# GTM

> GTM (go-to-market) is Cooper's outreach workspace, where you plan campaigns and run AI-drafted email outreach, one-time or as a timed cadence, to contacts, companies and saved audience lists, with review, approval, test sends, scheduling and a do-not-contact list.

Source: https://docs.cooperbuild.ai/brain/gtm
Last updated: 2026-10-06
Keywords: gtm, go to market, outreach, email campaigns, email outreach, cold email, prospecting, business development, marketing, drip, drip campaign, cadence, sequence, follow-up emails, nurture, audience list, recipient list, mailing list, ai drafts, email drafts, approve drafts, schedule emails, test email, unsubscribe, do not contact, suppression list, bounce, resend, sendgrid, gmail, outlook

**GTM** (go-to-market) is where you plan outreach and send it. You describe what a campaign should achieve, give one of Cooper's AI agents the facts it should use (a proposal, an estimate, a project folder, a wiki article, a note), choose who should get it, and the agent writes a personal email draft for each recipient. You review and approve the drafts, then send them right away or schedule them as a multi-step cadence. Business development leads, estimators and owners use GTM to follow up on bids, introduce the company to general contractors and owners, and nurture relationships without writing every email by hand.

GTM has two screens:

- **Campaigns** is the planning workspace. You write a brief, collect ideas and assets, and approve an exact version of the plan.
- **Email Runs** is where outreach actually happens: setup, AI drafts, review, test sends, sending and scheduling.

Email is the only channel GTM sends today. SMS, social, voice and task appear as planning labels only.

![The Email Runs screen with the progress bar, the next-step banner, the campaign summary on the left and the Drafts panel on the right](https://docs.cooperbuild.ai/screenshots/brain/gtm-email-runs.png)

*Screenshot: Email Runs. 1: progress steps, 2: next step, 3: Switch run, 4: Campaign summary, 5: email provider, 6: a draft.*

## Key concepts

| Term | Meaning |
|---|---|
| **Campaign workspace** | A planning record on the **Campaigns** screen: a brief, staged ideas and assets, and review versions. It never sends anything by itself. |
| **Email run** | An executable outreach batch on the **Email Runs** screen. Inside Email Runs the screen calls each run a **campaign** (for example **Create campaign** and the **Campaigns** list). This page says "email run" to avoid confusion with campaign workspaces. |
| **Objective** | What each email should accomplish, for example "Introduce our millwork capabilities and ask for a 15-minute call." |
| **Agent** | The Cooper AI agent that writes the drafts. See [Agents](https://docs.cooperbuild.ai/brain/agents.md). |
| **Context source** | A fact source the agent must use: a note, a project folder, a media file, a wiki article, a Markdown file, a proposal, an estimate worksheet or a deliverable template. |
| **Audience** | The recipients of an email run. Each recipient is a contact, an organization or a project. |
| **Personalization** | Notes that apply to one recipient only. |
| **Draft** | One generated email for one recipient (and, in a cadence, for one step). |
| **Delivery mode** | **One-time message** (one email per recipient) or **Cadence** (several timed emails per recipient, also called a drip or sequence). |
| **Cadence template** | A saved, reusable set of timed steps, such as Intro, Nudge and Close loop. |
| **Audience list** | A saved, reusable list of recipients. |
| **Do-not-contact list** | Email addresses that GTM never sends to. Also called suppressions. |
| **Email provider** | What carries the email: your own mailbox (Gmail or Outlook), Resend or SendGrid. |
| **Review version** | A frozen snapshot of a campaign workspace that you approve and then activate into an email run. |

Click **Terms** on the Email Runs screen to see Cooper's own short glossary (**GTM terms**).

## Open GTM

1. In the sidebar, open **Brain**.
2. Click **GTM**.

The page opens at `/connect/gtm` and shows **Campaigns**. Click **Email runs** to switch to Email Runs (`/connect/gtm?view=runs`). On Email Runs, click **Campaigns** to switch back. A link to a specific email run looks like `/connect/gtm?view=runs&batchId=...`.

GTM settings (audience lists, cadence templates, the do-not-contact list and channel capabilities) are at `/settings/gtm`. Open them from **Settings → GTM Harness**, or click **Settings** or **Manage** on the Email Runs screen.

You need the **GTM** permission in the **Brain** section of your role. See [Permissions](#permissions). If your company's plan does not include GTM, Cooper shows a plan-locked screen instead.

## Before you start

GTM needs three things set up. Without them you can build a run, but you can't generate drafts or send.

| What | Why | Where |
|---|---|---|
| An active AI agent | The agent writes the drafts. | [Agents](https://docs.cooperbuild.ai/brain/agents.md) |
| The **GTM Artifact Generation** AI service switched on, with a working key for its AI provider | Draft generation runs through it. | **Settings → Integrations → AI Service Routing** |
| A ready email provider | Sending and test sends go through it. | Your own Gmail or Outlook mailbox (connect it in [Inbox](https://docs.cooperbuild.ai/connect/inbox.md)), or Resend or SendGrid in **Settings → Integrations → Email Delivery** |

A Resend or SendGrid provider counts as ready only when it has an API key, a from address and is verified.

## Choose the right screen

| You want to | Use |
|---|---|
| Think through a campaign with your team, collect copy and assets, and get sign-off before anything goes out | **Campaigns** |
| Write and send emails to a list of people now | **Email Runs** |
| Follow up with the same people several times on a schedule | **Email Runs** with **Cadence** delivery |
| Keep reusable recipient lists, cadence templates and the do-not-contact list | GTM settings (`/settings/gtm`) |

You can go straight to Email Runs. The Campaigns workspace is optional.

## Plan a campaign in the Campaigns workspace

![The Campaigns screen with the campaign workspaces list, the campaign brief, staged ideas and assets, and review versions](https://docs.cooperbuild.ai/screenshots/brain/gtm-campaigns.png)

*Screenshot: Campaigns. 1: New campaign, 2: Email runs, 3: Search campaigns, 4: Campaign brief, 5: Stage item, 6: Create review version.*

The left panel, **Campaign workspaces**, lists your campaign workspaces with their status. Type in **Search campaigns** to filter. Click a workspace to open it. The first workspace opens automatically.

### Create a campaign workspace

### Step 1: Start the workspace
Click **New campaign**. The **Create campaign workspace** window opens.

### Step 2: Name it
Enter a **Campaign name** (required), for example "Fall owner outreach". Optionally enter an **Initial objective**.

### Step 3: Create it
Click **Create workspace**. Cooper shows "Campaign workspace created" and opens the new workspace.

### Write the campaign brief

Under **Campaign brief**, fill in the fields and click **Save brief**. Cooper shows "Campaign brief saved".

| Field | What it means |
|---|---|
| **Campaign name** | Required. |
| **Objective** | What the campaign should achieve. |
| **Problem** | The problem your audience has. |
| **Audience hypothesis** | Who you think should hear this. |
| **Offer** | What you are offering. |
| **Proof** | Evidence, such as past projects or results. |
| **Call to action** | What you want the reader to do. |
| **Tone** | How the messages should sound. |
| **Planned channels** | Tick **email**, **sms**, **social**, **voice** or **task**. These are planning labels. Email is the only channel GTM can execute, and you must tick **email** to activate an email run later. |

### Stage ideas and assets

Use **Ideas and assets** to collect the raw material for the campaign. Staged items never send anything.

1. Click **Stage item**. The **Stage campaign material** window opens.
2. Choose an **Item type**: **Idea**, **Creative brief**, **Copy**, **Visual**, **Video**, **Document**, **Link**, **Offer**, **Experiment** or **Reference**.
3. Enter a **Title** (required), and optionally **Content or idea**, **Working notes**, a **Source or asset URL** and the **Intended channels**.
4. Click **Stage item**. Cooper shows "Item staged".

Each item card shows its type, its revision number and its status. A new item starts as **backlog**. Click **Edit** to change it, then **Save changes**. Click **Approve item** to approve it. If you change the content of an approved item, it goes back to **draft** and needs approving again.

### Create and approve a review version

A review version freezes the brief and all staged items as one exact snapshot.

### Step 1: Create the version
Click **Create review version**. Cooper checks the snapshot. If nothing blocks it, the version is **in_review** and Cooper shows "Immutable review version created". If something blocks it, the version stays **draft** and Cooper shows "Draft version created with blocking issues".

### Step 2: Read the checks
Each version shows **Ready for approval**, a number of blocking issues, or a number of planning notes. Blocking issues are listed in red after **Blocking:**. Planning notes are listed after **Planning notes:**.

### Step 3: Approve it
On a version that is **in_review**, click **Approve exact version**. Cooper shows "Exact campaign version approved". Any version approved earlier becomes **superseded**.

| Check | Type | How to fix it |
|---|---|---|
| `missing_campaign_name` | Blocking | Enter a campaign name and save the brief. |
| `no_campaign_items` | Blocking | Stage at least one item. |
| `unapproved_campaign_items` | Blocking | Click **Approve item** on every staged item. |
| `no_channels_selected` | Note | Tick at least one planned channel. |
| `missing_objective` | Note | Fill in **Objective**. |
| `journey_not_configured`, `audience_not_configured` | Note | Informational. You add the audience in the email run after activation. |

Approval binds the exact snapshot. If you change the brief or items afterwards, create and approve a new review version.

### Activate an approved version into an email run

1. On the approved version, click **Activate email run**. The button is disabled unless **email** was ticked in **Planned channels** when you created the version.
2. In the **Activate approved campaign** window, choose the **Email-run operator**: the agent that will generate the drafts.
3. Click **Activate email run**. Cooper shows "Approved campaign activated into an email run" and opens the new run on the Email Runs screen.

The new run takes the workspace's name and objective and keeps a link to the approved version. The version shows as **activated** with an **Open email run** button. You still add the audience and context in the run, and generating and sending are still reviewed separately.

## Find your way around Email Runs

The Email Runs screen (header **Email Runs**) has:

- A **progress bar** of numbered steps. For a one-time message: **Set up**, **Create campaign**, **Generate**, **Send**. For a cadence: **Set up**, **Create campaign**, **Configure cadence**, **Generate**, **Schedule**. Each step shows **Done**, **Next** or **Waiting**.
- A **next-step banner** that says what to do now and has the button for it (see [What the next-step banner means](#what-the-next-step-banner-means)).
- The **Campaigns** list of email runs. It is collapsed by default. Click **Switch run** (or the **Campaigns** rail on wide screens) to open it, and **Hide runs** to close it.
- A left panel, **Campaign setup** (when you are editing) or **Campaign summary**.
- A right panel, **Drafts**, with the email provider, the cadence builder and the draft editors, followed by **Tracking**.

You can drag the divider between the left and right panels to resize them. The screen refreshes the list of runs about every 10 seconds.

### Find an email run

In the **Campaigns** list:

- Type in **Search campaigns** to search by name, ID or objective.
- Click a filter: **All**, **Active** (the default), **Review**, **Sent**, **Failed** or **Archived**. **All** does not include archived runs.

Each row shows the run's name, ID, number of recipients, created date and status. Click a row to open the run.

## Create an email run

### Step 1: Start a new run
Click **New email run** in the header (or **New campaign** in the setup panel). The **Campaign setup** panel opens with three steps on the left: **Basics**, **Context** and **Audience**. Each step shows **ready** or **todo**.

### Step 2: Fill in the basics
Enter the **Campaign name** and the **Objective**. Choose the **Delivery mode**: **One-time message** (one message per recipient) or **Cadence** (timed multi-step outreach). Choose the **Agent** that writes the drafts. Click **Continue to context**. The button stays disabled until name, objective and agent are filled in.

### Step 3: Add context
Add at least one context source. See [Give the agent context](#give-the-agent-context). Click **Continue to audience**.

### Step 4: Add recipients
Add at least one recipient. See [Choose the audience](#choose-the-audience).

### Step 5: Create the run
Click **Create campaign**. Cooper shows "Campaign created" and selects the new run. The button stays disabled until all three steps are ready.

![The Campaign setup panel on the Audience step with a saved audience list chosen, Add contacts expanded and an empty recipient row](https://docs.cooperbuild.ai/screenshots/brain/gtm-run-setup.png)

*Screenshot: Setting up an email run. 1: Basics, Context and Audience steps, 2: Choose saved lists, 3: Add lists, 4: Add contacts, 5: a recipient row, 6: Create campaign.*

## Give the agent context

On the **Context** step, each context source is a card. Click **Add** for another card, and the trash button to remove one.

1. Choose a **Source type**.
2. Pick the record, or type the content.
3. Optionally change the **Title** and add a note for the agent.

A card shows **included** when it is usable and **empty** when it isn't. Only included sources are saved.

| Source type | What you pick | Included when |
|---|---|---|
| **Manual note** | Type the facts in **Note**. | The note has text. |
| **Project folder** | Optionally narrow by **Project filter**, then pick a **Folder** (**Search all folders** or **Search project folders**). | A folder is picked. |
| **Media file** | Pick a **Media file**. | A file is picked. |
| **Wiki article** | Pick a **Wiki article** from your [Org Wiki](https://docs.cooperbuild.ai/brain/org-wiki.md). | An article is picked. |
| **Markdown file** | Click **Choose markdown** and pick a `.md` or `.markdown` file. Its content is loaded into **Markdown content**. | The content has text. |
| **Proposal** | Pick a **Proposal**. | A proposal is picked. |
| **Estimate worksheet** | Pick an **Estimate worksheet**. | An estimate is picked. |
| **Deliverable template** | Pick a **Deliverable template**. | A template is picked. |

When you generate drafts, Cooper reads the live content of each picked record (for example the proposal's figures and deliverables, or the files in a folder). Very long sources are shortened.

### Context quality

The **Context quality** box under the sources shows **Sources**, **Resolved**, **Content** (characters) and **Citations**. Before generation it is labeled "Draft readiness before generation"; after generation, "Resolved at generation preflight".

Every source type except **Manual note** is marked **must cite**: each draft has to cite it. A manual note is **optional**. If a picked source turns out to have no usable content when you generate, generation stops with "Context source(s) resolved to no usable content". Remove that source or pick a different record.

## Choose the audience

On the **Audience** step you can combine three ways of adding recipients. Cooper skips anyone already in the run.

**From saved audience lists:**

1. Under **Audience lists**, open **Choose saved lists** and pick one or more lists. Each list shows its member count.
2. Click **Add lists**. Cooper shows how many recipients it added.

Click **Manage** to open GTM settings and edit your lists. See [Manage audience lists](#manage-audience-lists).

**From your contacts:**

1. Click **Add contacts** to expand it.
2. In **CRM contacts**, search with **Search contacts to add as recipients** and select several people.
3. Click **Add selected contacts**.

**One row at a time:**

1. Click **Add** next to **Audience** for a new recipient row.
2. Choose the **Recipient type**: **Contact**, **Organization** or **Project**.
3. Pick the record in the search box below it.
4. Check the **Name** and **Email**. Cooper fills them from the contact's email or the organization's work email. A project has no email, so type one.
5. Optionally add **Personalization**: notes that apply only to this recipient.

A row shows **Included** once a record is picked, or **Incomplete** with "Pick a record below — rows without one are not saved or emailed." The counter at the bottom shows how many recipients are ready.

Recipients come from [Humans](https://docs.cooperbuild.ai/connect/humans.md) and [Organizations](https://docs.cooperbuild.ai/connect/organizations.md). A recipient without an email address gets a draft, but that draft can't be approved or sent.

## Edit an email run's setup

When you open an existing run, the left panel shows the **Campaign summary**: **Setup ready** or **Needs setup**, the run's status, and tiles for **Audience**, **Context**, **Delivery** and **Agent**. Click **Edit setup** to open the setup editor (**Editing selected campaign**).

- Changes **autosave** about a second after you stop typing, as long as setup is complete. The badge shows **Autosave pending**, **Autosaving**, **Autosaved**, **Autosave waiting** (setup incomplete), **Autosave paused** (while drafts are generating) or **Autosave failed**.
- Click **Save now** to save immediately.
- Click **Duplicate as new campaign** to create a new run from the current setup. The new run has no drafts.

If you remove recipients who already have unsent drafts, **Save now** asks **Delete drafts for removed recipients?** and tells you how many. Click **Save and delete drafts** to delete those drafts permanently, including your edits. Sent and scheduled emails are not affected. Autosave never deletes drafts.

You can't change the setup while drafts are generating ("Cannot update batch setup while it is running").

Once a run has a cadence, you can't switch it back to **One-time message**. Cooper says "This campaign already has a cadence. Start a new campaign for a one-time message."

## Generate drafts

### Step 1: For a cadence, configure it first
If the run uses **Cadence**, attach the cadence timing before you generate. See [Set up a cadence](#set-up-a-cadence). Generate stays unavailable until then.

### Step 2: Generate
Click **Generate drafts** (or **Generate message drafts**, **Generate cadence drafts** or **Generate missing drafts**) in the next-step banner or in the empty **Drafts** panel. Cooper shows "Message draft generation queued" or "Cadence draft generation queued (N expected)".

### Step 3: Wait for the agent
The banner says **Draft generation is running**, and **Generation progress** shows how many chunks are queued, running, completed and failed. Cooper writes drafts in chunks of up to 25 recipients. Click **Refresh** to update.

A one-time run expects one draft per recipient. A cadence run expects one draft per recipient per step: 10 recipients and 3 steps make 30 drafts. If some are missing, generate again. Cooper creates only the missing drafts and keeps existing ones.

New drafts start in **draft** status, waiting for your review.

## Review and edit drafts

![The Drafts panel with status filter chips, the search box and one draft editor with subject, body and action buttons](https://docs.cooperbuild.ai/screenshots/brain/gtm-drafts.png)

*Screenshot: Reviewing drafts. 1: Approve all, 2: status filters, 3: search, 4: Subject and Body, 5: Send test to me, 6: Save, 7: Manual send.*

Each draft card shows the recipient's name, email and channel, the status, the agent's reasoning, and (for a cadence) the template name, step and scheduled time.

- **Filter** with the status chips: **All** and each status that has drafts, with counts.
- **Search** with **Search recipient or subject**.
- The list shows 25 drafts at a time. Click **Show N more of N remaining** to see more.

To edit a draft, change the **Subject** or **Body** and click **Save**. Cooper shows "Draft saved".

> **Warning: Editing a draft removes its approval**
>
> Saving a change to an approved draft puts it back in **draft** status. Approve it again before you send or schedule. If the draft was scheduled, the edit also cancels its scheduled send.

To leave a recipient out, click **Skip**. The draft becomes **skipped** and is never sent. Click **Restore** to bring it back as a draft.

### Draft statuses

| Status | Meaning |
|---|---|
| **draft** | Generated or edited, waiting for approval. |
| **ready** | Approved. Not sent yet. In a one-time run you can send it; in a cadence run it waits to be scheduled. |
| **scheduled** | Queued to send at a set time. Locked for editing. |
| **executing** | Sending now. |
| **sent** | Delivered to the provider. Can't be edited. |
| **failed** | Sending failed. The error shows on the card. You can retry. |
| **skipped** | You skipped it, or the recipient is on the do-not-contact list. |

## Approve drafts

Click **Approve all (N)** at the top of the **Drafts** panel, or **Approve all drafts (N)** in the next-step banner. Cooper approves every draft that has a recipient email, a subject and a body, and shows "Approved N drafts". Drafts missing an email or content are left as drafts and reported as skipped ("missing email or content").

Approving never sends anything. Approval covers the exact content you reviewed: Cooper refuses to send a draft whose content changed after approval.

## Send a test email to yourself

On any draft that isn't sent or skipped, click **Send test to me**. Cooper sends the draft to your own account's email address with `[Test]` in front of the subject, through the selected email provider, and shows "Test email sent to ...".

- A test send doesn't change the draft's status and doesn't count as a campaign send.
- If you have unsaved edits, Cooper saves them first, which returns the draft to **draft** status.
- The button is disabled until the draft has a subject and body and an email provider is ready.

## Choose the email provider

At the top of the **Drafts** panel, choose how to send:

| Option | Sends through |
|---|---|
| **Auto** | The first ready provider. A connected mailbox comes first, then the company's Resend or SendGrid. |
| **My mailbox (Gmail / Outlook)** | Your own connected mailbox. |
| **Resend** | Your company's Resend account. |
| **SendGrid** | Your company's SendGrid account. |

The **Email providers** box shows whether your choice is **ready**, **checking** or **not ready**, and shows **ready** or **off** for gmail, resend and sendgrid. While no provider is ready, drafts show "Execution is paused until an email provider is ready." and send buttons are disabled.

## Send a one-time run

### Step 1: Approve the drafts
Approve the drafts you want to send. See [Approve drafts](#approve-drafts).

### Step 2: Send them all
Click **Send ready** in the next-step banner. The **Send N emails now** window says how many reviewed drafts go to real recipients, through which provider, and how many previously failed drafts will be retried. Sending can't be undone.

### Step 3: Confirm
Click **Send now**. Cooper shows "Ready messages sent", or how many failed.

To send a single draft instead, click **Manual send** on its card. Cooper shows "Email sent". On a failed draft the button says **Retry send**. **Manual send** is enabled only when the draft is approved (**ready** or **failed**), has a recipient email, subject and body, and a provider is ready.

When the run has a cadence, **Send ready** and **Manual send** are not available. The button on each draft says **Schedule cadence** and Cooper says "Use Schedule cadence for cadence campaigns".

## Set up a cadence

A cadence sends several timed emails to each recipient, for example an intro now, a nudge a day later and a final note a week later.

![The Cadence Builder with the template selector, start time, three steps with delays and objectives, and the Save template and cadence buttons](https://docs.cooperbuild.ai/screenshots/brain/gtm-cadence.png)

*Screenshot: The Cadence Builder. 1: Template, 2: Start, 3: a step (label, delay and unit), 4: Add step, 5: Save template, 6: Configure cadence (here Need 3 drafts, because the drafts are not approved yet).*

### Step 1: Open the Cadence Builder
In a run with **Cadence** delivery, click **Configure cadence** (or **Edit cadence**) on the **Cadence** box in the Drafts panel, or in the next-step banner. The **Cadence Builder** opens. Click **Collapse cadence** to close it.

### Step 2: Pick or build the steps
Choose a saved **Template**. The first saved template is selected automatically. To start fresh, click **New template**, which loads a default three-step cadence: **Intro** (immediately), **Nudge** (after 1 hour) and **Close loop** (after 2 hours).

### Step 3: Adjust the steps
For each step, set the **Label**, the **Delay** and its **Unit** (**Minutes**, **Hours**, **Days** or **Weeks**), and the **Objective** for that email. The delay counts from the cadence start. Click **Add step** to add one and the trash button to remove one (a cadence needs at least one step). Each step shows its key, its offset (for example "After 2 days") and the resulting date.

### Step 4: Save the template
If you changed the steps of a saved template, click **Save template** first. Cooper shows "Cadence template saved".

### Step 5: Configure the cadence
Click **Configure cadence**. The **Configure cadence** window shows the template, provider, start and window, and each step with its planned count. It reminds you: "No email will send from this step. Generate drafts after this, review them, then schedule the cadence." Click **Confirm setup**. Cooper shows "Cadence configured: generate drafts for N steps".

> **Note**
>
> If no saved template is selected, confirming also saves your steps as a new cadence template with the name in **Name**. If a saved template is selected, Cooper applies the saved version of that template, so save your step changes before you confirm.

Next, generate the drafts. See [Generate drafts](#generate-drafts).

## Schedule a cadence

### Step 1: Generate and approve every draft
Every recipient needs an approved draft for every step. Until then the button says **Need N drafts** and Cooper says "Generate all N cadence drafts before scheduling".

### Step 2: Open the schedule
Click **Review schedule** in the next-step banner, or open the Cadence Builder and click **Schedule cadence**. The button is disabled until an email provider is ready.

### Step 3: Set the start time
In the **Schedule cadence emails** window, set the **Start date and time**. The first step sends at this time and later steps use their offsets from it. The start must be now or in the future; otherwise Cooper says "Choose a current or future start time before confirming."

### Step 4: Check and confirm
Check each step's time and email count. A warning lists any step with no ready draft and any already-sent messages, which are not rescheduled. Click **Confirm schedule**.

Cooper confirms with a summary such as "Your campaign will start in 5 minutes, reach 12 people 3 times each over 2 days, and queue 36 emails." The banner then shows **Campaign scheduled** or **Campaign in progress**, and finally **Campaign sent**. When all scheduled emails are queued or sent, the schedule button reads **Cadence armed**.

A scheduled email sends automatically at its time. Cooper checks the do-not-contact list again at that moment.

### Stop when someone replies

When a recipient replies and Cooper sees the reply in a connected mailbox, Cooper cancels that person's remaining scheduled steps. Cadence templates saved in the app always stop on reply. If the reply asks to be removed (for example "unsubscribe", "opt out", "remove me", "please remove" or "stop emailing"), Cooper also adds the address to the do-not-contact list. A hard bounce does the same: the address is added to the list and its remaining steps are cancelled.

## Cancel scheduled sends

- **All of them:** in the Cadence Builder, click **Cancel scheduled sends**. The **Cancel scheduled sends** window says how many emails it stops. Click **Cancel sends** (or **Keep schedule**). Cooper shows "Cancelled N scheduled sends. The drafts are back in review."
- **One email:** on the draft, click **Cancel scheduled send**.

Cancelled drafts return to **ready**, already-sent emails are not affected, and you can schedule again afterwards. To edit a scheduled email, cancel its scheduled send first.

## What the next-step banner means

| Banner | What to do |
|---|---|
| **Finish the campaign setup** | Click **Finish setup**. Cooper opens the first incomplete setup step. |
| **Create the campaign** | Click **Create campaign** to save the setup as a run. |
| **Configure the cadence timing** | Click **Configure cadence**. |
| **Generate the message drafts** / **Generate N missing drafts** | Click **Generate drafts** or **Generate missing drafts**. |
| **Draft generation is running** | Wait, then click **Refresh**. |
| **Review and approve the drafts** | Check the drafts, then click **Approve all drafts (N)**. |
| **Send the ready messages** | Click **Send ready**. |
| **Schedule the reviewed cadence** / **Review drafts before scheduling** | Click **Review schedule** or **Open cadence**. |
| **Campaign scheduled** / **Campaign in progress** | Nothing. Use **Open cadence** or **Refresh status** to check. |
| **Campaign sent** | Every message is sent. |
| **Review the generated drafts** | Drafts exist but none are approved. Review and approve them. |

## Track an email run

- **Status chips** on the Drafts panel count drafts by status.
- **Generation progress** shows how draft writing went.
- **Tracking**, under the Drafts panel, shows the eight most recent events with their time, such as drafts approved, test emails, sends, failures, schedule changes and suppressions.
- A failed draft shows the provider's error message in red.

GTM does not track opens or clicks. Sent, failed and suppressed are the delivery results it records.

## Archive or restore an email run

1. Open the **Campaigns** list and hover a run.
2. Click the archive button (**Archive campaign**).
3. In **Archive this email run?**, click **Archive email run**.

Archiving cancels the run's scheduled sends and hides it from active work. Already-sent emails are unaffected. You can't archive a run while it is generating or sending ("Wait for this campaign to finish before archiving it").

To restore, click **Archived**, then the restore button (**Restore campaign**) on the run. The run comes back as **draft**. You can't send from an archived run.

## Manage audience lists

Audience lists are saved recipient lists you can add to any email run. Open GTM settings (**Settings → GTM Harness**, or **Manage** on the Audience step).

![The Audience Lists card in GTM settings with the saved lists on the left and the list editor on the right](https://docs.cooperbuild.ai/screenshots/brain/gtm-settings.png)

*Screenshot: Audience lists in GTM settings. 1: New list, 2: a saved list with Edit and Archive, 3: Import saved lists, 4: Update audience list.*

### Step 1: Start a list
Under **Audience Lists**, click **New list**. The form on the right is titled **New audience list**.

### Step 2: Name it
Enter a **Name** and optionally a **Description**.

### Step 3: Add members
Under **Audience members**, click **Add member** for each person. Choose the **Type** (**Contact**, **Organization** or **Project**), pick the record, and check **Name**, **Email** and the **Personalization note**. To copy members from other lists, choose them under **Import saved lists** and click **Import**.

### Step 4: Save
Click **Create audience list**. Cooper shows "Audience list created". The button stays disabled until the list has a name and at least one member with a picked record.

To change a list, click **Edit** on it, make your changes and click **Update audience list**. Click **Cancel** to stop editing. To remove a list from use, click **Archive**. Archiving a list doesn't change runs that already used it.

Each saved list shows its member count, the first five members, and who updated it and when.

## Manage cadence templates

Under **Cadence Templates** in GTM settings:

1. Click **New template** to start, or **Edit** on a saved template.
2. Enter a **Name** and **Description**.
3. Set the **Steps**: **Label**, **Delay**, **Unit** and **Objective** for each. Click **Add** for another step.
4. Click **Create cadence template** or **Update cadence template**.

Each template shows its step count, time zone and steps. Templates take the time zone of the browser that saved them. Click **Archive** to retire one; runs that already use it keep their copy. You can also save templates from the Cadence Builder in an email run.

Step keys come from the labels, so every step in a template needs a different label.

## Manage the do-not-contact list

GTM never sends to an address on the **Do-Not-Contact List**. Unsubscribes and hard bounces are added automatically; you can also add addresses by hand.

**Add an address:**

1. Under **Do-Not-Contact List**, enter the **Email address**.
2. Choose a **Reason**: **Unsubscribed**, **Manual**, **Legal**, **Complaint** or **Other**.
3. Click **Add**. Cooper shows "... will no longer receive outreach".

**Find an address:** type in **Search** (**Filter by email**).

**Remove an address:** click **Remove**. Cooper shows "... can receive outreach again". There is no confirmation, so check the address first.

Each entry shows the address, where it came from (for example `manual`, `unsubscribe_link`, `inbound_reply` or `gtm.execution`), any notes, and the reason. Bounces and complaints are highlighted.

When a draft is due to send to a suppressed address, Cooper skips it: the draft becomes **skipped** with "Recipient is suppressed for email".

### How unsubscribing works

Every outreach email gets a footer: "Don't want these emails? Unsubscribe:" with a personal link. The link opens a page that asks "Stop receiving outreach emails at ...?" with an **Unsubscribe** button. After the recipient clicks it, the address is on your do-not-contact list.

## Channel capabilities

**Channel Capabilities** in GTM settings lists the channels and providers GTM knows about, such as email via Resend, SendGrid or a connected Gmail mailbox, plus SMS, LinkedIn and voice entries that still need setup. Each row shows the channel, provider, last update, status and an **Enabled** switch.

If the list is empty, click **Seed capabilities** at the top of GTM settings. Cooper shows "GTM capabilities seeded". Email Runs choose their provider with the provider selector on the Drafts panel, not from this list.

## Fields reference

### Email run setup

| Field | Required | What it means |
|---|---|---|
| **Campaign name** | Yes | The run's name. |
| **Objective** | Yes | What each email should accomplish. |
| **Delivery mode** | Yes | **One-time message** or **Cadence**. |
| **Agent** | Yes | The AI agent that writes the drafts. |
| **Source type** and record or note | At least one source | Facts the agent must use. |
| **Title** | No | The source's name in the context list. |
| Note (**Note**, **Optional project note**, and so on) | Only for **Manual note** | Extra guidance for the agent. |
| **Recipient type** | Yes, per recipient | **Contact**, **Organization** or **Project**. |
| Record (**Contact**, **Organization**, **Project**) | Yes, per recipient | Who the email is for. |
| **Name**, **Email** | Email needed to send | Filled from the record; you can edit them. |
| **Personalization** | No | Notes for this recipient only. |

### Draft

| Field | Required | What it means |
|---|---|---|
| **Subject** | Yes, to approve or send | The email subject. |
| **Body** | Yes, to approve or send | The email text. |

### Cadence step

| Field | Required | What it means |
|---|---|---|
| **Label** | Yes | The step's name. Must be unique in the template. |
| **Delay** | Yes | How long after the start this step sends. 0 means immediately. |
| **Unit** | Yes | **Minutes**, **Hours**, **Days** or **Weeks**. |
| **Objective** | No | What this email should do. |

The campaign workspace fields are listed in [Write the campaign brief](#write-the-campaign-brief) and [Stage ideas and assets](#stage-ideas-and-assets).

## Permissions

GTM is controlled by the **GTM** permission in the **Brain** section of a role. An admin sets it in **Settings → Roles**.

| Action | Permission needed |
|---|---|
| See GTM, open runs, drafts and settings | GTM **Read** |
| Create and edit campaign workspaces, email runs, drafts, audience lists, cadence templates and the do-not-contact list; generate, approve, test-send, send, schedule, cancel and archive | GTM **Write** |
| See **GTM Harness** in the Settings sidebar | **GTM Harness** in the settings section of the role |

Without **Write**, the buttons that change things (**New campaign**, **New email run**, **Save brief**, **Stage item**, **Approve all**, **Settings** and others) are hidden or disabled, and you see the **Campaign summary** instead of the setup editor. Workspace owners can do everything.

Sending also needs a ready email provider, and generating needs an active agent and the **GTM Artifact Generation** AI service. See [Before you start](#before-you-start).

## Tips and best practices

- Start small: run a one-time message to two or three colleagues, use **Send test to me**, then scale up.
- Give the agent specific context. A proposal or estimate worksheet gives it real figures; a manual note can list what to avoid.
- Use **Personalization** for one-line facts about a recipient ("met at the ABC expo", "bid the Main St job").
- Keep reusable lists and cadence templates in GTM settings so every run starts the same way.
- For a cadence, save the template before you configure it, and keep labels short and distinct.
- Spot-check drafts before **Approve all**. Approval covers every complete draft at once.
- Archive finished runs to keep the **Active** filter focused.
- Add people who ask not to be contacted to the do-not-contact list right away, even if they asked by phone.

## Troubleshooting

### I can't see GTM in the sidebar

Your role does not have the **GTM** permission in the **Brain** section, or your company's plan doesn't include GTM. Ask an admin to grant GTM **Read** in **Settings → Roles**.

### New campaign, New email run or Approve all is missing

You have GTM **Read** but not **Write**. Ask an admin to grant GTM **Write**.

### Continue to context or Create campaign is greyed out

**Continue to context** needs a campaign name, an objective and an agent. **Create campaign** also needs at least one included context source and at least one recipient with a picked record. Check that every setup step shows **ready**.

### A recipient row says Incomplete

Pick a contact, organization or project in the row. Rows without a record are not saved or emailed.

### I can't find a contact or record in a picker

The pickers load up to 100 records and search within them. Try a more specific name, or add the person to a saved audience list first.

### Generating fails: GTM Artifact Generation is not registered or is inactive

Switch on the **GTM Artifact Generation** service in **Settings → Integrations → AI Service Routing**, and make sure its AI provider has a working key.

### Error: Context source(s) resolved to no usable content

A picked source is empty or could not be read, for example an empty folder or a deleted record. Remove that source or pick another record, then generate again.

### Error: Selected agent not found

The agent was deactivated or archived. Choose another **Agent** in **Basics**.

### Error: Configure the cadence before generating drafts

The run uses **Cadence** delivery. Open the Cadence Builder and click **Configure cadence** first.

### Email providers shows not ready, or Execution is paused until an email provider is ready

Connect your Gmail or Outlook mailbox in [Inbox](https://docs.cooperbuild.ai/connect/inbox.md), or have an admin connect and verify Resend or SendGrid in **Settings → Integrations → Email Delivery**. Then choose that provider, or **Auto**, on the Drafts panel.

### Manual send is disabled

The draft must be approved (**ready** or **failed**), have a recipient email, a subject and a body, and an email provider must be ready. In a cadence run, use **Schedule cadence** instead.

### My draft went back to draft after I edited it

Any saved change removes the approval. Approve it again with **Approve all**.

### The schedule button says Need N drafts

Every recipient needs an approved draft for every step. Generate the missing drafts, approve them, then schedule.

### I changed the cadence steps but the schedule uses the old timing

When a saved template is selected, Cooper applies the saved version. Click **Save template**, then configure or schedule again.

### I can't edit a scheduled email

Scheduled emails are locked. Click **Cancel scheduled send** on the draft, edit it, approve it and schedule again.

### A draft is skipped with Recipient is suppressed for email

The address is on the do-not-contact list. If it was added by mistake and the person agrees to hear from you, remove it in GTM settings.

### I can't switch the run to One-time message

A run that has a cadence stays a cadence run. Create a new run for a one-time message.

### Activate email run is disabled

The approved version must include **email** in **Planned channels**. Tick **email**, save the brief, create a new review version and approve it.

### Approve exact version doesn't appear

The version has blocking issues and stayed **draft**. Fix the issues listed after **Blocking:**, then create a new review version.

### Error: Your account has no email address for test sends

Test emails go to your own account's email address. Add an email address to your user profile.

### I can't archive a run

Wait until it has finished generating or sending, then try again.

## For AI agents

Agents and MCP clients (see [Connect AI agents](https://docs.cooperbuild.ai/ai-agents.md)) work with GTM through the `gtm_*` tools. Read tools need GTM **Read** and all others need GTM **Write** in the user's role.

The tools use different names from the screens:

| In the tools | On screen |
|---|---|
| campaign (campaign-builder campaign) | An email run on **Email Runs**. Pass its ID or its human reference, such as `ART-1234`. |
| draft | A draft. |
| sequence | A cadence template. |
| step | A cadence step. |

There are no tools for the **Campaigns** planning workspace (briefs, staged items, review versions).

| Tool | Use it for | Key parameters |
|---|---|---|
| `gtm_overview` | Channels, provider capabilities and health, skills, and the recommended workflow. | `skillSearch` |
| `gtm_list_builder_campaigns` | List email runs. | `status`, `limit` |
| `gtm_get_builder_campaign` | One run with its drafts and event history. | `campaignId` |
| `gtm_save_builder_campaign` | Create or update a run's name, objective, agent, audience, context and metadata. | `campaignId` (omit to create), `input.ownerAgentId` (required to create), `input.audience`, `input.contextSources`, `input.pruneRemovedDraftArtifacts` |
| `gtm_set_campaign_audience` | Replace or append recipients. | `campaignId`, `audience`, `mode` (`replace` or `append`), `pruneRemovedDraftArtifacts` |
| `gtm_set_builder_campaign_status` | Archive, restore or set a run's status. | `campaignId`, `status` |
| `gtm_list_recipient_lists`, `gtm_save_recipient_list`, `gtm_archive_recipient_list` | Saved audience lists. | `recipientListId`, `input.name`, `input.members` |
| `gtm_list_sequences`, `gtm_get_sequence`, `gtm_save_sequence`, `gtm_archive_sequence` | Cadence templates. | `sequenceId`, `input.touches` (each with `offset.amount` and `offset.unit`), `input.stopOnReply` |
| `gtm_configure_campaign_sequence` | Attach a cadence template to a run before generation. Sends nothing. | `campaignId`, `sequenceId`, `provider`, `startAt` |
| `gtm_set_send_profile` | Choose `bulk` (default, unsubscribe footer and headers) or `personal` (plain opt-out sentence). Not shown in the app. `personal` takes effect only when enabled for the environment and sending through Gmail; otherwise sends fall back to `bulk` and the tool returns warnings. | `campaignId`, `profile` |
| `gtm_generate_drafts` | Queue draft generation. | `campaignId` |
| `gtm_create_channel_drafts` | Save drafts the agent wrote itself. Never sends. | `campaignId`, `drafts` (each needs `recipientSourceType`, `recipientSourceId`, `subject`, `bodyText`; add `cadenceTouchKey` for a cadence) |
| `gtm_update_draft` | Edit a draft's content, or set it to `draft`, `failed` or `skipped`. A content edit removes approval. | `draftId`, `input.content`, `input.status` |
| `gtm_approve_drafts` | Approve drafts (draft to ready). Sends nothing. | `campaignId`, `draftIds` (omit for all complete drafts) |
| `gtm_send_test_draft` | Send one draft as a `[Test]` email to an internal address. | `draftId`, `to` (defaults to the user's email), `provider` |
| `gtm_send_ready_drafts` | Send approved drafts of a one-time run now. | `campaignId`, `draftIds`, `provider`, `confirmedByUser: true` |
| `gtm_schedule_sequence` | Schedule approved cadence drafts. | `campaignId`, `sequenceId`, `startAt`, `provider`, `confirmedByUser: true` |
| `gtm_cancel_scheduled_sends` | Cancel scheduled sends; drafts return to ready. | `campaignId`, `draftIds`, `reason` |
| `gtm_campaign_stats` | Counts of drafts by status and send events, for one run or the whole workspace. No open or click data. | `campaignId`, `from`, `to` |
| `gtm_list_suppressions`, `gtm_suppress_recipient`, `gtm_remove_suppression` | The do-not-contact list. `gtm_suppress_recipient` accepts up to 200 `values` per call and `channel` `email`, `sms` or `all`. | `search`, `value` or `values`, `reason`, `suppressionId` |

Workflow to follow:

1. One-time: `gtm_save_builder_campaign`, then `gtm_generate_drafts`, then `gtm_approve_drafts`, then `gtm_send_ready_drafts`.
2. Cadence: `gtm_save_builder_campaign`, then `gtm_configure_campaign_sequence`, then `gtm_generate_drafts`, then `gtm_approve_drafts`, then `gtm_schedule_sequence`.
3. Get the user's explicit approval before any send or schedule, and only then pass `confirmedByUser: true`.
4. Offer `gtm_send_test_draft` before sending real outreach.
5. When someone asks to stop hearing from the company, call `gtm_suppress_recipient`.

Common errors:

| Error | Fix |
|---|---|
| "ownerAgentId is required to create a GTM campaign" | Pass an active agent's ID in `input.ownerAgentId`. |
| "Use the approval action to mark an artifact ready" | `gtm_update_draft` can't set `ready`. Use `gtm_approve_drafts`. |
| `ARTIFACT_APPROVAL_REQUIRED` | The draft isn't approved, or changed after approval. Approve it again. |
| `SEQUENCE_BULK_SEND_BLOCKED` | The run has a cadence. Use `gtm_schedule_sequence`, not `gtm_send_ready_drafts`. |
| `INCOMPLETE_CADENCE_ARTIFACT_MATRIX` | Not every recipient has a ready draft for every step. Generate and approve the missing drafts. |
| `EMAIL_PROVIDER_UNAVAILABLE` | No ready provider for the requested option. Use `auto`, or ask the user to connect a mailbox or verify Resend or SendGrid. |
| `BATCH_BUSY` | Generation is running. Wait and check again with `gtm_get_builder_campaign`. |
| `REQUIRED_CONTEXT_NOT_RESOLVED` | A context source has no usable content. Remove or fix it. |
| `REQUIRED_CONTEXT_NOT_CITED` / `CONTEXT_CITATIONS_REQUIRED` | Drafts from `gtm_create_channel_drafts` must cite every must-cite source in `contextCitations`. |
| `LLM_SERVICE_NOT_FOUND` / `LLM_SERVICE_INACTIVE` | Ask an admin to switch on **GTM Artifact Generation** in **AI Service Routing**. |
| `AGENT_NOT_FOUND` | The run's agent is inactive or archived. Set another `ownerAgentId`. |
| `NO_RECIPIENTS` | Add recipients with `gtm_set_campaign_audience`. |
| `BATCH_ARCHIVED` | Restore the run with `gtm_set_builder_campaign_status` before sending. |
| `GTM_SUPPRESSED` (draft skipped) | The recipient is on the do-not-contact list. Don't remove the suppression without the user's explicit instruction. |

## Related

- [Agents](https://docs.cooperbuild.ai/brain/agents.md): the AI agents that write GTM drafts.
- [Org Wiki](https://docs.cooperbuild.ai/brain/org-wiki.md): articles you can give the agent as context.
- [Visual Artifacts](https://docs.cooperbuild.ai/brain/visual-artifacts.md): published visuals that can appear in outreach emails.
- [Automations](https://docs.cooperbuild.ai/brain/automations.md): other work Cooper's agents run for you.
- [Humans](https://docs.cooperbuild.ai/connect/humans.md) and [Organizations](https://docs.cooperbuild.ai/connect/organizations.md): the contacts and companies you email.
- [Inbox](https://docs.cooperbuild.ai/connect/inbox.md): connect the Gmail or Outlook mailbox GTM can send from.
- [Connect AI agents](https://docs.cooperbuild.ai/ai-agents.md): use GTM from Claude or ChatGPT through the CooperBuild MCP server.