Lead Tag Rules

How tags from your outreach platforms automatically set lead status and sentiment in Outreach Magic

When you set tags on leads in platforms like HeyReach, MasterInbox, Prosp, or other connected tools, those tags are saved to the lead in Outreach Magic. If a tag matches one of our predefined rules, we automatically set the lead's status and sentiment so your activity timeline and reporting stay accurate.

Tags sync from your LinkedIn and email outreach platforms
Matching tags automatically update lead status and sentiment
Status and sentiment appear on the lead's activity timeline
No manual updates needed—set the tag once in your platform

How Tag Rules Work

If the tag applied to a lead in your source platform contains any of the keywords listed in each rule below (case-insensitive), Outreach Magic sets the corresponding lead status and sentiment. The lead's activity timeline in Outreach Magic will reflect this so your team has a single source of truth.

If these tag names don't already exist in your platform (e.g. HeyReach, MasterInbox, Prosp), simply add them. They'll work with the rules below as long as the names match—no extra setup in Outreach Magic required.

If the tag contains any of the following: interested, hot lead, positive reply

→ Lead status is set to interested
→ Sentiment is set to positive

If the tag contains any of the following: not interested, do not contact, unsubscribe

→ Lead status is set to not interested
→ Sentiment is set to negative

If the tag contains any of the following: out of office, ooo, auto reply

→ Lead status is set to out of office
→ Sentiment is set to neutral

If the tag contains any of the following: meeting booked, call scheduled, demo booked

→ Lead status is set to meeting booked
→ Sentiment is set to positive

If the tag contains any of the following: wrong person, wrong contact, incorrect person

→ Lead status is set to wrong person
→ Sentiment is set to negative

Setting Tags in Your Platform

In platforms like HeyReach, you can assign tags to leads (e.g. "Interested", "Meeting Booked", "Not Interested"). When those tags are sent to Outreach Magic via webhook or integration, we apply the rules above and update the lead's status and sentiment accordingly.

Setting lead tags in HeyReach - tag options for lead status

Example: Setting tags on a lead in HeyReach. These tags sync to Outreach Magic and trigger the matching lead status and sentiment.

Tags on the Activity Timeline in Outreach Magic

Once a tag matches a rule, the lead's status and sentiment appear on their activity timeline in Outreach Magic. Your team can see at a glance which leads are interested, meeting booked, not interested, out of office, or wrong contact—without switching between tools.

Lead status and sentiment from tags appear on the activity timeline in Outreach Magic.

Supported Platforms

Tag-based lead status and sentiment are applied when tags are sent from any connected platform that supports lead tagging and syncs with Outreach Magic, including but not limited to:

HeyReach
MasterInbox
Prosp
Other platforms that send lead tag updates via webhook or API

Make sure your platform is connected to Outreach Magic (e.g. via webhook or integration) so tag updates are received. For HeyReach, see our HeyReach Integration guide.

What You Get

Automatic Status Updates

Set a tag once in HeyReach, MasterInbox, or Prosp—Outreach Magic updates the lead status and sentiment automatically when the tag matches a rule.

Unified Activity Timeline

View lead status and sentiment alongside all outreach activity in one timeline, so your team has a single source of truth across email and LinkedIn.

Connect Your Platform

Connect HeyReach, MasterInbox, Prosp, or another supported platform to start syncing tags and lead status to Outreach Magic.

Open Integrations