Feature Guide — Kolvera

Click a section below to expand. Matches your sidebar navigation.

Discover

Dashboard

Your morning briefing — everything you need at a glance.

Today's meetings — upcoming meetings for the day with status pills and Join buttons. Shows contact name and company.

Command centre — 5 hero stat cards (credits, ICP coverage, campaign performance, meetings, action required), ICP health table with companies/prospects/pipeline per profile, campaign performance bars with reply rates, and collapsible activity log.

Low balance warnings — amber/red banners when credits, scrapes, or minutes are running low, with direct links to top up.

Setup banner — if your account setup is incomplete, a banner prompts you to finish connecting your email, calendar, and other tools.

How Your Data Flows

Every source feeds the same three records. Here's how data moves through Kolvera.

Sources

SEEK · Indeed · LinkedIn · Reed · CSV Import · Chrome Extension · Company Search · CRM Pull · Manual Add

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Storage

Pipeline (3 tabs: Job Listings, LinkedIn Companies, LinkedIn Prospects) + Companies (organisations) + Contacts (people) — all created automatically from any source.

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Actions

Campaigns (automated email sequences) or Dialler (phone calls with Smart Slots) — enrol contacts from any page.

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Tracking

Every email sent, opened, replied — every call made, connected — every meeting booked — is recorded as an Outcome and shown on your Dashboard funnel.

Find Leads

Set up what you're looking for and scrape job boards to build your pipeline.

Search Config

Reusable search templates that define what jobs to look for. Each config specifies:

Name — a label for your reference (e.g. "IT Managers in Sydney")

Sector & Discipline — industry and function categories

Keywords — terms to include (must match) and exclude (filter out). Auto-suggested excludes help remove irrelevant job titles with one click

Locations — city or region to target

SEEK Classification — select an industry classification code to narrow SEEK results (25 categories, auto-mapped from your sector)

Active toggle — enable/disable without deleting

The AI Config Generator can create 2-5 configs from a plain English description. Just tell it what you're looking for.

Lead Scraping

Import leads from job boards or spreadsheets.

SEEK — Australia & NZ job listings

Indeed — AU, UK, US, NZ, CA, SG job listings

LinkedIn — AU, UK, US, NZ, CA, SG job listings

Reed — United Kingdom job listings (free)

Select a source and optionally a Search Config, then click Run. Real-time progress shows new vs skipped leads with title clustering. Leads are automatically ranked by priority based on recency.

AI Relevance Scoring — every scraped lead is scored by AI for relevance to your search keywords, filtering out noise automatically

Smart Title Filtering — shared keyword matching across all scrapers ensures only relevant job titles are imported

SEEK Exact Phrase Matching — keywords are sent as exact phrases to reduce irrelevant results by up to 60%

Diminishing Returns Cutoff — SEEK scraping automatically stops when no new leads are found, saving your scrape allowance

Plan	Scrapes/Month	Note
Trial	200	Includes LinkedIn saves
Starter	1,000	Includes LinkedIn saves
Growth	1,500	Includes LinkedIn saves
Pro	2,500	Includes LinkedIn saves
Agency	12,500	Includes LinkedIn saves
Enterprise	Custom	—

Scraping is free within your monthly limit. Need more? Buy Scrape Packs.

Where your data goes

Each scrape creates two records per lead:

Job listing — the role itself (title, company, location, salary, description)

Contact — the hiring contact (name, title, company — email found later via enrichment)

Both are automatically linked to a Company record, matched by company name.

Source-by-source tips

SEEK — AU/NZ only. Best for volume. Uses SEEK Classification codes for precision. Up to 20 pages per keyword. Auto-stops when no new leads are found.

Indeed — AU, UK, US, NZ, CA, SG. Page 1 per location only (anti-bot limits). Good for broad geographic coverage.

LinkedIn — AU, UK, US, NZ, CA, SG. Up to 3 pages. May hit auth walls on heavy use. Best for professional or executive roles.

Reed — UK only. Free (no scrape cost). Good for UK-based recruitment.

Looking to import contacts from a spreadsheet? Use Contacts → Import CSV instead.

Chrome Extension

Save LinkedIn profiles as Contacts, Prospects, or Candidates. Link to your ICP, generate AI outreach, find emails, and sync messages — all from the sidebar.

Setup

Install the Kolvera — LinkedIn Prospect Finder extension from the Chrome Web Store
Go to Settings → API Tokens and generate a token
Open the extension sidebar on LinkedIn and paste your token

Sidebar tabs

Contact: Save as an enrichable contact. Find Email (2 cr) directly from the sidebar. Detects if already saved in Kolvera.

Prospect: Save as a prospect linked to your Ideal Client Profile. Generate AI sales messages (connection request, call ask) with tone selection. Sync LinkedIn messages.

Candidate: Save as a candidate linked to your MPC Profile. Generate AI outreach messages with Refine with AI to tweak angle, tone, or length. Sync messages.

Scraping

Search page: Extracts up to 10 profiles per page with name, title, company, and location

Multi-Page Scrape: Auto-collect across up to 25 search result pages in one action

Auto-dedup: Contacts already in Kolvera are flagged and skipped

AI messaging (free)

Message types: Connection request, connection note, call ask, follow-up

Tone: Consultative, casual, friendly, direct

Refine with AI: Tell it what to change (shorter, more casual, push on a specific angle) and it rewrites

Copy + Regenerate: One-click copy to clipboard, or regenerate for a fresh take

Scrape results

Contact tab

Prospect tab

AI sales message

Candidate tab

AI outreach + refine

Cost & data

Cost: 1 scrape per profile saved (no credits needed)

Data created: Contact + Job Record with source “LinkedIn Extension”

Tip: Works best on LinkedIn Sales Navigator search results for bulk saves

Company Search

Search the Kolvera company database to discover companies. Unlock a company for 1 credit to instantly access all its contacts and research.

How it works

Search — type a company name, industry, domain, or job title. Multi-word queries match across all fields.
Browse — results show company info and how many contacts are on file. Geo-locked to your country.
Unlock — pay 1 credit to unlock a company. All contacts and research are copied to your account instantly.
View — companies you already own show a View button. No duplicate charges.

Smart search

Search matches across company name, industry, domain, entity type, and job titles posted by that company. Searching "plumbing" finds companies that posted plumbing jobs, even if the company name doesn't mention plumbing.

Pricing

1 credit per company (flat fee). Unlocking gives you access to all contacts on file for that company. If the company has 10 contacts, you still only pay 1 credit. You can then enrich further from the company page if needed.

AI Smart Search

Multi-word queries now search intelligently across company name, industry, domain, and job titles posted by each company.

OR logic — each word in your query matches independently. Searching “plumbing sydney” finds companies matching plumbing OR sydney, so you cast a wider net.

Job title matching — searches also match against job titles posted by a company, even if the company name and industry don’t contain your keywords

Sector / industry filter — use the dropdown alongside the search bar to filter results by a specific sector or industry

Employee size filter — narrow results by company size range

Location filter — filter by state or region

Result counts — each company result shows the number of contacts on file and the number of job listings, so you can prioritise companies with more data

Company Detail Page

Contacts tab — all enriched contacts linked to this company, with email status and phone

Jobs tab — all job listings scraped from this company

Research — click Research to trigger an AI scan for recent news, funding, team changes, and competitors (1 credit)

Signals — auto-detected events like growth hiring, new offices, leadership changes — each scored by strength and confidence

BD Status — track your sales progress: New → Contacted → Replied → Meeting Booked → Terms Signed → Placed

Deep Research

AI-powered market research that discovers companies, maps them to your Ideal Client Profiles, and auto-matches contacts.

How it works

Choose a topic — pick from 98 vertical-specific research suggestions or type your own query
AI researches — Kolvera searches the web for companies matching your query with a 3-year date filter for freshness
Review results — companies are presented with domain, industry, employee count, and location. Each result includes a research summary and a pipeline awareness banner showing your existing data.
Map to ICP — add results directly to an Ideal Client Profile's company map, or create a new ICP. Existing contacts at those companies are auto-linked as prospects.
Expand — run additional expansions from different angles to discover more companies. Previously found companies are excluded automatically.

Features

Progress tracking — real-time progress bar shows company names and credit totals as research runs

Pipeline awareness — research page shows your existing company and contact counts. Research includes matching job postings from your pipeline data (last 90 days) for richer context.

ICP auto-mapping — discovered companies are automatically matched to your Ideal Client Profiles by industry and location. Contacts at matched companies are auto-linked as prospects.

Generate ICP — create a new ICP directly from research results. All found companies are automatically added to the ICP's company map. Works on both fresh and past reports.

Add to ICP — select companies and add them to any existing ICP's company map, or create a new ICP. Replaces the previous hot list picker.

Expand Search — re-run from different angles to find more companies. 2 credits per expansion. Previously found companies excluded automatically.

Archive & delete — archive reports to clean up the sidebar, or delete them permanently.

98 suggestions — vertical-specific prompts rotated each page load, covering buyer-side framing, role-based targeting, and temp labour markets

Deep Research results — AI summary, market insights, and discovered companies

Cost: 3 credits per research run, 2 credits per expansion. Access from Deep Research under the Discover section in the sidebar.

Ideal Client Profiles

Define your target clients and let AI match companies automatically.

ICP detail — target titles, industries, locations, and value proposition

Creating an ICP

AI generation — describe your target client in plain English. AI generates a full profile: target titles, industries, locations, company sizes, pain points, value proposition, differentiators, objection handling, and SEEK keywords (2cr). Uses your business context from Settings to write accurate seller-framed content.

From research — generate an ICP directly from Deep Research results. AI analyses the researched companies and builds a generic profile. All found companies are automatically added to the ICP's company map with contact matching.

From company — generate an ICP from any company detail page using verified company data.

Contact auto-matching — when a company is mapped to an ICP, existing contacts at that company are automatically linked as prospects on the ICP.

Company Matching

ICP company map — matched companies with tier, triggers, and prospects

Auto-mapping — companies discovered via Deep Research or enrichment are automatically matched to relevant ICPs by industry and location

Multi-ICP support — a company can match multiple ICPs if it fits more than one profile

Word-level matching — industry matching uses word-level overlap with noise word filtering for accurate results

Company map — each ICP has a company map showing matched companies with tier badges, industry, location, and size columns

ICP Index

Card tiles — ICPs displayed as cards with company count, prospect count, and Active badge

Prospects page — ICP tiles shown on the Prospects index with company count for quick filtering

Boolean search — each ICP auto-generates a LinkedIn-ready boolean search string from target titles

MPC Profiles (Most Placeable Candidate)

Define the type of candidate you recruit and map the companies who'd hire them. The recruitment counterpart to Ideal Client Profiles.

How it works

MPC Profile — describes who the candidate IS: role title, must-have skills, move triggers, target employers, disqualifiers, seniority, and LinkedIn boolean search

Linked candidates — real candidates are linked to an MPC Profile and tracked through the recruitment pipeline (identified → shortlisted → contacted → placed)

Company map — target employers where this type of candidate works or could be placed. Auto-populated via Deep Research or manually curated

MPC → ICP flow (reverse marketing)

Generate ICP from MPC — click "Feed to ICP" on any MPC Profile to generate an Ideal Client Profile targeting companies who'd hire this type of person. The ICP inherits the candidate's industry, location, and company size criteria

CV-reverse ICPs — upload a candidate's CV and AI generates both the MPC Profile and a reverse-marketing ICP in one step. The ICP is flagged as cv_reverse so it's clear the companies are placement targets, not product prospects

Deep Research — run research from the generated ICP to discover real companies hiring for this role right now. Found companies feed into campaigns targeting hiring managers

Creating an MPC Profile

AI generation — describe the role in plain English and AI builds the full profile (1cr)

From CV — upload a candidate's CV and AI extracts skills, experience, target employers, and generates a placement-ready profile

Manual — define the role criteria yourself: title, sectors, employers, locations, must-haves

From candidate — click "MPC Profile" on any candidate detail page to reverse-engineer a profile from their data

ICP vs MPC — when to use which

Ideal Client Profile (ICP) — "which companies should I sell my service to?" Used for sales outreach. Companies are product/service prospects

MPC Profile — "which companies would hire this candidate?" Used for recruitment placement. Companies are potential employers

Both together — recruit candidates via MPC, then reverse-market them to companies discovered via the generated ICP. Two sides of the same market

Engage

Add to Prospects

Promote contacts to your prospect pipeline for structured sales outreach.

From contact detail — click Add to Prospects on any contact to flag them as a prospect with ICP selection

Bulk from contacts — select multiple contacts and add them all to Prospects in one action

From hot lists — add all contacts in a hot list to Prospects with ICP selector

ICP selection — choose which ICP to associate the prospect with at the time of creation

Always on — Prospects is available on all plans as a core feature

Prospects

Track prospects through structured sales stages from first contact to closed deal. Prospects are contacts flagged for active outreach — same record, additional pipeline view.

Pipeline Stages

Every prospect moves through five stages:

Lead — newly added prospect, not yet qualified

Qualified — confirmed as a good fit based on ICP criteria

Proposal — terms or proposal sent to the prospect

Negotiation — actively discussing terms

Customer — deal closed, prospect converted

Features

Full contact record — click any prospect to view their complete record with email history, call logs, campaigns, meetings, and enrichment data

Bulk actions — select multiple prospects to change stage, add to a hot list, enrol in a campaign, or remove from the pipeline

ICP association — each prospect can be linked to an Ideal Client Profile, showing which target market they belong to

Target role — track which vacancy you’re recruiting for against each prospect. Visible on the prospects page and ICP detail.

Prospects is available on all plans — no module activation required. A contact can be both a prospect and a candidate simultaneously.

Manage Pipeline

Review, filter, and work your leads. Track companies through the sales cycle.

Dashboard

Your daily briefing — the most important metrics at a glance.

Today's meetings — upcoming meetings with status pills and Join buttons

Low balance warnings — amber/red banners when credits, scrapes, or minutes are running low

Pipeline

Your complete lead list. The main working view.

Search — by company name or job title

Filter — by status, priority, sector, discipline, state, salary, source

Bulk actions — set status, delete, or enrich multiple leads

CSV export — 23 fields, 1 credit per row (50 free/mo on all plans)

Leads are ranked with priority badges: HOT, WARM, MONITOR, LOW — based on how recently the job was posted.

Companies

Account-based CRM. All interactions with a company in one place.

Overview — domain, industry, size, location, phone, ABN, LinkedIn

BD Activity — status tracking (Prospect → Contacted → Replied → Meeting → Client)

Research Intel — AI-powered company research (1 cr)

Signals — growth indicators, hiring surge, funding, tech changes

Contacts — enriched decision-makers with email and phone

Job Leads — open roles at this company

Call History — dialler calls with transcripts and AI analysis

Email History — every email sent to anyone at this company

Actions: Research (1 cr), Find Contacts (2 cr/contact found), Block (Agency/DNC/Custom), Watch (monitoring).

Company Watchlist

Monitor companies without blocking or deleting them. Watched companies show an orange eye icon on Pipeline and Companies pages.

Toggle — click the eye button on company detail or use the Block dropdown

Filter — use the Watchlist dropdown on Pipeline or Companies to show only watched companies

Manage — view all watched companies in Settings → Watchlist

CSV Import & Export

Import companies from CSV with auto-detect columns (company, domain, state, industry, size, status). Deduplicates by company name. Export filtered or selected companies to CSV.

LinkedIn Prospect Finder

Chrome extension with 3 sidebar tabs: Contact, Prospect, Candidate. Save profiles, link to your ICP, generate AI messages, and enrich — without leaving LinkedIn. Install from Chrome Web Store →

Multi-Page Scrape — auto-collect across up to 25 search result pages

3 tabs — Contact (enrich), Prospect (ICP + sales message), Candidate (ICP + outreach)

AI messaging — generate connection requests, call asks, and outreach with tone selection (free)

Refine with AI — tell it what to change and it rewrites the message

Find Email — run enrichment directly from the sidebar (2 cr)

Sync messages — pull LinkedIn conversation history into Kolvera

Auto-dedup — detects contacts already saved and links to their Kolvera record

LinkedIn saves use your scrape allowance (1 per contact), not credits. AI message generation is free on all plans. Install from Settings → API Tokens.

Three Pipeline Tabs

Job Listings — leads scraped from SEEK, Indeed, Reed, and CSV imports. Each row shows company, title, location, salary, and days live.

LinkedIn Companies — company-level leads scraped from LinkedIn job postings. Groups by company rather than individual listings.

LinkedIn Prospects — individual contacts saved from LinkedIn via the Chrome extension or manual add. Shows name, title, company, and LinkedIn URL.

Priority & Status

Priority is automatic based on recency: HOT (≤7 days), WARM (≤14 days), MONITOR (≤30 days), LOW (>30 days)

Status tracks your outreach progress: New → Contacted → Replied → Meeting Booked → Terms Signed → Placed → Dead

Bulk actions: select multiple rows to change status, priority, or assignment in one click

Enrich Contacts

Find decision-maker emails and phone numbers. Verify before sending.

Email Enrichment (2 cr per contact found)

Kolvera's enrichment pipeline searches multiple data sources automatically — public records, company registries, professional networks, company websites, and proprietary pattern matching. Country-specific sources are used where available (e.g. AU company registries for Australian tenants).

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.

Email Verification

Email verification checks every email to protect your sender reputation. Status indicators:

valid Valid — confirmed deliverable, safe to send

catch_all Catch-all — domain accepts all addresses, likely works but can't confirm

unverified Unverified — pattern-matched email, not yet checked. Click Verify to confirm

unknown Unknown — mail server didn't respond to verification. May still be valid but proceed with caution

new New — imported via CSV, not yet verified. Click Verify to check

invalid Invalid — will bounce, blocked from sending

Verification is bundled into enrichment cost. Campaign worker also verifies pre-send as a safety net.

Default Filters

By default, Contacts and Pipeline pages hide invalid and unknown emails to keep your lists clean. Invalid emails will bounce and hurt deliverability. Unknown emails couldn't be verified — use your judgement on whether to try them. Adjust filters anytime using the dropdowns above the table.

Phone Enrichment

Native (6cr direct / 2cr company line) — available on Growth+. No API key needed. Fresh direct dials cost 6cr; fresh company lines cost 2cr. Network-discovered direct dials are discounted (3cr). Company lines already on file are free.

BYOK (free) — available on Pro+. Bring your own phone provider API key. Uses your provider credits, zero Kolvera credits. Recommended when you need per-person direct dials and your provider has good coverage in your market.

Contacts can store two separate phone numbers: a personal direct dial (on the contact record, found via BYOK) and the company main line (on the company record, shared across all contacts at that company).

Contacts Database

All enriched contacts in one searchable list. Filter by provider, email status, source, state. Each contact has a detail page with email history, call history, and campaign enrolments. Manually add contacts or click-to-call from any contact with a phone number.

Fix Names

Bulk action that finds and corrects missing or low-quality contact names. Free — no credits charged.

Which contacts are affected?

Fix Names only touches contacts that match one of these patterns:

• No first name or first name is a single character

• Name matches the email — e.g. first name “Johnsmith” derived from john.smith@company.com

• First name is an initial — 1–2 uppercase letters (e.g. “J”, “JD”)

• Generic mailbox — info@, admin@, support@, apply@, etc.

Contacts with real names are never modified. If a contact already has a proper first and last name that doesn’t match these patterns, Fix Names skips it entirely.

How does it find the correct name?

Kolvera uses multiple sources to find the correct name for each contact, prioritising free methods first. Most of the first steps cost nothing — only falling back to paid lookups when needed.

Every name found is validated against strict rules. Invalid or generic results (test, admin, company, etc.) are rejected automatically.

What happens if no name is found?

• Generic emails (info@, admin@) — the name is cleared to blank. These contacts shouldn’t be in outreach campaigns.

• Junk names (matched email local part) — cleared to blank. A blank name is better than “Hi Johnsmith” in an email.

• No data found and name was already blank — left as-is, counted as skipped.

Campaign emails handle blank names gracefully — “Hi {first_name},” becomes “Hi there,” when the name is empty.

Duplicate Management

Detect and merge duplicate contacts to keep your database clean.

Detection — finds duplicates by email match (high confidence) and name + company match (medium confidence)

Smart merge — keeps the primary contact, fills gaps from secondaries. Valid emails always win over invalid ones.

Bulk merge — select all duplicates and merge in one click with a progress counter

Access — click the Duplicates button on the Contacts or Companies page toolbar

Merging transfers all campaign enrolments, email logs, and call history to the primary contact. Secondary contacts are removed.

CSV Import

Upload or paste contacts from a spreadsheet. Auto-detects 40+ column variants (name, email, phone, company, title, etc.). Deduplicates by email. Imported emails get "new" status — use the Verify button to check them before sending. Download the template from the import page.

Enrichment Workflow

The typical flow from raw lead to outreach-ready contact.

Scrape leads — run a scrape from Lead Scraping. This creates a job listing and linked contact for each lead in your Pipeline.
Find emails — go to Contacts, select the contacts you want, and click “Find Email” (2cr per found email). Multiple sources checked automatically.
Verify emails — found emails are auto-verified. Status shows as Valid, Catch-all, Invalid, or Unknown.
Enrol in campaign — select contacts with valid/catch-all emails and click “Add to Campaign”. Only send to verified contacts.
Find phones (optional) — for contacts you want to call, click “Find Phone”. Two options: direct dial (6cr) or company main line (2cr).
Call via Dialler — contacts with phone numbers appear in the Dialler's Contacts tab. Click to call, pin a Smart Slot, book a meeting.

CSV Import

Migrating from another tool? Go to Contacts → Import and upload a CSV with name + email columns. Download the sample template to see the expected format. Imported contacts skip the email-find step since they already have emails.

Data Network

Background enrichment that discovers phone numbers automatically — no user action needed.

How it works

The Data Network runs a set of background jobs that continuously scan for phone numbers across multiple sources. When a number is found, it is cached on the Company record and shared across all contacts at that company. Numbers appear automatically on company and contact pages.

Sources

Signature mining — extracts phone numbers from email reply signatures in your connected inboxes. Runs every hour.

Website phone scraping — visits company careers pages and contact pages to find published phone numbers. Runs every 30 minutes.

AU directory scraping — checks Australian trade directories for business phone numbers. Runs daily.

Google Places — batch lookups against business listings to find company main-line phone numbers. Runs every hour.

What you see

Company pages — discovered phone numbers appear on the company detail page automatically

Contact pages — contacts at a company with a cached number inherit the company main line, shown alongside any personal direct dial

Cross-tenant sharing — discovered numbers are cached globally, so all tenants with that company benefit

The Data Network is fully automatic and runs in the background for all tenants. No credits are consumed — numbers found this way are free.

Send Outreach

One-off sends or automated multi-step campaigns. AI writes the copy.

Active campaign — variant performance, open rates, and contact engagement

One-Off Emails

Click any contact's Send Email button to fire off a quick, AI-written personalised message. Perfect for testing your pitch before launching a campaign, or for high-touch contacts that deserve a bespoke reply.

1. Open any contact from Contacts, Pipeline, or a company detail page

2. Click the Send Email button

3. AI generates a personalised subject and body using the contact's company + role + any campaign intel

4. Edit if needed, choose which connected inbox to send from

5. Click Send — Kolvera sends immediately and logs the email to the contact's history

Free on all plans. Connect Gmail or Microsoft 365 via OAuth in Settings (2 clicks, no passwords).

Campaigns

Automated multi-step email sequences with vertical-aware AI generation.

Campaign Verticals

Each campaign has a vertical that controls the AI's approach:

Recruitment Candidate-led — MPC details, hiring manager pitch

B2B Sales Value-led — offer, value prop, growth signal

IT / MSP Service-led — capacity gap, managed service pitch

HR / Legal Compliance-led — risk signal, HR expertise

Facilities Premises-led — building type, service area

Custom Your own approach

Learn more: Choosing Your Vertical

Two Modes

Template — write each step manually. Insert merge variables from a dropdown picker — no need to type variable names from memory.

AI — fill in your context, AI generates a 3-step personalised sequence per contact

Merge Variables

Use these tags in subject lines and email body. They auto-fill from each contact's data when the email sends.

`{first_name}`	Contact's first name
`{last_name}`	Contact's last name
`{title}`	Contact's current role (e.g. Managing Director)
`{company}`	Their company name
`{ad_role}`	Role from the job ad (set on prospect's Ad Role field)
`{job_title}`	Scraped job ad title (from pipeline)
`{location}`	Contact's location
`{domain}`	Company domain

Tip: {ad_role} is great for ad chase — "I saw you're hiring a {ad_role}" pulls from the prospect's Ad Role column.

A/B Variants

Distinct angles — Variant A leads with value and insight, B focuses on outcomes and results. Each is written from a genuinely different perspective.

Choose at setup — select Single (A only) or A/B Testing when creating a campaign. Variants are locked once the campaign is activated.

Live controls — pause or resume individual variants on active campaigns. To test different variants, create a new campaign.

Campaign Outcome

What are you chasing? — Set your campaign outcome: Get a reply, Book a meeting, Phone call, Funnel to sales, or Share information.

Shapes every CTA — AI-generated emails tailor their call-to-action based on your chosen outcome. “Book a meeting” includes your scheduling link in the final email.

Per-Campaign Sending Schedule

Custom timezone and hours — each campaign can set its own timezone, start/end hours, and send days. Run an AU campaign 8am–5pm ACST and a UK campaign 8am–5pm GMT from the same account.

Account default fallback — check “Use account default schedule” to keep using your global Settings. Uncheck to set campaign-specific hours.

Campaign Lifecycle

Draft → Active (sending) → Pause → Completed. Track enrolment progress per contact, monitor replies and bounces.

Enrolled Contacts

Per-contact step progress bar

Email verification status with individual and bulk Verify All

Inline status changes (Active, Replied, Bounced, Unsubscribed, Completed)

Bulk actions: remove, pause, activate, complete

AI Step Refinement

Fine-tune your AI-generated email steps without regenerating the whole sequence.

Per-step Refine — click the sparkle icon on any step and type an instruction (e.g. "make it shorter", "add a question at the end"). AI rewrites that step only.

Refine All — type an instruction above the step timeline and it applies to every step at once (e.g. "make 20% shorter", "use a more casual tone").

Works on both outreach campaigns and warm-up campaigns. Your original steps are preserved until you accept the refinement.

Mailbox Warm-Up

Build inbox reputation before running cold outreach. Essential for new sending domains.

Automated warm-up engine — AI-generated conversations between real inboxes in the warm-up pool to build sender reputation

Domain diversity — pairs inboxes across different domains for natural-looking engagement patterns

Deliverability scoring — per-inbox health scores based on delivery rate, with colour-coded indicators on the Mailboxes page

DNS health checks — automatic SPF, DKIM, DMARC, and MX validation for all connected mailboxes

Start warm-up 2-4 weeks before your first cold campaign. Manage warm-up from the Mailboxes page. See the Mailbox Warm-Up Guide for full setup instructions including DNS configuration.

Compliance

Every outgoing email includes an unsubscribe link and your business details (required by Spam Act, CAN-SPAM, GDPR). Configure in Settings → Email Compliance. You can disable the compliance footer if you handle it through your own email signature — a warning will appear about regulatory requirements.

Campaign Setup — End to End

Create: Campaigns → New Campaign. Pick your vertical.
Describe: Write a plain-English brief of your offer. AI generates 3 email steps.
Review steps: Each step has a subject, body, and wait period. Edit anything. Merge tags: , ,
Assign inboxes: Pick which connected email(s) to send from. Multiple = round-robin.
Set daily limit: Start at 10-20/day for a new inbox. Ramp over 2-4 weeks.
Enrol contacts: Add from Contacts, Pipeline, or Company detail. Only send to valid/catch-all emails.
Activate: Campaigns send during your configured working hours only.
Monitor: Check open/click/reply rates. Replies auto-pause the contact.

Deliverability Tips

• Start with 10-20 emails/day on a new inbox. Increase by 5-10/day each week.

• Never send to unverified or invalid emails — bounce rate kills deliverability.

• Use your real business domain, not a freemail (gmail/outlook) address.

• Set up SPF, DKIM, and DMARC on your domain — ask your IT admin or domain provider.

• Check DNS health at Settings → Email Health Check.

• Keep your email signature simple — no images, no HTML tables.

• If bounce rate exceeds 5%, pause and clean your contact list.

• Use warm-up campaigns to build sender reputation on a fresh inbox.

• Stop-on-reply is ON by default — contacts who reply are automatically paused.

Unified Inbox

All sent and received emails across every connected inbox in one place.

Person-centric threading — one row per contact, not per email subject. Messages grouped by subject within each expanded row.

Role tabs — filter by All, Prospects, or Contacts with live counts and role badges.

Archive & delete — per-user thread archive with dedicated Archive tab and count badge. Delete requires archiving first.

Colour-coded inboxes — each connected inbox gets a unique colour pill so you can see which inbox handled each message.

Reply from any inbox — compose modal lets you choose which inbox to send from. Email signature auto-appended.

Compose new — send a fresh email to any address from any connected inbox.

Access Inbox from the sidebar navigation. Requires at least one connected Gmail or Microsoft inbox.

Call & Close

Browser-based phone calls with live transcription and AI analysis. Two provider options.

Dialler integrations — connect Ringover or Dialpad

Getting Started

The dialler is a BYOK (Bring Your Own Key) integration available on Growth+ plans. Connect your existing provider (Ringover, Dialpad) from Integrations. Minutes are billed by your provider directly.

Supported Providers

Ringover — embedded dialler with Ringover transcription, post-call AI analysis, and webhook integration

Dialpad — iframe integration with AI post-call analysis and CRM sync

Connect from Integrations → Dialler. Both support AI post-call analysis, call recording, and CRM sync.

During the Call

Outbound + inbound calls from your browser

Click-to-call from any contact or enter a number directly

Live transcription with speaker labels

Auto-recording — all calls saved

After the Call

AI analysis: summary, action items, sentiment, next steps, outcome

Full call history with timestamped transcripts

Save new contact directly from post-call screen

Results visible on company detail pages

Plan	Dialler
Trial	—
Starter	BYOK (Ringover/Dialpad)
Growth	BYOK (Ringover/Dialpad)
Pro	BYOK (Ringover/Dialpad)
Agency	BYOK (Ringover/Dialpad)
Enterprise	Custom

Connect your own Ringover or Dialpad account. All call billing is handled by your provider directly.

Dialler Workflow

Setup: Integrations → Connect your Ringover or Dialpad account.

Call: Open the Dialler → pick a contact from Recent, Contacts, Favourites, Campaigns, or Hot Lists — or type a number → click Call → live transcription runs during the call → hang up → AI generates notes + summary.

Smart Slots: During a call, the right panel shows optimal meeting times based on your calendar AND the contact's timezone. Click a time to pin it.

Book While You Talk: Pin a Smart Slot → after the call, click Confirm Booking → a Meeting is created on Google Calendar with a Meet link sent to the contact.

Post-call AI: AI extracts email mentions and meeting suggestions from the transcript. Review and apply with one click.

Inbound calls: When someone calls your number, the app pops their contact details instantly.

Billing: All call costs are handled by your dialler provider directly — no credit charges from Kolvera.

Email Tracking & Reply Detection

Monitor engagement and automatically respond to replies.

Email Tracking

Track opens and clicks on your campaign emails to measure engagement.

Open tracking — an invisible pixel detects when your email is opened

Click tracking — links in your emails are wrapped to track click-through

Per-campaign toggle — enable or disable tracking individually for each campaign in the campaign wizard

Campaign dashboard — view open rates, click rates, and per-contact engagement

Reply Tracking

Kolvera polls your connected Gmail and Microsoft inboxes every ~3 minutes to detect replies automatically.

Auto-detection — matches replies by thread ID / conversation ID

Auto-pause — when a real reply is detected, the campaign automatically pauses for that company so you don't send follow-ups to someone who has already responded

Auto-reply filtering — out-of-office and automated replies are ignored

Manage

CRM Integrations

Connect Kolvera to your existing CRM from the Integrations page. Each user connects their own account.

Supported CRMs (8)

Atlas CRM — recruitment-focused, API key auth. Recommended for recruiters.

HubSpot — OAuth 2.0, the most popular free CRM

Pipedrive — API token, sales pipeline CRM

Zoho CRM — OAuth 2.0, full suite CRM

Close — API key, sales-focused CRM

Bullhorn — OAuth 2.0, enterprise ATS/CRM

JobAdder — OAuth 2.0, recruitment ATS

Capsule CRM — Bearer token, small business CRM

What Syncs

Contacts — contacts sync between Kolvera and your CRM in the background every 5 minutes

Post-call AI notes — after a dialler call, AI-generated call summaries, action items, sentiment, and transcripts are automatically pushed to the contact's record in your CRM

Enriched email pushes — when you find a contact's email in Kolvera, the contact is upserted into your CRM

Not Your CRM?

Use the inbound webhook at POST /integrations/webhook/push with a Bearer token for any CRM not natively supported. Pairs with Zapier, Make, or n8n to push contacts and notes to Salesforce, Copper, Insightly, monday.com, or anything with a REST API.

Quick Reference

CRM	Connection	What Syncs
Atlas	API key	Contacts + Call notes (recommended for AU)
HubSpot	OAuth	Contacts + Call notes
Pipedrive	API token	Contacts + Call notes
Zoho	OAuth	Contacts + Call notes
Close	API key	Contacts + Call notes
Bullhorn	OAuth	Contacts + Call notes
JobAdder	OAuth	Contacts + Call notes
Capsule	Bearer token	Contacts + Call notes

Webhook: Connect any other tool via POST /integrations/webhook/push (Zapier, Make, n8n).
Google Calendar: Separate OAuth connection for meeting sync + Smart Slots.

Calendar Integration

Book meetings directly into your Google or Outlook calendar from any contact or post-call card.

Connect — 2-click OAuth from the Integrations page

Mark as Booked — one-click button on contact detail + post-call card creates a real calendar event

Attendee added automatically — the contact is invited to the event with their email address

Context preserved — the event description includes the contact's company, title, and any call summary

Funnel tracking — the contact's outcome is logged as meeting_booked, visible on the dashboard funnel metrics

Free — no credit cost. Per-user OAuth; each team member connects their own calendar.

Meeting Lifecycle

Created from: Dialler panel (Smart Slots → Confirm) or Contact detail (Mark as Booked) or Scheduling Links (public booking page)

Calendar sync: Google Calendar or Microsoft Outlook — meetings created in Kolvera appear in your calendar (connect one from Integrations)

Email reminders: Automatic email reminders sent 24 hours and 1 hour before scheduled meetings to both the contact and the host

Pre-meeting banner: 30 min before a meeting, a countdown banner appears on every page with contact name + Join button

AI Briefing: Click the file icon next to any meeting for AI-generated talking points based on your contact history

Post-meeting prompt: 5-30 min after a meeting ends, you're asked: Attended / No-show / Reschedule. No-shows create a follow-up task.

Team view: Agency plan users can toggle between My Meetings and Team Meetings

Scheduling Links

Create public booking pages — like Calendly — so prospects can pick a meeting time themselves.

Setup

Go to Settings → Scheduling Links
Click Create — set a title, duration, buffer, location, and availability rules
Copy the public link and share it with prospects (via email, campaign, or LinkedIn message)

How it works

Public page: No login required — the prospect sees available time slots from your calendar

Timezone-aware: Slots automatically display in the prospect's local timezone — no confusion across time zones

Booking: Prospect picks a slot, enters name + email + optional notes → meeting created automatically

Notifications: You receive an email and an in-app bell notification when someone books

Google Meet: If enabled, a Meet link is generated and included in the calendar invite

Availability rules: Control which days, hours, max days ahead, and minimum notice

Tasks

Follow-up task management — never let a lead slip through the cracks.

Status tabs: Open, Snoozed, Done, Cancelled — click to filter

Priority: Low, Medium, High — high-priority tasks sort to the top

Due dates: set a due date and overdue tasks are highlighted

Snooze: push a task to a later date without losing it

Linked to contacts & companies: each task can reference a specific contact or company for context

Auto-created tasks

No-show follow-ups: when you mark a meeting as “No-show”, a follow-up task is automatically created: “Follow up with [name] (no-show on [date])”

Manual tasks: create tasks from the dedicated Tasks page, any contact's detail page, or auto-created from meeting no-shows.

Team Management

Manage your team, allocate resources, and control data visibility. Available on Growth, Pro, Agency, and Enterprise plans.

Members

Invite — send email invitations with 7-day expiry. New members join via Google, GitHub, or Microsoft OAuth, or email/password.

Roles — Admin (full access + team/billing) or Member (full access, no team/billing management)

Seats — Growth includes 2 seats, Pro includes 3 seats, Agency includes 5 seats (1,000 credits per seat = 5,000 cr/mo). Additional seats A$49/seat/mo — each adds 1,000 credits to your monthly pool. Buy from the Team page. Empty seats show as placeholders with quick invite links.

Lifetime stats — credits used and calls made tracked per member

Resource Allocation

Two modes for managing credits, scrape requests, and dialler minutes:

Shared Pool — everyone uses from the same pool. No individual limits. Simple.

Split Evenly — auto-divides resources equally among active members. Limits adjust when members are added or removed. Countdown display shows remaining/total with progress bars.

Data Isolation

Admins can toggle data isolation mode in Settings to control visibility across the team:

Separate — each user only sees their own contacts, companies, and leads. Admins still see everything. Default for new tenants.

Shared — everyone sees all contacts, companies, and leads across the team. Requires explicit confirmation to enable.

E-Sign Documents

Upload PDFs, place signature fields, and send for digital signature — no third-party tool needed.

Upload any PDF — Terms of Business, contractor agreements, placement fee agreements. Drag and drop or browse.

Place fields — signature, initial, date, checkbox, text, dropdown. Colour-coded per signer. Copy button for quick duplication.

Sequential signing — signer 2 sees signer 1’s completed fields as read-only overlays before signing their own.

Self-sign flow — “Add Myself” lets you sign first, then send to the client.

Saved signatures — draw once, reuse across documents. Stored locally per email.

Reusable templates — save field layouts as templates for your standard ToB or contractor agreements.

Audit certificate — DocuSign-style audit trail appended to the completed PDF (signer events, IPs, timestamps, legal footer).

Resend & track — resend button per signer, status tracking (Draft → Sent → Partially Signed → Completed), void if needed.

Hot Lists

Curate named collections of contacts, prospects, and candidates for targeted outreach.

Create lists — name a list and add contacts or prospects from any list page using bulk actions

Cross-populate — adding a contact automatically adds their company, and vice versa. Both tabs stay in sync.

Campaign enrolment — enrol an entire hot list into a campaign in one click from the campaign’s Enrol Contacts step. Company members are resolved to their contacts automatically.

Bulk actions — Find Contacts (per company), Find Phone, Research, Verify Emails, Set Status, Block, and Add to Another List — all with progress bars

Inline Find Phone — click the phone icon on any contact row to find their number directly from the list

Deduplication — adding contacts already in a campaign skips them automatically with feedback

Detail view — each list shows members across Contacts and Companies tabs with name, title, company, email status, and type badge

Access Hot Lists from the sidebar navigation. Available on all plans.

Modular Workspace

Toggle features on and off to match your workflow. Only see what you need.

Module toggles — enable or disable optional modules from Settings. Sidebar navigation updates instantly.

Setup checklist — module activation switches are included in the onboarding checklist so new users can configure their workspace during setup.

All plans — modular workspace is available on every plan, including Trial.

Dialler always visible — the dialler is permanently in the sidebar for all tenants (configure provider from Integrations).

Configure

Everything in Settings.

Playbook

Pre-built config bundles for your vertical. Sets email tone, blocklists, and target titles in one click. Five playbooks: Recruitment, B2B Sales, IT/MSP, HR/Employment Law, Facilities.

Outreach Settings

Email signature, timezone, send window (start/end hours), and working days (Mon-Sun checkboxes). Campaigns only send during your configured hours on allowed days.

Agency Blocklist

Three categories: Agency (auto-filtered during scrape), Do Not Contact (skip outreach), Custom. Match by "contains" or "exact".

Enrichment Providers

Native email and multiple email enrichment providers included on all plans. Phone enrichment: native (6cr direct / 2cr company line) or BYOK (bring your own phone provider key). Each shows status, can be tested, and toggled on/off.

Email Inboxes

Connect Gmail or Microsoft inboxes via OAuth (2 clicks, no passwords). Run DNS Health Check to verify SPF, DKIM, and DMARC records. Start at 20-30/day per inbox and ramp gradually — sending more than 50/day risks deliverability issues.

Email Compliance

Business name, address, and unsubscribe footer for Spam Act compliance. Toggle the compliance footer on/off (warning shown when disabled). Custom footer supported.

API Tokens

Generate tokens for the Chrome Extension and mobile app. Tokens use the kv_ prefix, are hashed with SHA-256, and can be revoked at any time.

Business Context

Describe what your company does so AI can personalise emails, pre-meeting briefs, and campaign copy. Three input methods: Generate with AI (polishes rough notes), Import from Website (auto-extracts from your domain), Upload Document (PDF/DOCX/TXT). Also collected during onboarding.

Account & Password

Change your password (OAuth users can set an initial password here). Your email address is shown for reference.

Ready to try it?

50 credits included. No card required.

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