strategic_Initiative}}) that automatically populate per contact when the email is generated. Always double-check that variables are mapped correctly before activating a sequence.
Creating a template: Click + Create Template in the top right. Give it a clear name that reflects the use case or step it's designed for (e.g. "First Step - RevOps", "3rd Strike Reply") so teammates can find and reuse it easily.
Best practices:
Browse All Sample Emails before writing from scratch — there are 98 org-wide samples that may already cover your use case
Name templates descriptively so the whole team can self-serve (e.g. "CIO Email 1 - Revenue Strategy" vs. "new template")
Use templates for your highest-performing plays so teammates can clone and build on what's working
Sequence Settings (Settings Tab)
Sequence Name — rename and click Save Changes
Deliverability Settings — view today's send count; click the link to update your daily limit, send windows, timezone, and more in Outreach settings
Export Contacts — download all contacts in this sequence as a CSV file
Collaborators — add teammates who can view and collaborate on the sequence. Sequence owners see all contacts; individual reps only see their own. Click + Add Collaborator to share.
Shared Sequences
Where: [Individual Sequence] → Settings → Collaborators
Shared sequences let managers or RevOps set up a sequence once — steps, cadence, agent instructions — and share it across their team, so every rep is working from the same playbook.
Roles: Owner vs. Collaborator
Every sequence has exactly one owner. Ownership cannot be transferred.
Set steps, step types, cadence
✅
❌
Edit agent instructions
✅
❌
Add contacts
✅
✅
Delete contacts
✅
Own contacts only
Manage email content & sending
✅ All contacts
Own contacts only
View sidepanel content
✅ All contacts
Own contacts only
See contact owner in sequence
✅
✅
Delete the sequence
✅
❌
Clone the sequence
✅
✅
How to share a sequence
Open the sequence → go to Settings → Collaborators
Click + Add Collaborator and search for teammates to add
Collaborators will see the sequence under "Shared with Me" on the home page
⚠️ There is no bulk-share option today — collaborators must be added one by one.
Cloning a shared sequence: Any collaborator can clone a shared sequence to create their own independent copy — same steps, cadence, and structure, but no contacts and fully separate from the original. This is the recommended approach when reps want their own working version rather than sharing a contact list with teammates.
📌 Important: When creating a template sequence to be cloned, make sure all Clever Columns (CCs) used are set to org-wide — otherwise cloned versions will lose access to those research signals.
Recommended setup for teams: The current best practice for rolling out a sequence across a team:
Manager or RevOps creates the template sequence — sets up all steps, agent instructions, and org-wide CCs
Shares it with each rep as a collaborator
Each rep clones it for their own working copy and adds their own contacts
Unsubscribes & Do Not Contact
Unsubscribes: Any contact manually marked Unsubscribed in Sequences will be blocked from receiving further emails. An automatic unsubscribe link in the email footer is coming soon — once live, recipients can opt out themselves by clicking it.
FAQ
Why isn't my daily send limit updating? After changing the value in Outreach settings, always click Save. The UI shows the existing setting even before saving.
When will my sequence start sending after I activate it? As soon as email generation is complete and your send window is open. If nothing is sending, check Settings → Outreach to confirm your send windows are configured and cover the current time.
Can I CC or BCC on sequence emails? Coming soon!
Why do some contacts show 100% open rates? When all contacts share a corporate domain, that company's mail server scans all inbound emails, triggering the tracking pixel. Not a Rox bug.
What's the difference between pausing a sequence vs. pausing a contact? Pausing the sequence stops automatically scheduled steps. Anything you've manually sent will still be sent. Individual contacts can also be paused from the Contacts tab — useful if someone is mid-conversation or asked to be followed up later.
Where did Contact Lists go? All lists now live in the People product. Existing active sequences are unaffected.
What does "Email verification failed" mean? The email address was flagged as likely to bounce. You can override it manually or use Re-enrich contacts to try to surface a fresher address.
Why did my scheduled emails disappear? Emails that sit in the queue without sending for 7 days are automatically dropped and can be found in the "Needs Attention" tab .Click on “regenerate for contact.” Re-queue them manually, and consider increasing your daily send limit to avoid the backlog.
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