Outreach Management with Monday.com

Lead tracking

Under construction; this may not be up to date. As of spring 2026, we were actively using Monday.com for outreach management. Maija or Mikayla can update the information here.

Goals

1. Add a new person or organization that we have reached out to or contacted. 

2. Keep track of our interaction with them, and have a process where we follow up as needed.

3. Active leads should be contacted every couple of weeks; when they go cold, we can archive them.

4. Statuses could include: Ready for Outreach, Contacted (Waiting to Hear Back), Responded (Need to Reply), Conversation Scheduled, Negotiating Contract, Won, Lost, Abandoned.

5. Another label could have priority and another could have type.

Last Activity Date

The last activity date can be updated manually, but also responds to email activity. However, the automations do not seem to work for email sent outside of Monday.com (from gmail app for instance).

I added automations to Contacts: 

• I went to Automation center > Templates > Emails & Activities

• Then I made these 3 automations:

  • When new email is sent to {email column} set Last Contact to today

  • When incoming email received from Email set Last Contact to today

  • When an activity/email is created in Emails & Activities, set Last Contact to today

  • When 

This contact date will be useful in deciding whether to contact someone again, or abandon a lead.

How to use Monday.com for CRM / Outreach

Leads are people at an organization that we could work with. Note that leads are not organizations - they are people!

Contacts are people who we've made contact with, or who are otherwise high priority. Not all Leads are Contacts, but we can convert Leads to Contacts. Not all Contacts are/were Leads.

Accounts are organizations. The primary grouping is by (1) Active contacts vs Leads vs Archive, and (2) within Leads, organizing by Tier according to type of organization and how close they are to us. We want to focus currently on outreach to schools, so we are organized that way fo rnow.