Outreach Tracker

Cold email outreach tracker with automated Day 0 / Day 3 / Day 7 follow-up sequence, Kanban dashboard, per-category templates, open tracking, and thread-safe email delivery via Autosend.

Stack: Node.js, Express 5, Prisma 6, PostgreSQL, Autosend API, Vercel

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Features

• Kanban board with 9 stages: New Leads → Queued → Day 0 Sent → Day 3 Sent → Day 7 Sent → Opened → Replied → Bounced → Dead
• Two outreach categories with separate template sets: Ignition and Instagram Collab
• Per-lead email timeline in detail panel (sent time, opens, follow-up status)
• Open tracking pixel + Autosend webhook for opens and bounces
• Follow-ups auto-cancel when lead is marked Replied or Bounced
• All 3 emails in one thread (shared In-Reply-To + References headers)
• Daily cap + configurable send window (default 7–11pm IST, Mon–Sat)
• Batch dispatcher sends oldest 5 new leads; individual 📤 send button per card
• CSV import and export

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Architecture

cron-job.org (7pm IST daily)     cron-job.org (every 2 min)
POST /api/dispatch                GET /api/cron
        │                                │
        ▼                                ▼
┌──────────────────────────────────────────────────┐
│              Vercel Serverless Functions          │
│  dispatch   cron   leads   template   track      │
└──────────────────────────┬───────────────────────┘
                           │
                    PostgreSQL (Prisma)
              Lead · EmailTemplate · ScheduledEmail

Flow:

1. Add leads via UI or CSV import
2. Dispatcher queues oldest N new leads (default 5)
3. Cron picks one pending email per tick, sends it, queues next follow-up
4. Open tracking pixel + Autosend webhook update lead stage automatically

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Email Templates

Each category (Ignition / Instagram Collab) has 3 slots:

Slot	Sent	Subject
Day 0	Immediately after dispatch	Your template subject
Day 3	3 days after Day 0	Same subject (for threading)
Day 7	4 days after Day 3	Same subject (for threading)

Variables: {{firstName}} {{lastName}} {{companyName}} {{email}}

Edit templates via Edit Templates button in the dashboard.

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API Endpoints

Method	Path	Description
GET	/api/leads	All leads with scheduled emails
POST	/api/leads	Create lead
PUT	/api/leads	Update lead (stage change cancels pending follow-ups)
DELETE	/api/leads	Delete leads by IDs
POST	/api/dispatch	Queue N new leads { limit, leadIds }
GET	/api/cron	Send one pending email
GET	/api/track	Open tracking pixel
GET/PUT	/api/template	Read / update email templates
POST	/api/import	CSV bulk import
POST	/api/webhooks/inbound	Reply detection webhook
POST	/api/webhooks/autosend	Autosend opened/bounced events

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Cron Jobs (cron-job.org)

Job 1 — Auto Dispatcher

Setting	Value
URL	https://your-app.vercel.app/api/dispatch
Method	POST
Body	{"limit":5}
Header	Content-Type: application/json
Schedule	30 13 * * 1-6 (7pm IST Mon–Sat)
Timezone	UTC

Job 2 — Sender

Setting	Value
URL	https://your-app.vercel.app/api/cron
Method	GET
Schedule	*/2 * * * *

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Environment Variables

DATABASE_URL=postgresql://user:pass@host:5432/outreach_tracker
AUTOSEND_API_KEY=AS_your_key_here
FROM_EMAIL=you@yourdomain.com
FROM_NAME=Your Name
FROM_DOMAIN=yourdomain.com
PUBLIC_URL=https://your-app.vercel.app
DAILY_CAP=10
SEND_WINDOW_START=19
SEND_WINDOW_END=23
SEND_WINDOW_DAYS=Mon,Tue,Wed,Thu,Fri,Sat
SEND_TIMEZONE=Asia/Kolkata
SKIP_WINDOW_CHECK=0
DISPATCH_BATCH_SIZE=5
PORT=3001

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Local Setup

git clone https://github.com/Varnan-Tech/outreach-tracker.git
cd outreach-tracker
npm install
cp .env.example .env   # fill in your values
npx prisma db push
node scripts/seed-templates.js   # seeds default templates
node server.js

Open http://localhost:3001

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Deploy to Vercel

npx vercel --prod

Set all environment variables in Vercel dashboard → Settings → Environment Variables. Then wire the two cron jobs on cron-job.org.

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Threading

All 3 emails in a sequence share the same In-Reply-To and References headers (<thread-{leadId}@yourdomain.com>), causing email clients to group them in one conversation thread. Keep Day 0, Day 3, and Day 7 subject lines identical for best results.