FAQ

Open Copilot for three separate chats. Assistant works with permitted workspace tools and asks for approval before paid or external actions. Flashback answers from recorded evidence for 1 credit per question. Help explains Kolvera and stays free, even at zero credits. Public Assistant access is enabled only after rollout verification.

Switching tabs never forwards one chat's history to another or submits a paid request. Assistant conversations are saved; Flashback and Help history clear when you leave the page. Assistant usage fractions carry across your chats, so starting or deleting a conversation does not reset usage charges. See credit pricing.

Candidate emails and SMS naming referees enter the References queue on Today and the People file. Review ambiguous identities, call or message the referee, then choose a named questionnaire and queue its link by email, SMS or both. Sending requires approval; intake never sends automatically. Candidate files show outstanding requests and channel activity, with automated link fetches separated from likely human opens. MCP can manage forms, questions, standalone links and the queue.

Yes. Open Library, select Short Links, paste a public HTTPS URL, then copy the Kolvera link. It works for forms, reference checks, scheduling pages and other HTTPS destinations. Your links stay available on that page; revoke one there to stop its redirect. Creating links requires a verified email address.

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: Included, Pro: 6,000, Scale: 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. If no contacts are found, you're not charged. Emails are automatically verified during enrichment.

Finding a contact does not prove they fit your desk. Automatic prospect linking checks role, location or evidenced remit, exact identity and current employer. Contacts needing review remain available in secondary results. Bulk contact jobs retain per-company outcomes and confirmed charges. An uncertain result needs reconciliation before you repeat paid work.

Research results are candidates to review. Sourced size ranges stay intact; unknown or overlapping ranges do not prove a strict fit. A company fit is separate from a current hiring signal. Low expansion yield describes those queries, not complete market coverage. New report entries, new company records and qualified desk additions are separate counts.

Deep Research is AI-powered market research. Describe your desk — industry, size, location, pain points — and AI searches the web for matching companies. Results can be mapped to your Desk; existing contacts must pass qualification before automatic prospect linking. Finding new contacts remains a separate enrichment action. A research run costs 6 credits; Expand Search finds more companies from different angles for 4 credits. Deep Research runs from a desk: open Reports & Research in the desk header.

A Desk lets you define your target client in plain English. A short wizard (Seed → Draft → Confirm → Live) has AI generate a structured profile with target industries, geography, company sizes, decision-maker titles, pain points, and value propositions, then finds your first real companies. Companies from Deep Research and job board scraping are auto-matched to your desks. Qualified contacts at matched companies can become prospects automatically; missing or conflicting evidence needs review. From any company on the desk you can run Research to fill in its size, sector and buying triggers, then Find decision-makers to pull buyer contacts with verified emails. Hiding a company retains existing contacts for separate review. Create a desk from Desks in the sidebar or from any company detail page.

Both. Click any contact's Send Email button for a quick one-off — AI can draft a personalised message for you to edit and send. For automated sequences, use Campaigns. Choose Float, TIPS, or Freeform, set the number of touches where available, and review every step before activation. Campaigns send during your chosen schedule and stop for a contact when they reply.

Your workspace playbook is either Recruitment or B2B Sales. Campaign copy is shaped mainly by the framework you choose (Float, TIPS, or Freeform), the linked Desk or Reverse Market Profile, and your business context. An Advanced vertical override is available per campaign for legacy and specialist labels, but it is a fallback label rather than a separate workspace playbook. Learn more about playbooks and campaign overrides.

Yes. Open Advanced while creating a campaign to override its vertical label, tone, or language. This does not switch your workspace playbook or alter other campaigns. Copy still comes from the campaign's framework, linked Desk or Reverse Market Profile, and selected business context.

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 on Integrations. Phone enrichment has two options: Native (2cr for a fresh result, available on all paid plans; cached company lines cost 1cr and lines already on file are free) or BYOK (your provider account, zero Kolvera credits, Pro+). Email enrichment is available on every plan and costs 2cr per contact found.

Yes. Choose the B2B Sales playbook when a job ad is a growth or buying signal rather than a recruitment brief. If neither workspace playbook fits, choose Other (manual setup) during onboarding, then configure your search targets, email tone, and banned phrases in Settings. See exactly what each option changes.

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.

No. Every outgoing email automatically includes an unsubscribe link — it's always on and can't be switched off, so your emails carry the mechanism the Spam Act, CAN-SPAM, and GDPR care about most. The sender identity footer (your business name and address) is an optional extra, off by default. Turn it on in Settings → Email Compliance if you'd also like the sender's details shown at the foot of each email. Leaving it off is perfectly fine — sending is never blocked and no warning appears.

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 Bring Your Own Key (BYOK) integration, available on Pro and above. Connect your own Ringover or Dialpad account from the Integrations page, then place and receive calls inside that provider's panel. Kolvera doesn't provision numbers — your provider handles minutes and billing directly. Call activity and notes are kept against the contact.

Each plan has a monthly scrape allowance shared between job board scraping and LinkedIn prospect saves. Trial: Included, Pro: 6,000/mo, Scale: 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.

Pro and Scale plans include team management at Settings → Team. Invite members by email, assign Admin or Member roles, and choose Shared Pool or Split Evenly for credits and scrapes. New workspaces use separate data visibility by default, so members see records they created and admins can switch to All Team Data. Pro includes 3 seats and Scale includes 5 seats. On Scale, extra seats cost A$49/month and add 1,500 credits plus 2,500 scrapes per month.

Native enrichment is Kolvera's multi-source pipeline — it searches public records, company registries, professional networks, company websites, and more. Fallback providers are tried when earlier sources find nobody. Every contact found with an email costs 2 credits, regardless of which source found them. Bring-your-own-key providers use your provider account and cost zero Kolvera credits.

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 Prospects tab on the People page. Multi-Page Scrape — automatically collect prospects across up to 25 search result pages in a single action.

Yes. Anywhere you add or search for a company, the name field autocompletes against the shared Kolvera company database — companies enriched across the platform. Pick a match and it's imported into your workspace free (the company record with its domain and details), so you avoid creating a duplicate. To get a company's people, open it and run Find Contacts — enrichment costs 2 cr per contact found, not a flat company unlock.

Kolvera connects to your CRM via the Integrations page. Connect yourself: Atlas (recommended for recruiters), HubSpot, Spott, and Manatal. Built and available on request — just ask us to switch yours on: Pipedrive, Close, Capsule CRM, and Zoho CRM. Coming soon, pending developer access from the vendor: Bullhorn and JobAdder. Each user connects their own account. Contacts sync every 5 minutes in the background. Call notes and meeting outcomes 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 or Microsoft Calendar from Integrations and complete its connection flow. Then on any contact detail or from the Meetings page, click Mark as Booked — Kolvera requests an event from your connected calendar with the contact automatically added as an attendee. The event includes the contact's company and your notes. 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, and the Today screen with your credit and scrape balance, your schedule, a Needs You zone, what the desks found since you last looked, and campaign health with reply rates. Use this to see which source (SEEK/Indeed/LinkedIn/CSV/Extension) generates the most meetings and where leads drop off in your funnel.

Yes. Open the guide index and choose Ask AI Help to open Help in the assistant. The chatbot is AI-powered and reads the full user guide — this FAQ, the Feature Guide, Quick Start, Workflows, Credits & Plans, and the integration guides — 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 pay for actions such as email enrichment (2 cr per contact found), company research (2 cr), native phone enrichment (2 cr per fresh phone found), Deep Research (6 cr per run and 4 cr per expansion), Desk generation (3 cr), and CSV export (1 cr per paid row after the monthly free allowance). Scrapes are the separate monthly allowance used for job-board pages and LinkedIn prospect saves. Plan balances reset each billing cycle; purchased top-ups carry forward.

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 page 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.

Your trial includes 50 credits and job board scraping to explore the platform. When your trial ends, your account stays on the free tier until you choose to upgrade. Upgrade from the Billing page at any time — no lock-in contracts. Plans start at A$79/mo (annual) for Pro with 2,250 credits and 6,000 scrapes.

An account administrator can open Billing, choose Cancel Subscription and select a brief exit reason. Choose Other to add your own reason. Confirm cancellation to keep paid access until the displayed period ends. Any eligible retention offer appears in the same window with its charge, start date and renewal terms; accepting an offer is optional.

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 groups conversations by person across connected inboxes. Inbox intake lets each owner opt in their Gmail or Microsoft mailbox to rule-based triage. Check unknown, partial, or failed source coverage before treating an empty view as complete. Unmatched senders remain visible; link an existing Person or explicitly create one with a chosen role. Intake does not create People, send mail, or file provider messages automatically. AI classification is unavailable.

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.

People is your single, unified directory of everyone in your workspace. Contacts, prospects, and candidates are no longer separate pages — they're role tabs on the one record. A person who is both a client contact and a candidate appears once, with both roles attached, so there are no duplicates to reconcile. Search, filter, and bulk actions span everyone. Your old Contacts, Prospects, and Candidates links redirect here automatically.

Screening Prep generates an AI call-prep pack for a candidate before you speak with them — role-relevant talking points, areas to probe, and tailored screening questions drawn from their CV and the role context. It works across any sector or role type. Generate it from a candidate's file for 3 credits, and export a branded PDF to share or take into the call. When a meeting is booked with a candidate, Kolvera can surface a card offering to prepare it for you.

Intelligence Reports are AI-generated, branded PDF research documents. Market Intel reports map a sector, segment, or geography — key players, hiring trends, and opportunities. Role Intel reports brief you on a specific role — typical responsibilities, in-demand skills, and salary context. Generate them from the Intelligence Reports area and share them with clients or candidates. See the Intelligence Reports guide.

A Talent Pool is a curated set of candidates linked directly to a Desk, so you can headhunt against a live brief without spinning up a separate pipeline. Add candidates from People, Hot Lists, the Chrome extension, or via suggestions, then search the pool with stackable filters — title or company, role family, and tenure band — to shortlist quickly. It lives as a tab on the desk's detail page.

Create a Job on the client company, link the relevant Desk candidate and prepare a private submission. Review the candidate and recipient before sending to the client; a reviewed submission creates the Job Shortlist entry. Track interview, offer and placement there. Job applications have their own review status and can be linked to an existing visible Person and Desk; reviewing an application alone never submits that person to a client. Creating a new Person from an application and starting a second shortlist outcome after a reversal are not available yet. See the workflow.

Review has Ready, Snoozed, Needs attention, and History views. Read each card's named effect, such as Send follow-up, Save note, or Create contact, before acting. Only eligible email drafts offer Send selected drafts. Proven failures before dispatch for supported follow-up and check-in drafts may offer Return to Ready for another edit and review; uncertain delivery cannot. Discoveries open on their Desk, company, or Talent Pool rather than through generic approval. Reach Review from Today.

Yes. The Meetings calendar has day, work-week, week, and month views, plus a 24-hour toggle for round-the-clock visibility. Events sync two-way with Google Calendar, so anything you book in Kolvera appears in Google and vice versa. Open the full calendar from the Calendar shortcut above Community in the sidebar; your day's meetings also appear on Today, and each contact's meetings sit on their record.

When you book a meeting, Kolvera recommends up to 6 time slots based on your Google Calendar availability, the contact's inferred timezone, your working hours, holidays, and weighted signals like morning preference and buffer between meetings. Click a slot to pin it, then confirm to create a real calendar event with a Meet link. Requires Google Calendar to be connected.

Open meeting prep from Today, the contact's record, or a meeting in Meetings. The brief covers your history with the contact, their company context, recent interactions, and a suggested approach. The prep panel's note belongs to that meeting; use Save note or leave the editor to save it, and Retry save if saving fails. Contact notes and recordings remain on the linked profile.

You can add required discussion choices to understand why someone is booking. New bookings also capture source and campaign tags plus the referring website when the browser supplies it. See this context in meeting details, contact history and your booking email. A missing referring website means it was not recorded.

Scheduling links are public booking pages for one host. Create one from Settings → Scheduling Links, then set its meeting details, availability, Google or Outlook calendar, brand, questions and notifications. Start intervals are separate from meeting duration. Guests choose a time in their own timezone; Kolvera checks all relevant connected calendars and reserves the slot on submission. If calendar checks fail, slots are unavailable. The result shows whether calendar sync is confirmed, pending or needs review. Email and reminders use the booking's recorded recipients; delivery may be delayed. Guests can reschedule or cancel through a private, expiring management link. Public booking does not create or edit CRM contacts. See the Scheduling Links guide for setup and branding.

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 2.

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.