How Outreach Works

When you send outreach, FillCue doesn’t blast everyone at once (unless you use Emergency Mode). Instead, it works like a phone tree: your contacts are reached one at a time, in the order you’ve ranked them.

This sequential process starts at the top of your list and works down until someone accepts or the list is exhausted.

The order of your contact list determines who gets contacted first. Person #1 gets the email immediately. If they don’t respond in time, person #2 gets contacted, and so on.

If you’re using contact groups, each group has its own independent ranking. When you create outreach using a specific group, that group’s order is used.

Learn more about Emergency Mode.

Rolling Wave is a middle ground between sequential and emergency. Instead of contacting one person at a time or everyone at once, it sends to a batch of contacts simultaneously, then waits before sending the next batch.

For example, with a batch size of 3 and a 2-hour wait time, FillCue contacts your first 3 people at once. If none of them accept within 2 hours, it automatically sends to the next 3, and so on.

This is useful when you want faster results than sequential but don’t need the urgency of emergency mode. It works well for filling positions a few days out where you want multiple people considering it at once.

When creating outreach, select Rolling Wave as the mode, then set the contacts per batch and wait time between batches.

Availability: Coordinator plan only.

Each contact has a response deadline — the window of time they have to accept or decline. If the deadline passes without a response, FillCue automatically moves to the next person on your list. No action required from you.

You can choose deadlines from 30 minutes to 1 week when creating outreach. Shorter deadlines (30 min – 2 hours) work best for urgent needs; longer ones (1 day+) give people time to check their schedule.

• Accept — the outreach stops immediately. The position is filled and no further contacts are reached. You and the contact both get a confirmation.
• Decline — FillCue moves to the next person right away (no waiting for the deadline). The contact is asked for a decline reason so you can spot patterns.
• No response (expired) — when the deadline passes, FillCue automatically advances to the next contact. The expired offer can no longer be accepted.

Every outreach goes through a lifecycle:

1. Running — the outreach is active, working through your list.
2. It ends in one of three states:

• Filled — someone accepted. You’re covered.
• Exhausted — everyone on the list was contacted but no one accepted.
• Cancelled — you manually stopped the outreach before it finished.

You can pause and resume running outreach, or cancel it at any time from the outreach detail page.