1
Account Setup
Connect your email, install Chrome extension, configure safety limits
Login & Email Connection
Log into Apollo
Go to app.apollo.io in Chrome. Use your iPlanRx login credentials Tom set up for you. Make sure you land on the Apollo dashboard — you should see a left sidebar with Search, Engage, Lists, and Tasks.
Connect your iPlanRx email
Click the gear icon (⚙) in the bottom-left →
Mailboxes → Connect Mailbox. Select Google/Gmail. Sign in with your iPlanRx Google Workspace email (ben@iplanrx.com or similar). Grant the permissions Apollo requests.
⚠️ Do not skip this step — Apollo cannot send any emails until your mailbox is connected. Everything depends on this.
Verify your email is connected
Back in Mailboxes, your iPlanRx email should appear with a green checkmark. If it shows an error, disconnect and reconnect. If it still fails, let Tom know — it may need a Google Workspace permission change.
Chrome Extension
Install the Apollo Chrome Extension
Go to Chrome Web Store → search "Apollo.io" → Install the official Apollo extension. Once installed, you'll see the Apollo icon in your Chrome toolbar. This lets you pull contact info from any website or LinkedIn profile — you'll use it constantly for finding district and employer contacts.
Test the extension on a school district website
Go to any Wisconsin school district website (e.g. gbaps.org for Green Bay). Click the Apollo icon in your toolbar. It should show a panel with contacts it's found at that organization. You don't need to save anything yet — just confirm it's working.
Safety Limits — Critical
Set your daily email sending limit to 50
Go to ⚙ Settings →
Mailboxes → click your email → find Daily Sending Limit. Set it to 50 emails per day maximum.
⚠️ This is not optional. Sending too many emails too fast from a new domain will get your email flagged as spam — and it can permanently damage iPlanRx's sender reputation. Start at 50/day for the first 2 weeks, then increase to 75, then 100.
Turn on "Stop sequence on reply"
In Settings →
Sequences (or in each individual sequence you build), find the option Stop sequence when prospect replies. Make sure this is turned ON. This prevents Apollo from sending follow-up emails to someone who has already responded — which would be embarrassing and unprofessional.Turn on out-of-office detection
In the same settings area, find
Out-of-office detection and turn it ON. Apollo will pause the sequence automatically when it detects an auto-reply, and resume when the person returns. This prevents you from burning through touches while someone is on vacation.2
Build the 8 Sequences in Apollo
Load all email copy from the Sequence Library into Apollo's sequence builder
How to Build a Sequence in Apollo
Navigate to Sequences
Click
Engage in the left sidebar → Sequences → click New Sequence (blue button, top right). Give the sequence a name matching the table below. Select Manual mode for now — this lets you review before Apollo sends anything.Add an email step
Inside the sequence builder, click
Add Step → Automatic Email. This creates Touch 1. Set the timing to Day 0 (send immediately when prospect is added). Then:
Where to get the copy:
Open the Apollo Sequence Library on ichra.ai → silver-bullit/apollo-sequences.html → find the matching sequence → click the touch tab → use the Copy button to copy the email body → paste it into Apollo's email editor.
Add phone/task steps for call touches
For Touch 2 (Phone — Day 3), click
Add Step → Phone Call. Set timing to Day 3. In the notes field, paste the phone script from the Sequence Library. Apollo will create a call task in your Tasks queue on that day — it tells you exactly who to call and shows you the script.
💡 The voicemail script goes in the "Voicemail" notes field if Apollo offers it, or just include it at the bottom of the call script notes.
Repeat for all 5 touches, then save
Each sequence has 5 touches (or 4 for multiplier tracks, 3 for re-engagement). Follow the timing from each batch file. When all touches are added, click
Save. The sequence is ready — but don't add any prospects yet until Phase 4.Build All 8 Sequences — One at a Time
Build all 8 sequences using this reference table
| Sequence Name in Apollo | Batch | Touches | Timing |
|---|---|---|---|
| District — Superintendent | Batch 1 | 5 | Day 0/3/7/12/18 |
| Employer — Owner/CEO | Batch 1 | 5 | Day 0/3/7/12/18 |
| Employer — HR Director | Batch 2 | 5 | Day 0/3/7/12/18 |
| District — Business Manager/CFO | Batch 2 | 5 | Day 0/3/7/12/18 |
| Multiplier — CESA Executive Director | Batch 3 | 4 | Day 0/4/10/21 |
| Multiplier — Chamber President/CEO | Batch 3 | 4 | Day 0/4/10/21 |
| Multiplier — Association Exec Director | Batch 4 | 4 | Day 0/4/10/21 |
| Re-Engagement — All Segments | Batch 4 | 3 | Day 0/14/30 |
3
Build Your Prospect Lists
School districts via iCHRA Calculator CSV · Employers via Apollo search · Multipliers manually
List 1 — School Districts (Use iCHRA Calculator)
Open the iCHRA District Opportunity Calculator
Go to ichra.ai → click the iCHRA District Opportunity Calculator card. This is your primary source for school district prospect data — all 413 Wisconsin districts are pre-scored and ranked.
Filter to your target districts
Use the filter buttons to narrow your list. Recommended starting filters:
Best starting filters:
• Fully Insured (314 districts) — all districts on traditional group plans, highest iCHRA conversion potential
• 50%+ Market Gap (23 districts) — districts paying the most above market, highest urgency
• By CESA — filter to your priority region first (start with CESA 7 — Brown County / Green Bay area)
• 50%+ Market Gap (23 districts) — districts paying the most above market, highest urgency
• By CESA — filter to your priority region first (start with CESA 7 — Brown County / Green Bay area)
Export to Apollo CSV
Click the
Export to Apollo CSV button. This downloads a file with district name, score, tier, premium data, savings story, and CESA. Save it to your desktop as districts-priority-[date].csv.Import to Apollo as a Company list
In Apollo →
Companies → Import → upload your CSV. Map the columns: District Name → Company Name, CESA → Custom Field, Score → Custom Field. Name the list WI Districts — Priority [Date].
💡 Once districts are in Apollo as companies, you can search for contacts (superintendents, business managers) within each district using Apollo's People search filtered by company.
Find superintendent contacts for your top 20 districts
In Apollo →
Search → People → filter by:
Search filters to use:
• Company: select from your imported district list
• Title keywords: "superintendent" OR "district administrator"
• Location: Wisconsin
Save results to a People List called
• Title keywords: "superintendent" OR "district administrator"
• Location: Wisconsin
Save results to a People List called
District Superintendents — Priority Wave 1
List 2 — Small Employers (Apollo Search)
Search for Wisconsin employers in Apollo
Go to
Search → Companies and use these filters:
Company search filters:
• Location: Wisconsin
• Employee count: 50–500
• Industries: Manufacturing, Healthcare, Professional Services, Construction, Retail (start with Manufacturing — highest benefits cost exposure)
• Exclude: Government, Education (those are your district track)
Save as
• Employee count: 50–500
• Industries: Manufacturing, Healthcare, Professional Services, Construction, Retail (start with Manufacturing — highest benefits cost exposure)
• Exclude: Government, Education (those are your district track)
Save as
WI Employers — Manufacturing Wave 1
Find Owner/CEO contacts at those companies
In
Search → People, filter by your employer company list and title keywords: "owner" OR "CEO" OR "president" OR "founder". Save to Employer Owners — Wave 1.
💡 For companies with 200+ employees, also find the HR Director. Add them to a separate list for the HR Director sequence.
List 3 — Multiplier Contacts (Manual Research)
Find the 12 CESA Executive Directors
There are only 12 CESAs in Wisconsin — find each Executive Director manually. Search each CESA's website directly (cesa1.k12.wi.us through cesa12.k12.wi.us). Get name, email, and phone. Add them to a People List called
CESA Executive Directors — All 12.
💡 Use the Apollo Chrome extension on each CESA website to pull contact data automatically where available.
Find Wisconsin Chamber Presidents — Priority Markets
Start with the highest-value Chambers in your region:
Priority Chambers (start here):
Green Bay Area Chamber · Greater Madison Chamber · Fox Cities Chamber · Oshkosh Chamber · Wausau Chamber · Wisconsin Rapids Chamber · Sheboygan Chamber · Appleton Chamber
Find the President/CEO of each on their website or LinkedIn. Save to
Find the President/CEO of each on their website or LinkedIn. Save to
Chamber Presidents — Priority Markets.
Find Association Executive Directors — Priority 3
Start with the highest-multiplier associations:
Priority Associations (start here):
WASB (wasb.org) · WASDA (wasda.org) · WMC (wmc.org) · NFIB Wisconsin · SHRM Wisconsin
Find the Executive Director or CEO of each. Save to
Find the Executive Director or CEO of each. Save to
Association Exec Directors — Priority.
4
Launch Protocol
Pilot batch first · Test emails to Tom · Approve and go live
Before You Send Anything
Send a test email to Tom for every sequence
In each sequence, use Apollo's
Send Test Email function. Send Touch 1 to tom@iplanrx.com (or whatever Tom's email is). Tom should review:
Tom reviews for:
• Does it sound right? Tone matches iPlanRx voice?
• Are the [brackets] filled in correctly?
• Does the Calendly link work?
• Is the signature showing correctly?
Get Tom's approval on all 8 sequences before adding any real prospects.
• Are the [brackets] filled in correctly?
• Does the Calendly link work?
• Is the signature showing correctly?
Fill in your Calendly link everywhere
Search every sequence for the placeholder text
[Calendly link] and replace it with your actual Calendly URL. Create your Calendly at calendly.com if you haven't yet — set it up for a 20-minute meeting called "iPlanRx Benefits Scorecard Review." Get Tom's approval on the Calendly setup before going live.Replace all [phone] placeholders with your actual number
In every email signature, replace
[phone] with your direct iPlanRx phone number. Do the same for [email] in breakup email signatures.Pilot Launch
Start with a pilot batch of 10–15 school districts
Pick 10–15 districts from your Priority Wave 1 list. Before adding them to the sequence, pull each one in the iCHRA Calculator and fill in the real premium number and plan type in each Touch 1 email. Do NOT use the template placeholders for districts — personalize every single one.
⚠️ Personalization is what makes the school district sequence work. "[District Name] benefits — pulled something worth your 20 minutes" only lands if the email actually contains their real data.
Add the 10–15 prospects to the District — Superintendent sequence
In Apollo → open the
District — Superintendent sequence → click Add Prospects → select from your People List. Apollo will schedule Touch 1 immediately (or at your next sending window). Watch your Tasks queue — Touch 2 call tasks will appear in 3 days.Report results to Tom after week 1
After the first week, report these numbers to Tom:
Weekly report metrics:
• Emails sent / open rate / reply rate
• Calls made / live answers / voicemails left
• Meetings booked
• Any replies — share the exact text with Tom
This data tells us whether the sequences need tuning before scaling to 100+/week.
• Calls made / live answers / voicemails left
• Meetings booked
• Any replies — share the exact text with Tom
This data tells us whether the sequences need tuning before scaling to 100+/week.
5
Daily Routine at 100+ Prospects/Week
Your 30-minute morning workflow — every weekday
Once You're Live — Do This Every Morning
Read this daily routine and internalize it
Ben's 30-Minute Morning Prospecting Routine
7:00 AM
Open Apollo Tasks. This is your command center. Every call task and email task Apollo generated overnight is here. Work top to bottom.
7:00–7:15
Complete all email tasks. Apollo auto-sends most emails — review any that need personalization (especially Touch 1 for new district prospects — fill in real data from the iCHRA Calculator before approving).
7:15–7:45
Work all call tasks. Open each call task, read the script, make the call. If no answer — leave the voicemail, then send the immediate follow-up email. Log the outcome in Apollo (answered, voicemail, no answer).
7:45–8:00
Add new prospects for the day. Add 20–25 new prospects to sequences to maintain 100+/week. Districts: pull from iCHRA Calculator first. Employers: pull from Apollo search. Personalize every Touch 1 for districts before adding.
End of day
Handle any replies immediately. A reply at any point in the sequence = pull them out of automated sequence and into a personal conversation. Respond within 2 hours. Goal: book the Scorecard call.
✓ Opening Google Calendar — confirm the event to save it to your calendar
Know your weekly volume targets
Weekly targets at full speed:
• 100–120 new prospects added to sequences per week
• 20–25 new prospects per day (Mon–Fri)
• ~500 emails sent per week (across all active sequences)
• ~50 outbound calls per week
• Goal: 3–5 Scorecard calls booked per week
Ramp schedule:
Week 1–2: 20–30 prospects/week (pilot phase)
Week 3–4: 50–75 prospects/week
Week 5+: 100+ prospects/week
• 20–25 new prospects per day (Mon–Fri)
• ~500 emails sent per week (across all active sequences)
• ~50 outbound calls per week
• Goal: 3–5 Scorecard calls booked per week
Ramp schedule:
Week 1–2: 20–30 prospects/week (pilot phase)
Week 3–4: 50–75 prospects/week
Week 5+: 100+ prospects/week
Know what to do when someone books a Scorecard call
When a prospect books a 20-minute Scorecard call:
1. Remove them from the automated sequence immediately
2. Pull their Scorecard from the iCHRA Calculator (districts) or Harmonic Risk tool (employers)
3. Send Tom a heads-up with the contact name, org, date/time, and their data
4. Tom leads or co-leads the call
5. Log the outcome in AgencyBloc — not just Apollo
💡 Tom is your closer. Your job is to book the call. His job is to convert it. Stay in your lane and you'll both win.
2. Pull their Scorecard from the iCHRA Calculator (districts) or Harmonic Risk tool (employers)
3. Send Tom a heads-up with the contact name, org, date/time, and their data
4. Tom leads or co-leads the call
5. Log the outcome in AgencyBloc — not just Apollo
Weekly reporting to Tom — every Friday
Every Friday, send Tom a quick summary:
Weekly report (takes 5 minutes to pull from Apollo):
• New prospects added this week
• Total emails sent / open rate / reply rate
• Calls made / live connects / voicemails
• Scorecard calls booked
• Anything interesting — objections you heard, districts that opened multiple times, replies worth discussing
• Total emails sent / open rate / reply rate
• Calls made / live connects / voicemails
• Scorecard calls booked
• Anything interesting — objections you heard, districts that opened multiple times, replies worth discussing