About Vaam agents

Use a Vaam agent to find potential prospects from LinkedIn posts or people searches, then add the right people to a sequence. It gives you a steady flow of relevant prospects without repeated manual searches.

An agent combines three choices:

• Where to look, such as people engaging with posts from the profiles and companies you track, or people appearing in a LinkedIn search.
• Who to include, based on connection degree and, optionally, your audience.
• What happens next, including the sequence to use and whether you want to approve each prospect first.

Before you create an agent

Connect and authenticate your LinkedIn account in Vaam. Agents need an authenticated LinkedIn connection to find prospects from the source you choose.

Prepare an active sequence for the prospects the agent will find. You cannot select template or paused sequences. Check that the sequence’s messages, sender, schedule, and other settings are ready before you connect it to an agent.

You may also want to define your standard audience in Vaam. It can include an audience description, job titles, geography, company size, industries, industry exclusions, and other exclusions.

Choose an agent type

Choose the source that matches how you find prospects. These types are available to all accounts:

• Track engagement: Find people who engage with posts from the LinkedIn profiles and company pages you track. This creates a Track engagement agent. One agent can follow up to 10 profiles and companies.
• Find prospects: Filter a LinkedIn people search down to your audience. This creates a LinkedIn Search agent.

Existing Company Post and Profile Posts agents keep working. A Track engagement agent with one source works the same way as one of these agents.

The Create Agent dialog shows every type your account can use. If you see a type that is not described here, it may still be in test, and your Vaam representative can explain it.

Set up an agent

1. Go to Agents in Vaam.
2. Click Create Agent.
3. Choose Track engagement or Find prospects. If you choose Find prospects, also select the search type. Click Next.
4. Enter a name that helps your team recognize the source and purpose.
5. Select the target sequence. Prospects accepted by the agent will be added to this sequence.
6. Choose which LinkedIn connection degrees to include. Select All connections if you do not want to filter by connection degree. If you select specific degrees, prospects without connection-degree information are skipped.
7. Turn on Require approval if you want to review each prospect before the agent adds them to the sequence.
8. Add the source. For a Track engagement agent, paste the LinkedIn profile and company URLs under Sources. For a LinkedIn Search agent, paste the search URL. Click Next.
9. Use your standard audience or customize it for this agent.
10. Review your choices and click Create Agent.

New agents start as active.

Match prospects to your audience

Audience matching helps an agent focus on prospects who fit your sales motion. You can:

• Use your account’s standard audience.
• Customize the audience, titles, geography, company size, industries, industry exclusions, and other exclusions for one agent.
• Run without audience matching if your account does not have a standard audience configured.

An audience is optional. The audience check runs only when the agent has an audience. Without an audience, every prospect the agent finds passes the check and continues to the next step after the connection-degree filter.

The agent’s discovery method and audience work together. For example, a Track engagement agent can find everyone who engaged with a post, then keep only the people who match the audience you want to reach.

Use connection degree for a simple LinkedIn relationship filter. Use audience matching when you also care about factors such as role, location, or company profile.

Warnings about difficult requirements

When you write or edit an audience description, Vaam checks it for requirements that are hard to confirm from LinkedIn. You see the warnings below the description wherever you edit your audience, also in the Vaam Chrome extension.

Vaam compares each requirement with the profile information the agent reads, such as job titles, headlines, profile summaries, work experience, and the company’s description, industry, and number of employees. Vaam warns you about:

• Facts that profiles often do not show. Some profiles mention these facts, but many do not. The agent can skip a prospect who matches because it cannot confirm the fact.
• Preferences. A preference such as “innovative” is not a clear requirement that the agent can check.
• Wording with more than one meaning.
• A company size filter that applies to all groups. If your description has alternatives joined by “or”, the company size filter applies to each of them.

Vaam checks each alternative in your description separately. Requirements that profiles normally show, such as roles and job titles, usually do not give a warning.

The warnings are hints only. Vaam does not change your audience, and you can always save it as it is. The agent uses your audience in the same way with or without a warning. If Vaam cannot check the description, you see a short note instead of warnings, and you can still save.

To fix a warning, describe something the agent can see on a profile. For example, use a role, an industry, or the type of company instead of a fact that profiles seldom mention.

Add a prospect the agent skipped

You can add any skipped prospect to the sequence. Choose Add to sequence beside the prospect if you disagree with the agent’s decision. You can also use this action for a prospect you rejected during approval. Vaam asks why you want to add the prospect. Vaam records your reason with that decision.

When the agent cannot confirm that a prospect matches your audience, the reason shows why it could not confirm the match. You can still choose Add to sequence.

Vaam still checks your blocklist, CRM rules, existing sequences, and other requirements before it adds the prospect. If a check prevents the addition, Vaam shows the reason. The action is not available for prospects marked Error.

When the agent uses audience matching, prospects you rejected yourself stay on the Accepted tab because the agent still judged them a match. Prospects the audience check rejects appear on the Rejected tab.

Approve prospects before outreach

Require approval controls whether a discovered prospect can enter the target sequence immediately. It is off for a new agent until you turn it on.

• When approval is off, prospects who pass the agent’s checks are added to the target sequence automatically.
• For Track engagement, Company Post, and Profile Posts agents with approval on, open the agent and review Pending Approvals. Select one or more prospects, then choose Approve or Reject.
• For a LinkedIn Search agent with approval on, open the agent’s Accepted tab. Use the approve or reject action on each prospect marked Awaiting approval.

Approved prospects are added to the sequence. Rejected prospects are not.

The task reminder email counts the prospects that wait for your approval and links to your agents. You get the email even when approvals are the only thing waiting for you.

This is prospect approval, not message approval. Approving a prospect allows that person to enter the sequence. It does not ask you to approve every message the sequence sends.

Turn approval on while testing a new source or audience. Once the results are consistently relevant, you can turn it off for a more automated workflow.

LinkedIn Search agents and agents that use audience matching group their prospects into Accepted, Researching, and Rejected tabs. An Errors tab appears when a prospect could not be processed. Each tab shows the number of prospects in that group. A long list shows a Load more button for older prospects. Other agents show one list of their prospects.

What each tab means

When an agent finds a prospect from a LinkedIn search or post, Vaam starts with the basics: name, headline, and photo. The Company column stays empty, and the prospect shows Waiting for profile details until Vaam loads the rest of the profile.

• Researching holds every prospect Vaam is still working on, in two steps:
  1. Waiting for profile details: Vaam opens the prospect’s full LinkedIn profile to load their company, role, industry, and company size. This happens through your connected LinkedIn account and your agent’s automation, a few profiles at a time, with human-like pacing to keep your account safe. A batch of prospects can take minutes to hours to finish loading, and this activity shares your daily LinkedIn limit with your outreach. If your LinkedIn account is not connected, or the agent is paused, prospects stay in this state.
  2. Waiting for audience check / Checking audience: Once the profile details load, Vaam compares the prospect to your agent’s audience settings, such as company size, location, industry, and job titles. An agent without an audience passes the prospect on directly. If Vaam needs to wait before it runs the audience check, the prospect stays in Researching a little longer and continues on its own; you do not need to do anything.
• Accepted holds prospects that matched your audience and every prospect an agent without an audience found. The agent adds them to the sequence unless it requires approval. In that case, they wait for your decision.
• Rejected holds prospects that did not match your audience. An agent without an audience does not reject prospects here.
• Errors holds prospects that could not be processed.

Review agent stats

On the Agents page, use the date selector in the header to set the period for the five summary cards. It starts with Last 30 days, which includes today and the 29 preceding calendar days.

The selector includes:

• Today
• This week, from Monday through Sunday of the current week
• This month, from the first through the last day of the current month
• Last 7 days, including today and the six preceding calendar days
• Last 30 days, including today and the 29 preceding calendar days
• Last month, covering the previous complete calendar month
• Custom range, using the start and end dates that you choose

Vaam uses your local calendar days for each choice. If you choose one date for a custom range, the range covers that full local day. Vaam groups results by the discovery date stored for each prospect. The cards show the current result for prospects with a stored discovery date in the selected period, even if their status changes later. Accepting or rejecting a prospect during the period does not include a prospect with a stored discovery date from an earlier period.

The selector changes only the five summary cards: Prospects found, Researching, Accepted, Rejected, and Pipeline health. The agent table and agent detail values remain lifetime values and do not change with the selected period.

See your agents on the dashboard

The Agents section on the dashboard shows what needs you now. It does not show whether your agents found good prospects. Choose View all to open the Agents page.

Waiting for your approval

This list shows your agents that have prospects waiting for approval, with the number for each agent. It shows up to five agents, then a link to the rest. Choose an agent to open it, then approve or reject the prospects on the agent page. You cannot approve from the dashboard.

When nothing waits, the list reads No approvals waiting. If Vaam cannot load the list, you see Couldn’t load approvals and a Retry button.

Activity

The activity summary uses your agents that are not archived.

• Active agents shows how many agents are active, out of all agents that are not archived. For example, 3 of 5.
• Last checked shows when an active agent last ran a check. A check that failed still counts. A new check does not mean the agent found prospects.
• Needs attention lists up to three agents and the reason for each.

An agent needs attention in these cases:

• Paused: you paused the agent.
• Deprecated: the agent has the Deprecated status.
• No check in 7+ days: an active agent was not checked for 7 days. An agent with nothing scheduled does not appear for this reason.
• Recorded warning: Vaam noted a problem on a past run, for example Over limit, recorded 3 Oct. Over limit means the agent has more sources than Vaam allows. Source problem means Vaam skipped a source it did not recognize. The note always reads Current state unconfirmed, because the dashboard cannot tell whether you have fixed the problem since the date shown.

When no agent has a warning, the section reads No listed warnings. This does not mean that every run worked. Run results and source errors are not shown here. Open an agent to see its prospects, sources, and results.

Open an agent and choose Edit to change its name, audience settings, approval setting, or status.

• Active agents continue finding and processing prospects.
• Paused agents stop running until you make them active again.
• Completed applies to a LinkedIn Search agent that has checked every result in its search. It stops running and cannot be resumed. The prospects it found stay in the agent. To find more people, create a new agent with a narrower search.
• Limited by LinkedIn applies to a LinkedIn Search agent when LinkedIn limits how many results your account can see for its search. The agent is not completed. Vaam checks the search again on its own and continues when LinkedIn shows the full results. See When LinkedIn limits your searches.

A completed agent stops running by itself, so you do not need to pause it. See Plans and pricing for what your plan includes.

To take an agent out of the list without losing its prospects, archive it. Deleting an agent is permanent.

An existing agent’s type and target sequence are shown for reference and cannot be changed. For a Track engagement agent, you can add, pause, and remove sources. For other agents, the source is fixed. Create a new agent if you need a different type or sequence.

Review the prospects and results for an agent regularly, especially after changing its audience, connection-degree filter, engagement types, monitoring period, or approval setting.