Help Center
UserGems & Outreach Configuration with Gem-E Messaging

UserGems has a native integration with Outreach that has two important benefits:

  1. It allows UserGems to push Gem-E powered AI messaging or templated sequences directly into your Outreach so you don’t need to build sequences and messaging from scratch
  2. It allows for UserGems to automatically add Leads/Contacts directly to the right sequence

Steps

1. Connect Admin Outreach User

Connecting an Admin Outreach user will give UserGems the API access we need to create sequences and add Leads/Contacts to sequences.

Visit the Engagement page in UserGems to connect to Outreach (or navigate to "Settings" > "Engagement").

See this article about required permissions for the integration user.

2. Create Custom Fields for Gem-E in Outreach

  1. Within Outreach, click the gear icon labeled Administration
  2. From Administration, click "Records" > click “Prospects’ > click "Fields configuration"
  3. Click "Add Configuration" and add new custom fields
  4. Repeat the above for the fields listed in the table below
    • Note: It's important to create all Subject fields listed below, though you will notice that some are not referenced in the table in Step 5 below.
Label Type
Gem-E Subject 1Text
Gem-E Subject 2Text
Gem-E Subject 3Text
Gem-E Subject 4Text
Gem-E Subject 5Text
Gem-E Subject 6Text
Gem-E Subject 7Text
Gem-E Content 1Text
Gem-E Content 2Text
Gem-E Content 3Text
Gem-E Content 4Text
Gem-E Content 5Text
Gem-E Content 6Text
Gem-E Content 7Text
You'll need to scroll at first to find the first available custom field you have not yet configured. After clicking "Add Configuration," select that Custom Field (Custom field 39 in our video clip below) then give it a label and select the type "text field," then click "Add".

3. Map Custom Fields to UserGems

After connecting your Outreach account, complete the field mappings from UserGems to Outreach at the top of the Engagement page.

Map the fields below as applicable for your UserGems setup:

  • Next to Past Company, map the UG - Past Company field you created in Outreach
  • Next to AI Email Subject, map the fields you created in Outreach for AI Subjects generated by Gem-E to be used in sequences
  • Next to AI Email bodies, map the fields you created in Outreach for AI Email Bodies generated by Gem-E to be used in sequences

4. Ensure Salesforce & Outreach Sync is Configured

Before activating Workflows in UserGems, please make sure you have enabled the sync between your CRM and Outreach to ensure your UserGems contacts/leads will be synced to Outreach and can be added to sequences.

To enable CRM sync within Outreach:

a. Click "Administration" -> click "Integrations" -> click "CRM" -> under "Set object mapping" ensure that Leads and/or Contacts (depending on which you're using) are syncing at least from your CRM into Outreach, if not both ways.

b. Within Leads and/or Contacts, check Sync Frequency & make sure it’s polling automatically every 5-10 minutes

c. Scroll down to “Set sync conditions”

Review under which conditions a prospect is created in Outreach - preferably none

d. Click on "Advanced Settings" and make sure that you are syncing messages sent outside Outreach

5. Create A Default Gem-E Sequence Using Custom Fields

Within Outreach, navigate to Content > Sequences. Click New Sequence or edit an existing sequence.

Use the variables set up in Step 2 for the subject and body of each email step.

Depending on campaign this sequence can then just be duplicated & fine-tuned going forward.

Example sequence structures are included below:

Co-pilot (High Touch) template for past champions:

DayActionContent
Day 1 Manual e-mail Subject: {{custom variable}} → Gem-E Subject 1
Body: {{custom variable}} → Gem-E Body 1
Day 1 Call Answer Brief: Reference the email in Step 1 and the key signals it mentions. Name drop:
  • Previous company
  • Past champion
  • Compelling signal like hiring/funding
Voicemail Example:
"Hey [First Name], it's [Your Name] at [Company]. Just sent you a quick note — saw [Past Champion] just joined your team. Congrats on the hire! Thought it might be worth a quick chat if you're exploring [Signal] right now."
Day 1 LinkedIn Connection Request —
Day 10 Call Answer Brief: Same structure as Day 1.
Voicemail Example:
"Hey [First Name], following up on my last note. If you or [Past Champion] think this might be worth revisiting, happy to chat or send more detail."
Day 10 Automated e-mail (Reply) Body: {{custom variable}} → Gem-E Body 2
Day 13 Automated e-mail (New Thread) Subject: {{custom variable}} → Gem-E Subject 3
Body: {{custom variable}} → Gem-E Body 3
Day 13 Call Answer Brief: Same structure as Day 1.
Voicemail Example:
"Hi [First Name], just wanted to check in again in case you're thinking about [Signal] in the near future. Let me know if helpful."
Day 17 Automated e-mail (Reply) Body: {{custom variable}} → Gem-E Body 4
Day 21 Call Answer Brief: Same structure as Day 1.
Voicemail Example:
"Hey [First Name], [Your Name] again — figured I'd check back one last time. If you or someone on the team thinks this might be relevant now, I'm happy to share more."
Day 21 Automated e-mail (Reply) Body: {{custom variable}} → Gem-E Body 5
Day 25 Automated e-mail (New Thread) Subject: {{custom variable}} → Gem-E Subject 6
Body: {{custom variable}} → Gem-E Body 6
Day 29 Call Answer Brief: Same structure as Day 1.
Voicemail Example:
"Hey [First Name], totally understand if this isn't a fit right now. If it makes sense to revisit down the line, feel free to reach out anytime."
Day 29 Automated e-mail (New Thread) Subject: {{custom variable}} → Gem-E Subject 7
Body: {{custom variable}} → Gem-E Body 7

‍
‍Co-pilot (High Touch) template for everyone besides past champions:

DayActionContent
Day 1 Automated e-mail Subject: {{custom variable}} → Gem-E Subject 1
Body: {{custom variable}} → Gem-E Body 1
Day 1 LinkedIn Connection Request —
Day 2 Call Answer Brief: Reference the email in Step 1 and the key signals it mentions. Name drop:
  • Previous company
  • Past champion
  • Compelling signal like hiring/funding
Voicemail Example:
"Hey [First Name], it's [Your Name] at [Company]. Just sent you a quick note — saw [Past Champion] just joined your team. Congrats on the hire! Thought it might be worth a quick chat if you're exploring [Signal] right now."
Day 5 Automated e-mail (Reply) Body: {{custom variable}} → Gem-E Body 2
Day 6 LinkedIn message —
Day 7 Call Answer Brief: Same structure as Day 1.
Voicemail Example:
"Hey [First Name], following up on my last note. If you or [Past Champion] think this might be worth revisiting, happy to chat or send more detail."
Day 10 Automated e-mail (New Thread) Subject: {{custom variable}} → Gem-E Subject 3
Body: {{custom variable}} → Gem-E Body 3
Day 13 Call Answer Brief: Same structure as Day 1.
Voicemail Example:
"Hi [First Name], just wanted to check in again in case you're thinking about [Signal] in the near future. Let me know if helpful."
Day 16 Automated e-mail (Reply) Body: {{custom variable}} → Gem-E Body 4
Day 16 LinkedIn message —
Day 19 Automated e-mail Subject: {{custom variable}} → Gem-E Subject 5
Body: {{custom variable}} → Gem-E Body 5
Day 19 Call Answer Brief: Same structure as Day 1.
Voicemail Example:
"Hey [First Name], [Your Name] again — figured I'd check back one last time. If you or someone on the team thinks this might be relevant now, I'm happy to share more."
Day 22 Automated e-mail (New Thread) Subject: {{custom variable}} → Gem-E Subject 6
Body: {{custom variable}} → Gem-E Body 6
Day 25 Automated e-mail (New Thread) Subject: {{custom variable}} → Gem-E Subject 7
Body: {{custom variable}} → Gem-E Body 7
Day 25 Call Answer Brief: Same structure as Day 1.
Voicemail Example:
"Hey [First Name], totally understand if this isn't a fit right now. If it makes sense to revisit down the line, feel free to reach out anytime."

‍
‍Autopilot (low touch)  template:

DayActionContent
Day 1 Automatic Email (New Thread) Subject: {{custom variable}} → Gem-E Subject 1
Body: {{custom variable}} → Gem-E Body 1
Day 6 Automatic Email (Reply) Body: {{custom variable}} → Gem-E Body 2
Day 11 Automatic Email (New Thread) Subject: {{custom variable}} → Gem-E Subject 3
Body: {{custom variable}} → Gem-E Body 3
Day 15 Automatic Email (Reply) Body: {{custom variable}} → Gem-E Body 4
Day 19 Automatic Email (Reply) Body: {{custom variable}} → Gem-E Body 5
Day 24 Automatic Email (New Thread) Subject: {{custom variable}} → Gem-E Subject 6
Body: {{custom variable}} → Gem-E Body 6
Day 29 Automatic Email (Reply) Body: {{custom variable}} → Gem-E Body 7
Outreach will return the number of the custom field mapping you created, so if it says something like {{custom4}} that’s ok! Just make sure to preview the content before activating!

#### 
For Non Gem-E Sequences

Optionally, you can sync UserGems-recommended sequences to Outreach from the Engagement page,creating templates you can use to automate UserGems playbooks based on job change signals and other criteria. To do this, select the Sequences you want to sync > click "Send templates to Outreach" at the bottom right.

When searching for these sequences in Outreach, ensure all filters are cleared from your search and search "[UserGems]" without the quotation marks.

6. Activate your sequences!

After adding the custom UserGems variables and making any additional (optional) customizations to your sequences, you're ready to activate them!

In every UserGems sequence, toggle each individual step to Active > click Activate at the bottom of the page.

Important: Simply clicking "Activate" will not turn on the sequences - each step needs to be switched to Active as well.
Want to learn how to preview messages in Outreach? Visit this article.

Troubleshooting

If a record is missing in Outreach, do the following to debug:‍

  • ‍Click "Administration" -> click "Integrations" -> click "CRM" -> click "Contact" (or "Lead")
  • Click "Test Sync" (top right) & select the record that should be synced -> click "Import"
  • Example related issues we’ve seen:
    • A company created a UserGems specific “Lead Status” in Salesforce but in the sync between “Lead status” (SFDC) & Stage (Outreach) it hadn’t checked on the “Create” permission. Therefore Outreach tried to create a UserGems record with Lead Status UserGems but failed since Stage UserGems didn’t exist and it couldn’t create it. (CRM -> Lead status)

Additional Resources

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