HeyReach + Warm Integration Guide

Someone just spent two and a half minutes on your pricing page. Then they checked your competitor comparison page. Then your integrations page. That's not a casual visitor. That's someone actively evaluating you.

And most of the time? They leave without filling out a form, and you never hear from them again.

Even if your visitor identification tool tells you who they are, getting them into a LinkedIn campaign usually means exporting a CSV, cleaning it up, uploading it to HeyReach, and hoping the moment hasn't passed by the time you reach out.

This guide shows you how to connect Warm to HeyReach so identified website visitors flow straight into your HeyReach lists, sorted by intent, ready for outreach you review before anything goes out.

The building blocks: What's what?

HeyReach – A LinkedIn automation platform built for scale. It lets you run personalized outreach campaigns across multiple LinkedIn accounts, manage sequences with smart delays and conditions, and track every connection request, message, and reply. Whether you're an agency managing dozens of accounts or a sales team running high-volume prospecting, HeyReach handles the LinkedIn side — safely, efficiently, and at scale.

Warm – A website visitor identification tool that shows you who's browsing your site. Warm identifies visitors down to the individual person and their LinkedIn profile, tracks which pages they view and how long they stay, and groups them into segments like High intent so you know who's worth reaching out to first. It's GDPR and UK GDPR compliant.

What they solve together

• No more exports. Identified visitors go from Warm to a HeyReach list directly. No CSVs, no spreadsheets, no copy-paste.
• Intent-based routing. Send each Warm segment (pricing page visitors, competitor researchers, high-intent accounts) to its own HeyReach list, so each group gets a campaign that matches why they showed up.
• Speed to lead. Reach out while the visit is still fresh, not a week later after a manual import.
• Context for personalization. Every lead arrives with name, title, company, and location attached.
• You stay in control. Leads land in a list, not a live campaign. Nothing sends until you add that list to a campaign yourself.

💡 Good to know: The integration is included free for every Warm customer. You'll need your own HeyReach account to connect it.

Before you start

Make sure you have:

• An active Warm account with the tracking set up on your website
• An active HeyReach account with at least one LinkedIn sender connected
• Access to your HeyReach API key

⚠️ Watch out: The HeyReach integration works with person-level matches in the US. Visitors Warm can only identify at the company level.

Setup: Connect Warm to HeyReach

The whole setup happens inside Warm. No code, no Zapier, and nothing for your developers to do.

Step 1: Copy your HeyReach API key

1. Log in to HeyReach.
2. Go to Integrations and open the API section.
3. Copy your API key. If you don't have one yet, generate a new key.

🚨 Critical: Treat your API key like a password. Anyone with it can access your HeyReach workspace data. Don't share it in public channels or docs.

Step 2: Open the HeyReach integration in Warm

1. Log in to Warm.
2. Go to Integrations.
3. Find HeyReach and click Connect HeyReach.

Step 3: Paste your API key

1. Paste your HeyReach API key into the HeyReach API key field.
2. Wait for verification. Warm checks the key automatically.

✅ Success: You'll see a Verified label next to the key field once Warm has connected to your HeyReach account.

Step 4: Pick your default HeyReach list

1. Choose the list under Send to list. This is where every identified visitor goes unless a routing rule sends them somewhere else.
2. Use the suggested default or pick your own. Warm suggests a list called Warm AI — identified visitors. If it doesn't exist in HeyReach yet, Warm creates it for you.

💡 Pro tip: Keep a dedicated default list for Warm leads rather than pointing it at an existing list. It makes it easy to see which leads came from website visits and keeps them out of unrelated campaigns.

Step 5: Add routing rules (optional)

Routing rules let you send specific Warm segments to specific HeyReach lists.

1. Click + Add rule.
2. Select a Warm segment (for example, High intent).
3. Select the HeyReach list it should go to (for example, Hot leads).
4. Repeat for any other segments you want to route separately.

⚠️ Watch out: Rules are checked top to bottom, and the first match wins. Each person only lands in one list. If someone matches both High intent and Pricing page, they go to whichever rule sits higher. Put your most important segment at the top.

Anyone who doesn't match a rule goes to your default list from Step 4.

Step 6: Save and connect

1. Click Connect to save the integration.

✅ Success: From now on, identified visitors flow into your HeyReach lists automatically based on your rules.

Sending visitors manually

Don't want everything automated? You can push people one at a time.

1. Open a contact card in Warm for any identified visitor.
2. Click Send to HeyReach.

✅ Success: Warm confirms the person was added to your list (for example, Added to "Warm AI — identified visitors"), with their title and company attached.

💡 Pro tip: Manual sending works alongside routing rules. You can automate your High intent segment and still cherry-pick interesting visitors from everyone else.

Launching outreach in HeyReach

Warm adds people to a list. It doesn't start a campaign. That step is yours.

1. Open HeyReach and go to your Lists. You'll see Warm leads in the list(s) you set up.
2. Review the leads. Check titles, companies, and remove anyone who isn't a fit.
3. Create a campaign (or open an existing one) and add the list as the lead source.
4. Launch the campaign when you're happy with the sequence.Common workflows

Workflow 1: Pricing page follow-up

Trigger: A visitor in the Pricing page segment is identified in WarmAction: Warm routes them to a Pricing follow-up list in HeyReach → you add that list to a campaign with a connection request on Day 1 and a personal message on Day 3

Pricing page visitors are already thinking about cost and fit. Keep the message helpful rather than salesy: offer a quick walkthrough, a relevant case study, or an answer to a common pricing question.

Workflow 2: High-intent fast lane

Trigger: A visitor lands in Warm's High intent segment (for example, multiple visits to key pages)Action: Warm routes them to a Hot leads list → you review the list daily and add new people to your highest-priority campaign

Put this rule at the top of your routing order so your hottest visitors are never caught by a lower-priority rule first.

Workflow 3: Competitor switch campaign

Trigger: A visitor in the Competitor research segment is identified (for example, someone reading your comparison pages)Action: Warm routes them to a Switch campaign list → your HeyReach sequence leads with what makes you different and how easy it is to move over

Someone comparing you to a competitor has a decision to make. Speak to that decision directly.

Workflow 4: Hand-picked outreach

Trigger: You spot someone worth talking to while browsing Warm, even if they didn't hit a high-intent segmentAction: Click Send to HeyReach on their contact card → they're added to your list with title and company attached → add them to a tailored campaign

This works well for target accounts, past opportunities that came back, or senior visitors you'd rather approach personally.

💡 Pro tip: Use the title, company, and location Warm passes through as personalization variables in your HeyReach messages so your first touch feels specific, not templated.

Troubleshooting

Problem: The API key won't verify.

‍Solution: Copy the key again from HeyReach and make sure there are no extra spaces before or after it. Check you're copying it from the right HeyReach workspace. If the key was regenerated, the old one won't work anymore.

Problem: Identified visitors aren't showing up in HeyReach.

‍Solution: Only person-level matches in the US are sent. Check that the visitor is a person-level match, then confirm your integration still shows as connected in Warm and that the default list is set.

Problem: A lead landed in the wrong list.

‍Solution: Check your rule order. The first matching rule wins, so a broader segment placed above a more specific one will catch people first. Move your most specific or most important rules to the top.

Problem: Leads are in HeyReach but no messages are going out.

‍Solution: That's by design. Warm adds people to a list, not a campaign. Add the list to a HeyReach campaign and launch it to start outreach.

Problem: A list you selected in Warm doesn't exist in HeyReach.

‍Solution: Warm creates the default list for you if it doesn't exist. For routing rule lists, refresh the integration settings in Warm or create the list in HeyReach first, then select it.