How Novpha Works: From Prospecting to Booked Meetings

Novpha's workflow moves through three stages. You search public profiles across Instagram, TikTok, YouTube, X, Facebook and Google by keyword and location. You save the verified emails into named folders. You send personalized outreach from your own Gmail, and Auto-reply answers responses in your tone, sending a follow-up nudge after seven quiet days by default and stopping the moment someone replies.

Key takeaways

• Search runs on two inputs: a keyword describing who you want, and a location.
• Verified emails save straight into named folders, with no export to clean up.
• Outreach sends from your own Gmail, so replies land in the thread you already monitor.
• New accounts start with roughly USD $50 in free credits, with no card required.

What you need before you start

Three things get you running: a Gmail account, a clear picture of who you are targeting, and either a search term or a CSV of existing contacts.

Setup begins with "Continue with Google," then connecting the Gmail inbox your outreach will actually send from, so pick the address you check daily rather than a backup account you ignore. There is no separate password and no new inbox to monitor.

Do I need a paid plan to start?

No. New accounts start with roughly USD $50 in free credits and no card required, which is enough room to test the full workflow before spending anything.

What if I already have a list of contacts?

Import it. Existing contact lists load by CSV, so you are not forced to rebuild from a blank search if you already track prospects elsewhere.

Before your first send, confirm you have:

1. A connected Gmail account, via Google sign-in
2. A target description: job title, industry, or location keywords
3. A CSV file ready, if you are importing contacts instead of searching fresh
4. A short outreach message drafted, since this feeds directly into the automated sequence once your list is built

How to search for verified emails

Type a role and a place, then run the scan. You enter who you want to reach and where they operate, and the search pulls from public profiles across the seven supported platforms. No spreadsheet uploads and no manual list-building.

The workflow runs in a fixed order:

1. Enter the job title, niche or keyword you are targeting, for example "restaurant owner" or "boutique fitness studio".
2. Enter the city, region or country where those prospects operate.
3. Launch the scan and let it check public profiles across the supported platforms.
4. Review the verified addresses as they come in, then save them to your Prospects folder.
5. File the results into named lists, so you can work one segment now and save the rest without losing track of it.

That folder step matters more than it sounds. A named list lets you run outreach to warm-looking prospects today while a colder batch waits untouched until you are ready.

Why not just buy a list instead?

Because a purchased list spends your effort on people who were never a fit. Buyers give any individual supplier a narrow slice of their attention during a purchase decision, so a scattershot list burns through that window before you reach anyone relevant. A targeted search by role and location narrows the field before you send a single email. Purchased lists also tend to be stale, and stale addresses bounce, which damages your sender reputation.

Do you need to clean the results yourself?

No. Verified addresses save straight into your Prospects folder, sorted and ready, which removes the manual scrubbing step most cold-outreach workflows require before a first send.

How to send outreach from Gmail

Sending starts with your own Gmail account, not a separate mail server. Connecting happens at login: you sign in once and the inbox is linked behind the scenes. There are no SMTP settings, verification codes or separate sending domains to configure.

Once the connection is live, the sequence runs the same way every time:

1. Search public profiles by keyword and location to build a prospect list.
2. Let verified emails land in a named folder.
3. Apply template variables like {{first_name}} and {{title}} so each message reads as if you wrote it by hand.
4. Send outreach directly from your connected Gmail account.
5. Watch replies land back in the same thread the message came from.

That last step matters. A prospect who replies is not starting a new conversation buried in a third-party dashboard. The reply shows up right where the original email went out, inside your own inbox.

Does Novpha use its own email servers?

No. Everything sends through the Gmail account you connect. Messages carry your address and your sending reputation, and every thread in progress is visible when you open Gmail.

How do you know who to follow up with?

Every address you have contacted gets tagged read, replied or unread. That status updates automatically as replies come in, so scanning the list tells you in seconds who is worth a second message and who has gone quiet.

How Auto-reply gets meetings booked

Auto-reply closes the gap between a prospect's response and a booked meeting. The moment a reply lands, the engine reads the incoming message and answers in the tone you originally wrote in. For a small team, that removes hours of manual reply-chasing each week.

Setup takes one link: a booking page, portfolio or website. Novpha works it into the closing step of the sequence automatically, rather than leading with it in the first email.

1. A prospect replies to an outreach email.
2. Auto-reply reads the message and drafts a response matching the original tone.
3. When the sequence reaches its closing step, the system works in the booking link, portfolio or website on its own.
4. The prospect clicks through and lands wherever that link points.
5. If a thread goes quiet instead, a follow-up nudge fires after seven days by default, or on whatever schedule you set.
6. The moment someone answers, the nudging stops.

Does Auto-reply work for every kind of team?

Founders, small business owners, agencies, freelancers, consultants, recruiters and small sales teams all run the same system. Setup takes minutes, since it mostly asks for your opening message and a booking link.

What slows down booked meetings

The most common mistake is treating every contact as a total stranger. Prospecting and cold outreach are not the same thing, and collapsing them narrows a pipeline to one channel when it could run several. Mixing sources, including public profiles, referrals and warm follow-ups, spreads risk and keeps a pipeline healthy when one channel goes quiet.

Why do meetings fall through after they are booked?

Meetings slip when a stage gets skipped. The sequence runs from outreach or an inbound enquiry, through a fit check, to a booked meeting, then a logged next step. Skip the fit check, or forget to log the next step, and the meeting evaporates before it happens.

Common mistakes that slow meetings down:

• Treating warm contacts like cold strangers
• Running one channel instead of several
• Skipping the fit check before booking
• Forgetting to log the next step after the call

FAQ