Switch LinkedIn outreach tools without double-messaging prospects

List every sender identity and active campaign. Keep the lead list, sender assignment, last outbound action, replies, exclusions, pending invitations, next scheduled action, templates, and reports the team still needs. Ask the old vendor which fields it actually exports. Save each original file with its campaign name and export date; edit a copy for import.

One export may not cover the operation. HeyReach's lead-list CSV includes default columns but omits custom variables. A separate per-campaign Lead Analytics CSV includes sender, last action and time, and status. A team using several campaigns or personalization fields would need to reconcile those exports. Other vendors may expose different fields.

Pause each old campaign and inspect pending actions for every sender. Keep the old inbox accessible and assign a person to open replies during the change. Do not activate a destination sequence for the same audience until the old queue is accounted for. Dux-Soup documents that moving a prospect between campaigns inside Dux-Soup replaces queued activities. A CSV sent to another vendor carries no such guarantee.

LinkedIn's prohibited-software guidance says it does not permit third-party tools that scrape, modify, or automate activity on its website and warns that accounts may be restricted. A vendor's wait period or lower sending rate does not turn a prohibited workflow into an approved one. Decide whether to use a native, human-run process before reconnecting an account to another tool.

Build a register keyed by LinkedIn profile URL, sender identity, and client if there is one. Record last contact, latest reply, any do-not-contact decision, invitation state, and intended next action. Keep it outside the destination campaign while reconciling the exports.

Expandi says ‘No Interaction’ can mean no interaction in the current campaign even when the same person was contacted elsewhere. Do not promote that label into proof of no prior contact. A replied prospect stays on hold; a pending invitation needs status review; an untouched prospect moves only after sender approval and the account-policy decision.

• Hold: a reply, exclusion, pending invitation, or unknown history makes a new action inappropriate for now.
• Review: two exports disagree, or the same prospect appears under another sender or client.
• Eligible: the owner has checked history and approved the specific next action.

Import ten consented test records to an inactive list: include a duplicate, a replied contact, an exclusion, and an untouched prospect. Compare row counts, profile URLs, sender assignment, custom fields, and exclusions with the source register. HeyReach, for example, requires profile URL plus first and last name for CSV import and maps custom variables separately. A successful upload confirms only what the resulting records show.

Check reply pause, duplicate handling, re-export, and client permissions before enrolling a live audience. If an exclusion cannot be represented or an old scheduled action remains uncertain, keep affected recipients on hold. Resolve the gap in the CRM or with the vendor, then recheck the row. Only an approved, reconciled segment should enter a new campaign.

Re-export records changed during cutover and compare them with the register. Save the reports and templates needed for handoff, remove former operators, confirm sender disconnection, and check cancellation terms. Keep the source files until the destination data and access checks pass. Agencies should also run the two-client permissions and offboarding test; quote differences belong in the cost calculator.

If the old system may still send, a recipient's history is unresolved, or the account-policy decision is missing, that sender or prospect stays out of the new campaign.