Outbound

How to organize LinkedIn leads so your team knows who to contact next: views, Snooze, Done and exports

Organize LinkedIn leads so your team knows who to contact next: built-in views, saved filters, Snooze, Done, Client, tags, bulk actions, exports and recovery.

By the traxy teamPublished Nov 13, 202617 min read

TL;DR: Give every lead one clear state and one owner, and have each person work from a saved view instead of one long list. In traxy, the Leads page splits active work, clients, snoozed leads, done work and bad fits into built-in views. You filter active leads by signal, company, assignment or tag and save the filter as a personal or shared view that updates as leads change. As you work, you mark each lead Snooze, Done, Client or Bad fit. Campaigns and routes can then use those shared views as their audience, so the list your team reviews can be the list your outreach uses.

traxy, which publishes this guide, runs your entire LinkedIn GTM end to end, from finding high intent leads from social intent to enriching and researching each one, to running relevant, personalized LinkedIn and email outreach to them on autopilot. You test a campaign on sample leads and approve the launch once, and then it runs on its own, or you approve every message. This guide covers the part in the middle that decides whether any of that works for a team: keeping the leads in order. Product steps come from the traxy docs on reviewing leads, saved views, tags, notes and assignments and exports and deleted leads, checked November 2026.

How do I organize LinkedIn leads so my team knows who to contact next?

Agree on what each lead state means, give each lead an owner, and build one saved view per queue so every rep opens a list that already shows who to contact next. Then keep the states current as you work, and point your campaigns at shared views so outreach can follow the same list.

In practice that is five steps:

Agree on the states. Active means someone still needs to act. Client means an existing customer. Snoozed means a good fit to come back to later. Done means the work is finished. Bad fit means the person doesn't match your ICP. traxy has a built-in view for each one.
Build a view per queue. Filter the active leads for the audience a person or campaign needs and save it. A shared view such as "Warm signals, founders" works for the whole team; a personal view such as "assigned to me" works for one rep.
Give each lead one owner. Use Assign or Assign to me on a lead, or assign a selection in bulk, so two people don't pick up the same person.
Mark leads as you go. Snooze, Done and Client move a lead out of the active list without deleting it or changing its fit score; Bad fit records your reason and lets you keep or remove the lead.
Run outreach on shared views. A campaign or route can use a shared view as its audience, so the view your team keeps can be the audience the campaign researches and contacts.

Why one long list stops working

A list of LinkedIn leads keeps growing as new activity qualifies. If it all sits in one table, the same problems show up in most teams:

Reps open the same rows every morning and can't tell who has been checked.
Existing customers sit next to new prospects and get pitched by mistake.
People who said "not now" have nowhere to go, so they get lost or messaged again too soon.
Two reps contact one person because nobody owned the lead.
Bad fits stay in the list, so the next person rereads them.

Each step above fixes one of these. The rest of this guide shows how each one works in traxy.

Where the leads come from

Organizing is the second step, after finding. traxy finds people from social intent on LinkedIn: the posts they write, comment on and like about the problem you solve, the people who engage with the profiles, single posts and company pages you track, the people who view the profiles of the sender accounts you connect, and a plain-English search over 71M+ scanned LinkedIn likes, posts and comments. A person only counts as a lead with a 50% or higher ICP match. Each lead carries a signal label (Warm, Related or Activity, or ICP match when there is no recorded signal) and shows the post or comment behind it on its Signals tab (intent signals). Those labels and sources are what most of your views will filter on. For the full flow from finding to outreach, see how traxy works.

Built-in views: active, clients, snoozed, done and bad fit

traxy's Leads page has built-in views that split active work, clients, snoozed leads, completed work and bad fits. Open Leads and pick a view from the menu, or from the view picker above the table when the menu is hidden.

View	Who is in it	How a team uses it
Active	Qualified leads nobody has filed yet	The working list. Most saved views start here.
Clients	Leads marked Client	Keeps customers out of prospecting lists; useful for account managers.
Snoozed	Leads marked Snooze	Good fits who aren’t ready. Review it on a schedule your team sets.
Done	Leads marked Done	Finished work. Restore a lead to active work when needed.
Bad fit	Leads with Bad fit feedback	Shows what your ICP keeps catching by mistake.

Two things to know about these views:

Moving a lead between views keeps its history. In Bad fit, Move to Active Leads restores a removed lead's visibility and keeps its feedback and score. Moving a lead to Done doesn't change its fit score, and you can restore it to active work later.
A missing lead is usually a filter. Search and filters change which results you see. When a lead seems to be gone, check the active filters and the selected workspace before anything else.

Each view also switches between People and Companies. People works with individual leads. Companies groups the same audience by company, with its matching people count, best ICP match and latest signal, so an account owner can see everyone at one company before deciding who to contact first (review companies).

Filters and saved views that update as leads change

A saved view is a filter you name and keep. In traxy, a view created from table filters updates as matching leads and their data change, so new people who fit appear in it without anyone rebuilding the list.

How to save a view

Open Leads and choose a built-in or saved view to start from.
Add filters for the people, companies, signals or workflow state you need.
Review the matching leads.
Choose New view or Save as new view, give it a name your team will recognize, and choose its sharing setting.

The page heading names the open view. A Filtered badge means you changed the filters but haven't saved those changes yet. The view keeps your choice of People or Companies. Table columns and temporary search text are separate from the saved audience, so each person can show and sort the columns they want (for example company domain or total engagements) without changing the saved audience.

Views that update and views that stay fixed

Views built from table filters keep updating. One kind of view does not: when you ask trax, the traxy agent, to save a search that depends on text, topics or a custom ICP score range, it saves a fixed audience of the leads matched at that time, and new matching people don't join it on their own. That is useful for a one-off list, such as "everyone who commented on this week's launch posts." For an ongoing queue, build the view from table filters instead. Review a fixed audience before you use it in a campaign or route.

A view saved while a post's lead scope is selected keeps that post scope. Check the post banner before saving or clearing it.

Personal and shared views

Personal views are visible only to the person who made them. Use them for a rep's own queue.
Shared views are available to the whole workspace, and members can update their name and filters. Only the creator can change a shared view back to personal.

Shared and personal views appear in separate groups. Use the menu beside a view to Edit, Duplicate or Delete it. Deleting a view doesn't delete its leads. If you want your own version of a shared view, duplicate it or use Save as new view rather than editing the original, and reload a shared view if someone else has changed it before you apply your edit.

Views worth building first

Most teams need a small set of views, not dozens. A starting set:

My queue (personal): active leads assigned to you that still need review. This is the example the traxy docs give for assignment filters, and it answers "who do I contact next?" for each rep.
Warm leads by audience (shared): active leads with a Warm signal for one ICP segment, such as founders or heads of sales. Good as a campaign audience.
Profile viewers (shared): under Filters > LinkedIn activity, "Viewed any profile" or "Viewed <your name>'s profile" for any time or the last 7, 30 or 90 days. People who looked at your profile are worth their own list.
Tag views (shared): one view per tag your team uses, such as "event follow-up" or "founder handling".
Accounts running ads (shared, Companies): a Companies view filtered by Running Meta ads or Monthly visits. In a saved view, Check new companies checks Meta ads and traffic for companies not yet checked, using the view's saved filters.

Snooze, Done, Client and fit feedback: when to use each

Use Snooze for a good fit you want to come back to, Done when the work on a lead is finished, Client for an existing customer, and Bad fit when the person doesn't match your ICP. These actions organize your work. They are separate from Do not contact, which is what stops outreach.

Your situation	Use	What it does
Good fit, not ready yet	Snooze	Moves the lead to the Snoozed view so you can return later.
You finished working the lead	Done	Moves it to Done. The fit score stays the same; restore it when needed.
The person is already a customer	Client	Moves it to Clients, out of your prospecting views.
The person doesn’t match your ICP	Bad fit feedback	Records your reason; you choose whether to keep the lead in the list or remove it.
The person must not receive outreach	Do not contact	Suppresses outreach to that email or LinkedIn profile.
A whole company or person should not show up as leads	Blocklist	Excludes them from lead results.

The last two rows matter. Snooze, Done and Client are separate from Do not contact (do not contact). Marking a customer as Client keeps them out of your prospecting views, but if they must never get an automated message, add them to Do not contact as well. For the full set of exclusions, see how to keep customers, competitors and opt-outs out of your LinkedIn prospect list.

A few rules that keep the states useful

Snooze with a reason. Add a note saying why and when to come back, for example "budget review in Q1." Then review the Snoozed view on a fixed day each week or month, so snoozed leads don't turn into a second forgotten list.
Done means done for now. Mark a lead Done when a sequence ends with no reply or a conversation closes. It stays in traxy with its score and history, and you can bring it back when a new signal shows up.
Always give a Bad fit reason. Fit feedback records your judgment. If the same kind of bad fit keeps appearing, the reasons tell you what to change in your lead criteria.
Mark clients as soon as you know. Clients have their own view, so they leave the prospecting views your team works from.

Tags, notes and assignments

States say where a lead is. Tags, notes and owners say who is handling it and why. In traxy, open a lead and choose Assign to pick an active member, or Assign to me; you can also assign a selection in bulk. Assignment shows who is working the lead and doesn't change its qualification or source.

Tags group leads by your own process. Filter by a tag and save it as a view. Lead tags are separate from the relationship tags on tracked profiles.
Notes are shared with workspace members. Only the author can edit or delete a note, and deleting a note is permanent.
Filters on assignment, tags, notes, status and feedback turn all of this into queues.

These workflow changes don't use up your workspace's lead capacity and don't change qualification scores. Ownership is the main defense against two reps messaging one person; how to stop two people on your team from contacting the same LinkedIn lead covers it in full.

Bulk actions, exports and recovering deleted leads

Select leads from the table header to act on many at once: all leads matching the current filters, the current page, or the first number of leads in the list's current order. Check the filters and sort before you choose "first N", because the order decides who is included. Use Clear selection to start again.

With a selection you can run supported bulk actions such as assigning an owner or marking a status, export the leads, send them to an integration with Send to, or use a saved audience in a campaign. Check the selection and destination before you confirm.

Export leads to CSV

Open Leads and apply the view and filters you want.
Select the leads. To export the whole filtered result, select all matching leads and review the selected count. Export needs a selection.
Choose the columns and any available enrichment options.
Confirm the export and follow its progress.
Download the file when it is ready.

Exporting doesn't move leads to Done unless you choose that option, so you can export a list for a report and keep working it. Settings > Exports shows export history. An export that is queued or processing isn't ready to download; if one fails, read the reason before you retry. Deleting a finished export removes the file and its history entry, not the leads.

Delete and restore leads

Deleting removes leads from your normal workspace views. Read the confirmation before you delete a selection. If you delete something by mistake, open Settings > Deleted leads to review recoverable leads and restore the ones you need. Deleting or restoring a lead that was already delivered doesn't refund or use lead capacity.

Most of the time you don't need to delete at all. If the work is finished, use Done. If the person must not be contacted, use Do not contact. Deleting is for leads you never want to see in your views again.

Shared views for campaigns and routes

In traxy, campaigns and integration routes can use shared views as their audience (or all leads). That is what connects organizing to outreach: filter views update as leads change, so new matching leads join the view, and automatic routes on it send them.

Campaigns

When you create a campaign in Outbound, you choose its lead lists under Audience. With none selected, the audience is all leads; use See leads to check it (create a campaign). From there, traxy handles the second half of the work:

Research on each lead. The campaign researches every lead for the facts you choose, such as how a company handles outbound, or hiring and funding. Signals outside LinkedIn come from this research, not a live event feed. When a required fact isn't found, the lead stays in traxy, and in the campaign you can choose to skip it.
Grouping and personalized messages. Leads are grouped by signal, and traxy prepares a personalized LinkedIn and email message variant for each group from that research.
A test with nothing sent. You test on sample leads and check the research and drafts before anything goes out.
Launch review. Before launch you see who will join, who is skipped because another unfinished campaign holds them, people a completed campaign contacted before, the sender, the message steps and the delivery mode (review and launch).
Your approval. Approve the launch and the campaign runs on autopilot from your own connected sender accounts, or approve each message in the review queue.
Automatic stops. Replies, unsubscribes and hard bounces stop the sequence, and every LinkedIn and email reply lands in one inbox.

Campaigns run in priority order. A lead goes to the first campaign it fits and isn't researched or messaged by two unfinished campaigns at once, so overlapping views don't mean double messages (manage campaigns). To run several campaigns for different signals or offers side by side, see how to run several LinkedIn outreach campaigns at once, and for the outreach itself, LinkedIn and email outreach with traxy.

Routes

A route connects one view to one destination: a Slack channel, a webhook endpoint, or a HeyReach campaign or list (routes). Choose Auto or Manual delivery; automatic delivery has an ICP match threshold you review. Automatic routes apply to leads entering the view from that point on, so saving a route doesn't send everyone already in it. To send existing leads, select them and use Send to.

A common setup is one shared view per rep or territory, each routed to that rep's Slack channel, so new leads reach the right person without anyone forwarding them.

Rules for views in use

Picking a personal view for a route shares it with the workspace when you save the route.
You can't delete a view or make it personal while a campaign or route depends on it. Remove that dependency first.
Members can edit a shared view's filters, so duplicate a view before testing new filters instead of changing one a campaign or route uses.

Can trax or my AI chat organize leads for me?

Yes. In the app, ask trax to find and review leads, save a list, or build a campaign on a shared view; anything that changes your setup shows an approval card first. From Claude, ChatGPT, Codex, Cursor or Grok, the traxy MCP can mark leads good, bad, done, snoozed or client, add tags, and request email or phone lookups, and you confirm the action. The MCP can also draft, test and launch campaigns, with a yes in chat before anything sends. Remember that a list trax saves from text, topics or a custom ICP score range is a fixed audience, so check it before you use it for an ongoing campaign.

A simple weekly routine for a team

Views and states only help if people keep them current. A routine that fits most small teams:

Each morning, every rep opens "My queue", reads each lead's Signals tab and notes, and either reaches out, adds the lead to a campaign view, or files it as Snooze, Done, Client or Bad fit.
Twice a week, whoever hands out leads opens the shared Warm view and assigns new leads, in bulk where it helps.
Once a week, review the Snoozed view and move anyone whose reason has passed back to active work.
Once a month, read the Bad fit reasons and update your lead criteria if a pattern shows up, then check that campaign views still match the offers you are running.

If you nurture leads over a longer cycle, the views above double as nurture segments; see lead nurturing for B2B for how to plan the content each segment gets.

FAQ

Does marking a lead Done change its ICP match score?

No. Snooze, Done and Client organize your work without changing the fit score. You can restore a Done lead to active work later.

What is the difference between Done and Do not contact?

Done says your work on a lead is finished. Do not contact suppresses outreach to a specific email address or LinkedIn profile. They are separate actions, so use Do not contact for anyone who must not get messages.

Do saved views update when new leads come in?

Views built from table filters do: they update as matching leads and their data change. A list trax saves from text, topics or a custom ICP score range is a fixed audience of the leads matched at that time.

Can my teammates see my saved views?

Only if you share them. Personal views are visible to their creator; shared views are available to the workspace, and members can edit their name and filters.

If I delete a lead, can I get it back?

Yes. Open Settings > Deleted leads to review recoverable leads and restore them.

Does exporting leads mark them as Done?

Not unless you choose that option during the export. Export history is in Settings > Exports.

Can a campaign use my personal view?

Campaigns and routes can use shared views (or all leads). If you pick a personal view for a route, it becomes shared when you save the route. A view a campaign or route depends on can't be deleted or made personal until you remove that dependency.

Do messages to these leads go out automatically?

Only after you approve. You test the campaign on sample leads with nothing sent and approve the launch, and then it runs on autopilot from your connected sender accounts, or you approve every message in the review queue. Replies, unsubscribes and hard bounces stop the sequence.

Try it: save a "My queue" view for each rep and one shared view per campaign, then run LinkedIn and email outreach on those views, approved by you first.

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