Campaign Tracking
How to track campaign progress and outcomes across all clients and targets.
Tracker Structure
Section titled “Tracker Structure”Every campaign target gets tracked with these fields:
| Field | Description |
|---|---|
| Client | Client name |
| Campaign | Campaign name (e.g., “Forbes Advisor LV PI”) |
| Target URL | Exact URL being targeted |
| Practice area | PI / criminal defense / DUI / etc. |
| Attorney | Which attorney is being submitted/pitched |
| Route type | Free / paid / earned / profile claim / editorial / application |
| Contact | Person name at the target |
| Contact email | |
| Channel | Email / form / LinkedIn / platform |
| Date sent | When outreach was sent |
| Last reply | Date of most recent response |
| Next follow-up | Scheduled follow-up date |
| Status | See status labels below |
| Blocker | What’s preventing progress (if any) |
| Payment required | Y/N + amount |
| Proof requested | What the target asked us to provide |
| Result | Final outcome (link live / declined / no response) |
| Result URL | URL where the placement appeared (if successful) |
| Result date | When the placement went live |
Status Labels
Section titled “Status Labels”| Status | Meaning |
|---|---|
| Drafting | Outreach is being prepared |
| Sent | First outreach sent, waiting for response |
| Replied | Target responded — conversation active |
| In review | Target is evaluating our submission |
| Follow-up due | Scheduled follow-up hasn’t been sent yet |
| Needs more data | Target requested additional proof or assets |
| Blocked | Something is preventing progress (see blocker field) |
| Accepted | Placement confirmed or live |
| Declined | Target passed |
| No response | No reply after full follow-up sequence |
| Paused | Intentionally on hold |
| Dead end | No viable path — stop pursuing |
Daily Process
Section titled “Daily Process”- Check the tracker for any items with Follow-up due status where the date is today or past
- Send scheduled follow-ups
- Update status for any new replies received
- Log any new outreach sent today
Weekly Review
Section titled “Weekly Review”Every Friday (or Monday):
- Review all Sent items older than 5 business days — escalate or follow up
- Review all Blocked items — can any blockers be resolved?
- Count active campaigns per client
- Update the client README if campaign status changed
- Flag any campaigns with no movement in 2+ weeks — decide: push harder, pivot, or stop
Monthly Review
Section titled “Monthly Review”- Calculate per-client metrics:
- Total pitches/submissions sent
- Response rate (replied / total sent)
- Acceptance rate (accepted / total sent)
- Active campaigns vs. closed
- Review which targets produced results and which were dead ends
- Update campaign strategy based on what’s working
- Refresh the target list — add new opportunities, remove dead ends
- Report to client (if applicable)
Where to Track
Section titled “Where to Track”Use whichever tool the team is using (ClickUp, Airtable, spreadsheet). The fields and status labels above are the standard — the tool can vary.
Campaign files in clients/[client]/campaigns/ should reference the tracker but don’t replace it. Campaign files hold the strategy and research; the tracker holds the live status.