FAQ & Troubleshooting

SEEK (Australia & NZ), Indeed (AU, UK, US, NZ, CA, SG), LinkedIn (AU, UK, US, NZ, CA, SG), and Reed (United Kingdom). You can also import contacts from CSV files or save prospects directly from LinkedIn using our Chrome extension. Scraping is free within your monthly limit (Trial: 100, Starter: 1,000, Growth: 1,500, Pro: 2,500, Agency: 12,500). LinkedIn saves also use your scrape allowance. Need more? Buy Scrape Packs starting at 2,000 requests for A$15.

When you click "Find Contacts" on a company, Kolvera searches multiple data sources automatically — public records, company registries, professional networks, company websites, and proprietary pattern matching. Country-specific sources are used where available. Every contact found with an email costs 2 credits, regardless of which source found them. Capped at 5 contacts per click. If no contacts are found, you're not charged. Emails are automatically verified during enrichment.

Deep Research is AI-powered market research. Describe your ideal client — industry, size, location, pain points — and AI searches the web to discover matching companies you'd never find manually. Results are mapped to your Ideal Client Profile with contacts enriched automatically. 3 credits per research run. Click Expand Search to find more companies from different angles (2 credits per expansion). Available from Deep Research in the sidebar.

ICPs let you define your target client in plain English. AI generates a structured profile with target industries, geography, company sizes, decision-maker titles, pain points, and value propositions. Companies from Deep Research and job board scraping are auto-matched to your ICPs. Contacts at matched companies become prospects automatically. You can also generate a LinkedIn Boolean Search from your ICP company map. Create ICPs from Ideal Client Profiles in the sidebar or from any company detail page.

Both. Click any contact's Send Email button for a quick one-off — AI generates a personalised message you can edit and send immediately. For automated multi-step sequences, use Campaigns — AI writes a 3-step sequence personalised to each contact, sending during your working hours with reply detection and auto-pause. Start with one-off sends to test your messaging, then scale with Campaigns.

Each campaign has a vertical that tells the AI how to frame your outreach. Recruitment = candidate-led (MPC details). B2B Sales = value-led (your offer). IT/MSP = service-led (capacity gap). HR = compliance-led (risk signal). Facilities = premises-led (building type). The vertical also changes the campaign settings card — recruitment shows MPC fields, B2B shows offer fields, etc. You can use different verticals per campaign. Learn more about verticals.

Yes. Your workspace has a default vertical (set during onboarding), but each campaign has its own vertical selector. You can run a Recruitment campaign and a B2B Sales campaign simultaneously from the same account. Switching a campaign's vertical changes the AI's email framing and the context card, but doesn't affect your leads or other campaigns.

Monthly plan credits reset each billing cycle. Purchased top-up credits never expire. Kolvera uses your monthly credits first, then oldest purchased credits. Scrape allowances also reset monthly, with bonus scrapes from top-up packs carrying forward.

On Pro plans and above, you can provide your own API keys for enrichment providers in Settings. Phone enrichment has two options: Native (6cr for a fresh direct dial or 2cr for a fresh company line, available on Growth+, no API key needed — network-discovered direct dials are discounted to 3cr, company lines already on file are free) or BYOK (bring your own phone provider key for zero credit cost, Pro+). Email enrichment providers are included on all plans as fallback providers.

Absolutely. Kolvera supports 5 verticals out of the box: Recruitment, B2B Sales, IT/MSP, HR/Employment Law, and Facilities. Plus a Custom option for any other B2B vertical. If your business can use "company is hiring" as a buying signal, Kolvera works for you. See the verticals guide.

On the Contacts page, select contacts and choose Verify Emails from the bulk action dropdown. Each email gets marked as Valid (✓), Invalid (✗), or Catch-all (≈). Already-verified emails are automatically skipped. Invalid emails are blocked from campaign sends. Verification is free — it's bundled into the enrichment credit cost. The campaign worker also verifies pre-send as a safety net.

The compliance footer adds your business name, address, and an unsubscribe link to every outgoing email (required by email regulations including Spam Act, CAN-SPAM, and GDPR). You can disable it in Settings → Email Compliance if you handle compliance through your own email signature or external system. A warning will appear — commercial emails must include an unsubscribe mechanism and sender identification under most jurisdictions.

Yes. Go to Contacts → Import CSV to upload a spreadsheet of contacts (name, email, phone, company, title, etc.). Kolvera auto-detects 40+ column variants and deduplicates by email. Imported emails get “new” status — click Verify to check them before sending. You can also import companies via Companies → Import CSV.

The dialler is a BYOK (bring your own provider) integration available on Growth+ plans. Connect your own provider (Ringover, Dialpad) from the Integrations page. It's browser-based — click to call from any contact. Live transcription runs in real-time with speaker labels. After hanging up, AI analyses the transcript and gives you a summary, action items, sentiment, and recommended next steps. Your provider handles minutes and billing directly.

Each plan has a monthly scrape allowance shared between job board scraping and LinkedIn prospect saves. Trial: 100/mo, Starter: 1,000/mo, Growth: 1,500/mo, Pro: 2,500/mo, Agency: 12,500/mo. Each SEEK/Indeed/Reed/LinkedIn page returns ~20 leads. LinkedIn saves cost 1 scrape per contact. If you need more, buy Scrape Packs (2,000/A$15, 5,000/A$35, 10,000/A$59). Limits reset each billing cycle.

Growth, Pro, Agency, and Enterprise plans include team management at Settings → Team. Invite members via email (they join via Google, GitHub, or Microsoft OAuth, or email/password). Admins manage roles, buy dedicated phone numbers, and control resource allocation. Two allocation modes: Shared Pool (everyone uses from the same pot) or Split Evenly (auto-divides credits, scrapes, and minutes equally among members). Growth includes 2 seats, Pro includes 3 seats, Agency includes 5 seats — additional seats are A$49/seat/mo. Each additional seat adds 1,000 credits to your monthly pool. Buy from the Team page.

Native enrichment is Kolvera's multi-source pipeline — it searches public records, company registries, professional networks, company websites, and more. It runs first automatically. Fallback providers are tried only if native sources find nobody. Every contact found with an email costs 2 credits, regardless of which source found them. Native enrichment finds contacts the majority of the time without needing fallback providers.

Install the Kolvera Chrome extension and connect it with an API token from Settings → API Tokens. When you search for people on LinkedIn, the Kolvera sidebar appears showing all profiles found on the page. Select the ones you want and click Save. Each save costs 1 scrape from your monthly allowance. You can then find emails for saved contacts directly from the sidebar or from the LinkedIn Prospects tab in your Pipeline. Multi-Page Scrape — automatically collect prospects across up to 25 search result pages in a single action.

Company Search lets you browse the Kolvera company database — companies enriched across the platform. Search by name, industry, domain, or job titles. Results are filtered to your country. Unlock a company for 1 credit flat to instantly access all its contacts and research — no matter how many contacts are on file. Copies are near-instant (~50ms) because the data already exists cross-tenant. Companies you already own show a View button — no duplicate charges. Go to Companies → Company Search.

Kolvera connects to 8 CRMs via the Integrations page: Atlas (recommended for recruiters), HubSpot, Pipedrive, Zoho CRM, Close, Bullhorn, JobAdder, and Capsule CRM. Each user connects their own account. Contacts sync every 5 minutes in the background. After a dialler call, AI-generated call notes (summary, action items, sentiment, transcript) are pushed automatically to the connected CRM. For any CRM not natively supported, use the inbound webhook endpoint with Zapier, Make, or n8n.

Yes. Connect Google Calendar from Integrations (2-click OAuth). Then on any contact detail or after a dialler call, click Mark as Booked — Kolvera creates a real Google Calendar event with the contact automatically added as an attendee. The event includes the contact's company, your notes, and any call summary context. The contact's status is also updated to "Meeting Booked" for funnel tracking.

Kolvera tracks every meaningful event on the lead journey: email found, email sent, email opened, email replied, call made, call connected, and meeting booked. You'll see a per-contact journey timeline on the contact detail page, a real-time command centre with hero stats, ICP health table, campaign performance bars, and collapsible activity log, and platform-wide metrics for admins. Use this to see which source (SEEK/Indeed/LinkedIn/CSV/Extension) generates the most meetings and where leads drop off in your funnel.

Yes. Click the orange chat bubble in the bottom-right corner of any page. The chatbot is AI-powered and reads the entire user guide (this page, Feature Guide, Credits & Plans, Verticals, and Atlas) to answer your questions. It can explain features, plan differences, credit costs, and walk you through workflows. For anything it can't find, it points you to the relevant guide section.

Credits are used for email enrichment (2 cr per contact), Company Search unlock (1 cr per company), company research (1 cr), native phone enrichment (6 cr for a direct dial or 2 cr for a company line fallback, company lines cached per company), Deep Research (3 cr per run, 2 cr per expansion), ICP generation (3 cr from CV, 2 cr from scratch, 1 cr to refine), and CSV export (1 cr per row). Scrapes are your monthly allowance for job board scraping and LinkedIn prospect saves. They're separate balances with separate top-up packs. Both reset monthly with your plan.

Yes, both are supported via OAuth (no passwords needed). Gmail connects in 2 clicks via Google OAuth. Microsoft connects via Azure AD OAuth. Both support automatic token refresh, reply tracking, and round-robin sending across multiple inboxes. Connect Gmail or Microsoft inboxes via OAuth in Settings.

Yes. Open tracking uses an invisible pixel, click tracking wraps your links. Both are toggleable per campaign in the campaign settings. The campaign dashboard shows open rates, click rates, and per-contact engagement. Reply tracking polls your connected inboxes every ~3 minutes and automatically pauses the campaign for that company when someone replies.

If you added a card during signup (Trial Plus), your trial auto-converts to the Starter plan at A$49/mo (annual) after 14 days. You'll receive 400 credits and 1,000 scrapes per month. You can cancel anytime from the Billing page — no lock-in contracts. If you signed up without a card (Trial), your account stays on the free tier until you choose to upgrade.

Click Forgot password? on the login page and enter your email. You'll receive a reset link valid for 1 hour. If you signed up via Google, GitHub, or Microsoft OAuth and haven't set a password yet, go to Settings → Account to set one.

The Inbox page shows all sent and received emails across every connected inbox in one place. Messages are grouped into threaded conversations — click to expand the full chain. Each inbox gets a unique colour pill so you can see which inbox handled each message. You can reply or compose from any connected inbox directly from the page.

Kolvera includes a built-in warm-up engine on the Mailboxes page. It automatically sends and receives AI-generated emails between warm-up partners to build sender reputation. The 4-week ramp starts at 2 emails/day and scales to 20/day, then drops to 10/day maintenance. Warm-up runs continuously alongside your campaigns. The Mailboxes page shows a 0-100 deliverability score combining DNS health, blacklist status, warm-up progress, and bounce rate.

After AI generates your campaign email steps, you can fine-tune them without regenerating. Click the sparkle icon on any individual step to refine just that one (e.g. "add a question at the end"). Or use Refine All above the step timeline to apply an instruction across every step (e.g. "make 20% shorter"). Works on all campaign types.

Click the Duplicates button on the Contacts or Companies page. Kolvera detects duplicates by email match (high confidence) and name + company match (medium confidence). You can merge them individually or in bulk — the merge keeps the primary contact, fills gaps from secondaries, and transfers all campaign enrolments and email history. Valid emails always win over invalid ones during merge.

The watchlist lets you monitor companies without blocking or deleting them. Toggle the eye button on any company detail page or use the Block dropdown. Watched companies show an orange eye icon on Pipeline and Companies pages. Use the Watchlist filter dropdown to show only watched companies. Manage your watchlist in Settings.

Hot Lists are curated collections of contacts and companies. Create a named list, add members from any list page, then enrol the entire list into a campaign in one click. Adding a contact automatically adds their company (and vice versa) — both tabs stay in sync. Bulk actions include Find Contacts, Find Phone, Research, Verify Emails, Set Status, and Block — all with progress bars. Hot Lists live in the sidebar and are available on all plans.

Smart Slots are intelligent meeting time recommendations shown in the dialler panel during or after a call. They score up to 6 time slots based on your Google Calendar availability, the contact's inferred timezone, your working hours, holidays, and several weighted signals like morning preference and buffer between meetings. Click a slot to pin it, then confirm the booking after your call. Requires Google Calendar to be connected.

Before any upcoming meeting, click the file icon next to the meeting on the Meetings page to get AI-generated talking points. The brief covers your history with the contact, their company context, recent interactions, and a suggested approach. Briefs auto-generate for meetings in the next 24 hours and invalidate when new interactions happen (calls, emails). You can save the brief to the contact's notes with one click.

Scheduling links are Calendly-style public booking pages. Create one from Settings → Scheduling Links with a title, duration, buffer, and availability rules (days, hours, max days ahead, min notice). Share the link with prospects — they see your available slots (pulled live from your Google Calendar), pick a time, enter their details, and the meeting is booked automatically. Time slots are displayed in the prospect's own timezone, so there's no confusion when booking across time zones. You'll receive both an email and an in-app notification when someone books. New contacts are created if the email doesn't exist yet. A default "Book a call" link is auto-created when you first connect Google Calendar.

Business Context is your company description in Settings → About Your Business. It feeds into AI-generated campaign emails, per-contact emails, and pre-meeting briefs — making them more relevant and on-brand. Three input methods: Generate with AI (polishes your rough notes), Import from Website (auto-extracts from your domain), or Upload Document (PDF/DOCX/TXT). Also collected during onboarding step 5.

Tasks are managed from the dedicated Tasks page or from any contact's detail page. Create tasks manually with a title, priority (Low/Medium/High), due date, and linked contact or company. When you mark a meeting as "No-show", a follow-up task is auto-created. Tasks can be snoozed to a later date, completed, cancelled, or reopened. High-priority tasks sort to the top.

These three DNS records tell email providers that your emails are legitimate. Without them, your emails will land in spam.

Use Kolvera's DNS Health Check in Settings → Email Inboxes to verify all three records are set up correctly.

Never send cold outreach from your primary business domain. If your main domain gets flagged, all your business email suffers. Instead:

New email accounts have no reputation. If you start blasting 100 emails/day immediately, you'll land in spam. Warming builds trust gradually:

Golden rule: never send more than 100 cold emails per inbox per day, even after warming. Use multiple inboxes with round-robin if you need higher volume.

Recommendation: start with Gmail OAuth (2-click setup), scale to Microsoft 365 or multiple Gmail inboxes when you need more volume.