Top of Mind

Top of Mind keeps you in front of the partners you are not talking to every week. You build campaigns, each one a group of partners you choose, and each campaign is one of two things: a Newsletter, which is one message you write and send to everybody on it, or Personalized notes, where your assistant writes each partner their own note from your history with them and you read and send them one at a time. Either way the mail goes out from your own mailbox, one email per person, and nothing goes out until you press Send.

Where to find it: Sidebar, My Network, Top of Mind.

The page is a table of your campaigns, and each campaign has a page of its own where everything about it lives: who it goes to, who it comes from, when, and either the message or the notes waiting to be read.

The Two Kinds Of Campaign

A newsletter campaign is one message. You write the subject and the message, and every partner on the campaign gets the same words with their own first name in the greeting. You press Send now, or you pick a day and it goes out that morning.

A personalized notes campaign is a cadence. You say how often, and when the campaign comes due your assistant writes a personalized note to each partner on it, built from your own record of that relationship. The notes wait in a queue on the page. You open each one, change anything you want, and press Send or Skip.

You pick the kind when you make the campaign, and it does not change afterward. If you want the other kind, make a second campaign.

Your Campaigns

Top of Mind opens on a table of your campaigns, one row each. You can keep up to ten.

Every account starts with one called Everyone, which is every partner you have, as personalized notes every 30 days. Your assistant makes it the first time you open the page. Keep it, rename it, narrow it, or delete it and build your own.

A row shows the campaign's name and its kind (Newsletter or Personalized notes), who is on it in plain words with the count and the cadence, a Status pill with a line under it, and a Sends column saying what happened last ("Last sent Sep 1", "43 sent · 6 replies", "Next notes Oct 7", "Never sent"). Press anywhere on the row to open that campaign.

The pill is one of:

• Draft. A newsletter you are still writing, with its subject in quotes underneath.
• Scheduled. A newsletter booked for a morning you picked, or a personalized notes campaign with its next set of notes due, which reads Notes written Wednesday, October 7 underneath.
• Sending. On its way out right now.
• Notes being written. Your assistant is writing this campaign's notes right now.
• 39 notes to review. They are written and waiting for you to read.
• Sent. Nothing open, and something has gone out before. A personalized notes campaign says Last notes September 1.
• Paused. You switched this campaign off, and the line says No notes until you resume it.
• Nothing yet. Nothing open, nothing sent, and no day set for the next notes.

Above the table is a filter: All, Needs you, Scheduled, Sent, Paused, each with its own count. Needs you is the one to start from, because it is a draft nobody has sent, notes waiting to be read, and any campaign with nothing written on it yet.

Under the table is the one rule every campaign shares: a partner never gets more than one Top of Mind email in 21 days, across every campaign and Inner Circle.

Making A Campaign

Where to find it: Sidebar, My Network, Top of Mind, New campaign button.

New campaign is a page of its own, and it fills in as you go.

1. Name. Something you will recognize later, such as "CPAs, quarterly".
2. Kind. Two tiles side by side, Newsletter and Personalized notes, with a sentence each. The one you choose gets a heavy border and a Selected tag, and the cards below it take that kind's shape straight away.
3. Who Gets It. The choices below. A line under them counts the partners who match and names the first few, so you see "42 partners match. Starting with Sandra Nguyen, Marcus Bell and Teresa Alvarez" before you save anything.
4. How Often, on a personalized notes campaign only.

Create campaign at the bottom stays switched off until there is a name and a kind. Press it and you land on the new campaign's own page.

The kind is chosen here and nowhere else. A campaign you already made has no Kind card at all: the chip beside its name says which it is. If you want the other kind, make a second campaign.

Who Is On It

Every choice below is optional, and they stack. Pick nothing at all and the campaign is every partner.

• Tiers. Your own groupings. A partner is on the campaign when their tier is one of the ones you tick.
• Profession. Attorneys, CPAs, financial advisors, and the rest of the designations you can set on a partner.
• PROVISORS. Members only, or everyone who is not a member.
• Commission. Partners who pay a referral fee, or partners who do not.
• Time since last contact. 30, 45, 60 or 90 days, or a number you type. This reads the same last-contact date the rest of the app reads, so a coffee last Tuesday or an introduction you made counts. There is also Never contacted at all for the people who have never heard from you.
• Referrals. You sent them one, they sent you one, either way, or never either way.
• Introductions. You introduced them to someone, they introduced you to someone, either way, or never either way.
• Added in the last, in days. New partners only.

Membership is worked out fresh every time notes are written, so a campaign of "attorneys with no contact in 60 days" is always the people who fit that description today, not the people who fit it the day you made it. A personal note you sent counts as contact with that partner, so somebody who just had one drops out of a "no contact in 60 days" campaign until that clock has run again. A newsletter does not count that way, because it is one message to everybody.

On a campaign you already have, this is the To row's Edit link.

How Often

This card only appears on a personalized notes campaign. A newsletter campaign has no schedule of its own, because you decide when it goes.

Pick 30, 45, 60 or 90 days, or type any number from 21 to 365. The count starts from the day the last note went out, not from the day you set it up, and a date that lands on a Saturday or a Sunday moves to the Monday, because a note read on Monday under a weekend of mail is a note nobody reads.

If you would rather have a day of the month, turn on Use a day of the month and pick a week and a weekday, such as the first Tuesday. The notes come on that day each month instead of on the day count.

A brand new campaign is due the next weekday, so you see your first notes right away. You can also write them early: open the campaign and choose Write the notes now from the Actions menu, or press Write them now on the empty queue.

Include Inner Circle Partners

Inner Circle partners are left off every campaign to start with, because your assistant already keeps you in front of them one at a time on their own cadence. If you want a particular campaign to reach them anyway, turn on Include Inner Circle partners in that campaign's Who Gets It card. It is a per-campaign choice.

Pausing And Deleting

Where to find it: open the campaign, then Pause campaign at the top right or the Actions menu beside it.

Pause and the campaign says Paused: nothing is written for it, and anything still waiting on it is cleared, so you never press Send on a note that has gone stale. Resume campaign starts it again.

Delete campaign, in the Actions menu, removes the campaign and anything still waiting on it. The notes it already sent stay in your history, with their counts and their replies, because you did write to those people. A note you pressed Send on still goes out, even though the campaign it came from is gone, because you already said to send it. A newsletter whose send is in the middle of going out cannot have its campaign deleted at all. Wait for it to finish, or pause it first.

A Newsletter Campaign

Everything about one campaign lives on its own page. Under the name and the kind chip is a single card of rows, one row per decision: To, From, When, Subject, Message. Each row carries a green tick once it is settled, a short summary of where it stands, and an Edit link on the right that opens that one decision and leaves the rest alone.

Making a newsletter campaign puts a draft in front of you straight away: a greeting, a blank line for your words, and your email signature at the bottom. With no signature saved, your first name signs it off instead. The words are yours.

At the top right sit Send a test to me and one main button, either Send now to 39 partners or, once you have picked a day, Schedule for September 22.

To

The row names the rule and the count, then what it comes to: "43 will get it. 2 are left out." Edit opens the rules. See who opens the roster, which is every partner you have with a switch beside each one and a reason beside anybody who is off. See Who Gets It below.

From

Your name and the mailbox this goes out from. Every note goes out from your own mailbox, one partner at a time, and replies land in your inbox. If no mailbox is connected yet, the row says so and links to the fix.

When

Pick Send now or Schedule it.

• Send now. The main button reads Send now to 39 partners and asks once more before anything leaves, naming the campaign, the count and the pacing.
• Schedule it. A Send date box appears and the main button becomes Schedule for September 22. The earliest day is tomorrow, because a newsletter you want out today is what Send now is for. You are asked once, with the count and the day, before it is booked. The same checks run that would run at the Send button, so you find out now, while your mailbox and your address are still in front of you, rather than on the morning.

Once it is booked the row reads:

Booked for Tuesday, September 22, in the morning

with Cancel the schedule beside it, and Cancel scheduled send is in the Actions menu too. To move the day, pick a new one. The subject and the message can still be changed until it goes out, so a typo you spot on Sunday does not mean calling the whole thing off.

If something has changed by that morning and it cannot go out, nothing is sent. The newsletter goes back to your drafts exactly as it was, and you get a notification saying Your newsletter to Clients and prospects did not go out with the reason in it and a link straight to that campaign.

Subject And Message

Type over anything. Your edits save when you click away. A newsletter with no subject cannot go out, and the Subject row keeps its empty circle until you write one.

The greeting. Leave {{first_name}} exactly where it is. Each partner sees their own first name in its place. If you delete it, the newsletter cannot be sent, because every partner would read the same greeting.

Your signature. It sits at the bottom of the message, the same way it does on every email your assistant drafts for you, so the box shows the whole email. Change it right there if you want this newsletter signed differently. Nothing is added under it when it goes out, so what you see is what your partners get. Your saved signature lives in Email Settings, and new drafts start with it.

Tell Nora what to change. The line inside the message takes a plain instruction: "shorter", "warmer", "mention the lunch and learn on the 20th". It keeps your hand edits and applies the change on top of them, and it leaves your signature alone. On a draft with nothing written yet the same line asks what to write instead, so "tell everyone the Tampa office is open" gives you a first draft to work from. The line carries whatever you named your assistant.

Send a test to me. Sends you the finished newsletter, greeting, signature and footer included, so the test reads like the thing your partners will actually get.

Emails Sent

Under the card is Emails Sent: the date, the subject, how many went out, how many wrote back, and Open to read the one that went. Opening a send shows it as it left, read only, with a way back to the campaign. With nothing there yet it says "Every email sent from this campaign shows up here."

A Personalized Notes Campaign

When a personalized notes campaign comes due, your assistant writes a personalized note for every partner on it and tells you in your notifications: Your personalized notes to Everyone are ready to review. There is a row on your Daily Briefing too, and it links straight to that campaign. The notes wait on the page until you open them.

The campaign page carries the same rows as a newsletter, minus the writing: To, From and How often. The To row says how many partners are on the campaign today and reminds you that Inner Circle partners are left out and that who qualifies is worked out fresh each time. There are no switches on the To row here, because who gets a note is fixed the moment the notes are written, and a partner comes off with Skip this time on their own note. How often reads like "the first Wednesday of each month · next notes written Oct 7".

Under those rows is the queue, headed Waiting to be sent with the date the notes were written. The line under it counts where you are: how many need review, how many you have read, how many are sent and how many you skipped, then 50 partners on this campaign did not get a note this time. Why opens that last group, and each name carries its own reason, the same reasons listed under Who Gets It below.

While your assistant is still writing, the line reads Your assistant is writing 39 personalized notes..., and nothing is called ready until it has words in it. Your home screen and the campaign's own row say notes being written while you wait. A note still being written shows Writing on its row, and Send is switched off until there are words to send.

The queue holds the notes and nothing else: the ones waiting for you, the ones you sent, the ones you skipped, and any that could not be written.

Reading The Queue

The queue reads like the rest of the app's lists. Over the rows is a band naming the columns, Partner, Note, Status and Sends, and a row underneath is the partner's photo, Name · Company, the first line of the note, where it stands, when it goes, and Open.

Status is one of:

• Needs review. Written and waiting for you.
• Read with a green tick. You have been through it.
• Writing. Your assistant is still on it.
• Sending.
• Sent with a green tick.
• Skipped.
• Failed.

The tick is on the two that are finished, the same mark the rows above the queue use.

Press the Status heading to sort. The first press groups the notes by where they stand and puts the work first, the second flips it, and a third puts them back in the order they were written. Each campaign remembers how you left it.

Sends tells you when a note actually leaves. A note you have not sent yet says When you send it, because nothing here goes on its own. Once you press Send, the row says Today or Tomorrow: notes go out up to about a hundred a day across your whole account, so the ones past today's remainder wait for the morning. A sent note shows its date, a skipped one says Skipped, and one that could not go says Did not send.

Working Through A Note

Press Open and the row unfolds, still on the page, with a line of accent along its top edge. It reads first: the subject line and the note the way your partner will see it, with your email signature at the bottom. Under the partner's name is Last note to Andrew Kim Sep 2, the last time they heard from you through Top of Mind or Inner Circle. Hide closes it again.

To change the words, click the subject or the note itself, or press Edit. That turns them into a subject box and an editor, and the buttons become Save and Cancel. The signature is part of the note, the same way it is on every email your assistant drafts, so change it right there if you want. Nothing is added under it when it goes out.

The rest of the buttons on an open note:

• Send and read next. Sends this one, closes it, and opens the next note nobody has read yet. This is the way to work through the whole set in one sitting.
• Send. Sends this one and leaves you where you are.
• Tell Nora what to change. A plain instruction, the same line the newsletter has.
• Write again. Your assistant writes that one note over from your history with that partner. If you have edited it yourself, you are asked first, because your edits go.
• Skip this time. That partner gets nothing from this campaign this time. They come back with the next set of notes.

A skip is not final while the notes are still open. The note stays in the queue marked Skipped, and Put back returns it to the notes waiting for you, with the words that were written for it still there. Only a skip you made yourself comes back. Somebody who asked you to stop, a note that could not be written, and a set of notes that closed before you got to it are all decided elsewhere.

Send the 6 I have read at the top of the queue sends every note you have actually opened, in one go. Notes you have never opened stay exactly where they are, and the question names how many that is. Opening a row is what puts it in reach of this button, so it can never be a way to mail something you have not read.

Write all again asks your assistant for the whole set again. Notes you edited yourself are kept. It is switched off while the writing is still going, because starting a second set in the middle of the first would leave two versions racing each other.

If some notes are missing when the writing finishes, the line says so and points you at Write all again. If none of them could be written, it says that too, and the same button starts over.

Before The Notes Are Written

Between one set of notes and the next there is nothing in the queue, and the card says what is coming rather than leaving you to guess:

Nothing to review yet. Nora writes a note to each of the 6 partners on this campaign on Wednesday, October 7, and they show up here for you to read and send.

Write them now beside it skips the wait. You are asked once, Write 6 notes now?, and told what it does and does not do: your assistant writes a note to each partner on the campaign now, and nothing goes out until you read each one and press Send on it. The same thing sits in the Actions menu as Write the notes now. You do not need a mailbox connected to write, only to send, so you can see what your assistant would say before you connect your email.

A paused campaign says Paused. Nora writes nothing until you resume this campaign. instead. If your rule has stopped matching anybody, it says Nobody matches this campaign yet, so Nora has nothing to write., and the fix is the To row.

Under the queue is Emails Sent: "Sep 15 notes", how many went out, how many wrote back, and Open.

Who Gets It

On a newsletter campaign, See who on the To row opens your whole roster, not just the people who are getting it, and says why anybody is off:

• Left out of this send. Your own switch, just for this one. Flip it back any time.
• Left out of every campaign. Set from the partner page, and only the partner page can undo it.
• Asked not to receive these. They used the link at the bottom of a note. You cannot override this.
• This is you. Your own address.
• No email. Nothing usable on file. Add an address on their page and they are back in.
• Referral client. A row created when you recorded a referral. They are off by default. Flip the switch and they stay on from then on.
• Not on this campaign. They do not match this campaign's rule. These are folded behind a count you can open, so a narrow campaign does not bury the people it is going to under everyone else.
• In your Inner Circle. You already write to them one to one, and this campaign is not set to include them.
• Heard from you in the last 21 days. They got a newsletter or personalized note from you inside the last three weeks, and the row carries the date. See the 21 day rule below.
• Already got this newsletter. It has already reached them, so they are not sent a second copy.

Only the first reason that applies is shown. Include all and Leave out all sit above the roster and act on whatever the search is showing, so searching for a firm first and then pressing one of them changes only those people. Nobody who asked to stop receiving these can be put back on by either button.

The switches on this roster are for this send only. Leave somebody out because of something going on with them this month, and the next send of the same campaign starts with them back on it. Nothing to remember and nothing to undo.

To leave somebody out of every campaign, use Leave out of Top of Mind in the Actions menu on their row in your partners list, on your partners board, or on their own page. That one sticks across every campaign until you clear it, and the only place to clear it is the partner page. On a campaign roster it shows as Left out of every campaign, with no switch beside it, because a switch there would not be telling the truth about what it does.

On a personalized notes campaign, the queue is who gets it and the Why fold underneath is who does not. Everyone with a note is a row you can open, and Skip this time is how somebody you do have a note for comes off this particular set.

The 21 Day Rule

A partner gets at most one Top of Mind email every 21 days, newsletter or personalized note, whichever campaign it would have come from and whichever kind that campaign is. Two campaigns can easily contain the same person. Without this rule, a partner on both could get a note from you on Tuesday and another on Thursday, which reads as somebody working a campaign rather than somebody staying in touch.

The first note to reach them wins. Every other campaign skips them for now and shows the reason with the date: "Heard from you Sep 2". They come back on that campaign's next turn, with nothing for you to do.

It works the same way in the other direction. A partner who just got a campaign note is not given an Inner Circle touch inside those three weeks either.

Your P.S. And Your Mailing Address

Every note ends with a line in your own words: "P.S. If you would rather I did not send these notes, just say so and I will stop." The "say so" is the link that stops these notes. Under it, a shade lighter, is your mailing address. There is no line above it and no unsubscribe block, because it should read as your own sign-off rather than as bulk mail furniture.

Commercial email has to carry a real postal address, so Top of Mind will not send without one. Set it once in Settings, Email Settings, Mailing Address. Up to three lines, and a business address is perfectly fine.

The link partners see takes them to a page where they confirm, so nothing happens by accident and nothing happens from a scanner opening the link. They can stop just these notes from you, or stop everything. Somebody who writes back "stop" or "unsubscribe" instead of using the link is taken off too, as long as the message comes from the address the note went to, and with no reply from you needed. Only a message that says nothing else counts. A partner who writes a real reply and mentions stopping is still a reply you will see in Inbox Review, because "Thanks for this, but I am swamped, can we stop for a few months?" is a person talking to you.

Somebody who opts out is suppressed everywhere that address appears, immediately and permanently, and shows on a campaign's roster as Asked not to receive these. This is not something you can undo from your side, which is the point of it.

Before Anything Can Go Out

Three things have to be true. When one is not, Before This Can Go Out appears under the Send button, naming which and linking to the fix:

• Top of Mind is open on your account. It is going out to a small group of accounts first. Your assistant will tell you the moment yours is one of them.
• Your mailbox is connected and allowed to send. The note has to come from your own address, so a mailbox connected for reading only is not enough here.
• Your mailing address is on file.

Send is also off when nobody is on the campaign right now. The page says Nobody is on this campaign right now, so there is nothing to send and gives you Open the roster.

Notes go out one at a time with a pause between them, up to about a hundred a day. A bigger campaign finishes over the next day or two and the page tells you where it has got to. If a send stops part way, the page says how far it got and what brings it back: a mailbox to reconnect, a mailing address to put back, or the daily limit, which resets on its own.

On Your Daily Briefing And Your Statement

Your Daily Briefing carries a row for each thing waiting on you, named for the campaign it belongs to. A personalized notes campaign reads:

24 personalized notes to Referral Sources are ready to review

A newsletter campaign reads:

Your newsletter to CPAs is waiting to be sent

and once you have booked a day for it:

Your newsletter to CPAs goes out Tuesday, September 22

A newsletter already booked for a morning is not counted as something you have to get through. It is there so you know it is still on. The briefing carries at most three of these rows, because it has five slots for your whole day, and a row clears when that campaign's work is done.

For the week after a send, the briefing also carries a flat readout, not a task:

Top of Mind notes reached 131 partners across 3 campaigns this week, 14 replied, 2 after a long quiet

Your Monthly Statement carries one line, counting notes rather than people, because a personalized notes campaign is as many notes as there are partners on it. The statement page and the statement email say it the same way:

131 Top of Mind notes sent to 3 campaigns, 14 replies

Asking Your Assistant

You can do most of this in chat, by voice or by typing. Your assistant can:

• Read your Top of Mind campaigns back to you, and describe any one of them.
• Make a new campaign of either kind. Say which: "a newsletter campaign for my CPAs", or "personalized notes to attorneys I have not talked to in 60 days". It reads the rule back with the count it would reach and saves nothing until you say yes.
• Change how often a personalized notes campaign runs, pause it, resume it, or delete it.
• Write a campaign's notes early, and read the queue that is waiting on one.
• Change a note by instruction, including one partner's note in a queue: "make the note to Sandra Nguyen shorter".
• Skip a partner this time, put a skipped one back ("put Sandra back"), or write one of their notes again.
• Cancel the day a newsletter is booked for, so it goes back to a draft.
• Leave a partner out of your notes, or put them back.
• Read back the notes you have already sent.

Your assistant never sends a note. Ask it to send and it tells you what is waiting and hands you the link to that campaign, where the Send button is.

It does not book a day for you either. Picking the day a note goes out is the same decision as pressing Send, just made early, so it belongs on the page under the note. Ask in chat and your assistant points you there. It can take a day off for you, because calling something off is the opposite of sending it.

Top of Mind And Inner Circle

These are two different things with similar names, and they never share state.

Top of Mind is your campaigns. A newsletter you write and send, or personalized notes your assistant writes for each partner on a cadence you set, sent from your own mailbox after you press Send.

Inner Circle is the few who matter most, one person at a time. You pick a handful of people and a cadence for each, and your assistant drafts a personal touch for one of them as their cadence comes up.

Leaving somebody out of a campaign does not take them out of your Inner Circle, and taking somebody out of your Inner Circle does not take them off your campaigns. The only thing the two share is the 21 day rule above.

History

Every campaign keeps its own history at the foot of its page, headed Emails Sent, whichever kind it is. With nothing there yet it says "Every email sent from this campaign shows up here." Each row carries the date and either the subject or "Sep 15 notes", how many went out, how many wrote back, and how many of those had been quiet for three months or more before you wrote. That last number is the one worth watching. It is the relationships the note brought back. Anything that could not be sent is counted there too, and a set of notes the next one overtook before you sent it says so. Open reads the one that went, exactly as it left.

Deleting a campaign does not touch any of this.

FAQ

Does it send on its own? No. Your assistant writes the personalized notes and tells you they are ready. They sit there until you press Send. A newsletter is your own writing, and nothing books a day for it but you.

Can I send to just one tier? Yes. Make a campaign, tick that tier under Tiers, and pick the kind you want. The same goes for one profession, for PROVISORS members, or for anybody you have not spoken to in 90 days.

Can I turn a newsletter campaign into a personalized notes one? No. The kind is set when you make the campaign. Make a second campaign with the other kind and the partners you want on it.

Why did a partner get skipped? Most often the 21 day rule. They already had a Top of Mind note from you inside the last three weeks, from another campaign or as an Inner Circle touch, and the row says so with the date. They come back on the next turn. The other reasons are all listed under Who Gets It above.

Can I skip a set of notes? Yes. Do nothing. Notes you never send are closed out when the campaign next comes due, and the ones you left go nowhere. Anything you had already pressed Send on still goes out.

How many campaigns can I have? Ten. Delete one to make another.

Will everyone get it at once? No. They go out one at a time with a pause between them, up to about a hundred a day. A larger campaign finishes over the next day or two, and the page tells you where it is up to.

Do replies come back to me? Yes. They land in your own inbox like any other partner email, and your assistant sees them in Inbox Review the same way.

Does sending a note count as reaching out to someone? A personal note does. You read it, changed it if you wanted to, and sent it to one person, so it counts as contact with that partner like any other email you send, and it is why they stop showing up as somebody you have not spoken to. A newsletter does not, because it is one message to a whole campaign. Neither counts as an Inner Circle touch. A reply from a partner always counts, like any other email.

What happens to the notes if I delete a campaign? They stay. The history keeps every note you sent, and the 21 day rule still knows those partners heard from you.