Orchestrator: Site Visitor

Last updated: December 29, 2025

General

Warmly's Orchestrator is designed to make your outreach smarter and more effective.

Think of it as your personal assistant for prospecting and engagement—helping you stay one step ahead.

With Orchestrator, you can automatically sync prospect data, launch personalized email campaigns, or connect with leads via other SEP channels, all without missing a beat. It’s built to work seamlessly with your CRM and other tools, so you can focus on what really matters: closing deals and growing relationships.

Site Visitor Orchestration

You can trigger orchestrations when an identified contact visits your site and push them into an outbound sequence.

Check out our playbook on how to start using this powerful new feature: ​​PLAYBOOK

Requirements for Setup

  1. Build Segments for your Target Customer Profile, CRM filtering and Signal filtering

  2. Build Buyer Personas for the job titles you want to reach out to

  3. Build outbound sequences - messaging examples

  4. Configure any Lead Routing rules for contact ownership in your CRM or SEP

Navigation

Select Orchestrator on the left menu of your Warmly account and select "New Orchestration"

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From the menu, select "Identified Contact Visited Website"

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Select "Edit Orchestration" to begin building your new workflow.

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Make sure to name your workflow (something relevant to what your building)

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Building the Orchestration

Follow the steps below to build a new Identified Contact Orchestration.

See NAVIGATION section for creating a new Orchestration.

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Sending Prospects Directly to an Email Sequence

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NOTE: The email sequences must be ACTIVE and the Contact Owner & Sender must be ACTIVE AND have the ability to use the sequence.

Sending Prospects Directly into your CRM

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Last Step !!!

Publish or Save your Orchestration

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Settings

In the Settings tab, we can see the status of your Warmly Prospector credits

as well as the level of email verification you want to perform while prospecting.

Deliverable is automatically ON (this is why its grayed out)

You can turn ON or OFF risky and unknown emails if you choose.

Metrics and Run Logs

See Metrics of contacts pulled by each Orchestration.

See the run logs of each orchestration. If you see an error, please reach out to your CSM right away!

Below is a list of the different stages and statuses for an orchestration:

  1. Pending - Default state when first created (before being queued)

  1. Queued - Initial state when added to the queue

  2. Running - Currently being processed by the orchestration worker

  3. Succeeded - Successfully completed all steps

  4. Failed - Encountered an error during processing ; please notify your CSM if you see a Failed status error come through

  5. Disqualified - The run didn't meet qualification criteria

  6. Idle - Added in a later migration, likely for paused or inactive runs

  7. Waiting - Added in a later migration, possibly for runs waiting on external dependencies

This article was written by the Customer Success team at Warmly. Please feel free to reach out to your CSM directly or [email protected]