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Best practices: dividing LinkedIn prospecting across a sales team

A team on Swimlane shares its contacts and lists, but each rep prospects from their own LinkedIn account, with their own inbox, campaigns and limits. The advice below keeps reps from stepping on each other and gives managers a clear view, using only what Swimlane does today.

1. One person, one LinkedIn account, one seat

Invite every rep with their own email and let them connect their own LinkedIn account. Never share a LinkedIn login between two people: the inbox, the limits and the team digest are all counted per account, so a shared login makes them meaningless.

Each rep's daily ceilings are separate (by default 20 invitations and 150 messages a day, adjustable in Import & Automation Limits up to 200 each). A team of four doesn't send four times faster from one account; it sends from four accounts.

2. Split the territory with lists, not with good intentions

Swimlane stops a contact from being enrolled twice in the same campaign, but not in two campaigns run by two reps. The split has to happen upstream.

  • One source list per rep or per segment. Name them explicitly: "Alice – SaaS France 50-200", "Bruno – Agencies Benelux".
  • Each rep's campaign uses their own list. Avoid two campaigns fed by the same list.
  • Let each rep run the imports for their territory. Imports and recurring imports run on the LinkedIn account of the member who starts them, and the lists they create show that member in the Owner column. Rename them with the rep's name if needed.
  • Check before a manual push. Before enrolling a contact by hand, open its Campaigns section: it shows any campaign of the organization the person is already in.

A good split rule is simple enough to apply without thinking: by country, by company size, by industry, or by named accounts.

3. Claim conversations in the shared note

Conversations are private to each LinkedIn account, and Swimlane doesn't show that a teammate is already talking to someone. So make it visible yourself:

  • When a real conversation starts, write one line in the contact's Notes: "Alice – in conversation since 12/09, demo planned".
  • Add a shared tag such as "Owner: Alice" on accounts you own. On a list, filter with Has a tag to see who holds what.
  • Before writing to someone new, read the note and tags. If a teammate owns the person, ask them rather than sending a second message.

For big accounts, filter a list by Company name to see every stakeholder already in your base, then check their notes.

4. Agree on one ICP paragraph

Each campaign audience has its own ideal customer description, and the fit levels it produces are visible to the whole team. Write the paragraph once, as a team, and reuse the same wording in every rep's campaign. Otherwise a "High match" means something different for Alice and Bruno.

Example:

B2B software companies of 50 to 500 employees in France or Belgium, whose sales team prospects on LinkedIn. Decision makers: Head of Sales, VP Sales, founders of companies under 100 people. Not a fit: agencies, freelancers, students.

5. Give the manager a real view

  • Turn on the Weekly Report, and the Daily Digest for high-volume teams (see The team digest: daily recap and weekly report). Use the Monday email as the agenda: invitations sent and accepted per member, campaign acceptance and reply rates.
  • Share one pipeline. Pipelines created in the app are private to each rep. For a team view, create a pipeline with team visibility through the API (see Swimlane public API reference); every member can then move contacts in it, and it appears in the digest.
  • Close what is closed. Mark won and lost columns as Done and Abandoned, so closed contacts stop coming back as people to interact with.

6. Keep automations single-sourced

  • Create webhooks and CRM hand-offs from one account. Each member's webhooks receive the whole organization's events, so a webhook per rep sends every event several times.
  • Use tags ("Send to CRM") as the hand-off signal and one scheduled workflow for the team (see Push warm LinkedIn contacts into HubSpot, Salesforce or Pipedrive).

7. Plan arrivals and departures

  • Arrival: invite, let them connect LinkedIn, create their list and their campaign, share the ICP paragraph and the note convention on day one.
  • Departure: ask the rep to pause their campaigns and write a last note on open conversations, then an owner removes them from Team Members. Contacts and lists stay; their private pipelines and campaigns disappear from everyone's view. Don't let them delete their Swimlane account instead: what they created would be deleted with it.
  • Keep two owners. Only owners can invite, remove members and edit Team Settings, and the Admin role doesn't grant these rights today.

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