Every outreach email, with its deal beside it
About the project
Orkap is an outreach platform for link building: one place to write to bloggers, YouTubers and partners, follow up, and close the deal.
Link building runs on email. A marketer finds a blogger or a YouTuber, writes to them about a product, follows up, agrees a deal and keeps the relationship going. Most teams run it from a mail client and a spreadsheet beside it, and the spreadsheet is where things slip: a follow-up nobody sent, a deal two people chased at once, a contact nobody can find again.
We designed Orkap from the first wireframes to the finished product: the mailbox at its centre, contacts, products, templates, automated follow-ups, deals and analytics, sign-up and setup, billing, settings and support. More than 110 screens, plus the landing page that now introduces Orkap to its beta testers.
- Client
- Orkap
- Stage
- SaaS in Beta
- Services
- UI/UX Design Services · SaaS Website Design
- Platform
- Web App and Website
- Timeline
- From June 2024, Wireframes to Website
The challenge
The email was in one place. The deal was in another.
Outreach is slow, patient work. One contact can take a first email, three follow-ups and a negotiation before anything is agreed, and a team is doing that with hundreds of contacts, for several products at once. Orkap’s founders knew where it broke: the conversation lived in the inbox, and everything about it, the product, the stage of the deal, who owned it, when to write next, lived somewhere else.
So the product had to feel like the inbox people already use, and quietly carry the rest. A link builder should never leave a thread to find out where the deal stands, and a team should never write to the same person twice. And a new user should be sending their first outreach in minutes, not after a day of setup.
The product
Write, follow up, close, measure
One workspace around the inbox. Every contact, product and deal is a click from the email it came from.
Familiar folders down the side: all mail, follow-ups, sent, drafts, scheduled, reminders, closed deals and archive. Beside every thread sits its deal: the product, the contact’s segment, the deal status, who it is assigned to, the next follow-up and a target for how many to send. A switch closes the deal, and notes stay with the email.
Contacts come in from a CSV, with fields matched in one step, and can be sorted into segments such as bloggers, YouTubers, influencers and marketers, with custom columns for anything else. Every product being promoted has its own mailbox, so outreach for one never mixes with another.
Good emails are saved as templates and pulled into a new message in a click. Automations send a sequence of emails to a segment, a hand-picked list or an imported file, at a set time and time zone, repeating every few days until a date, with weekends in or out.
Closed deals are logged as they happen, in a history the whole team can see. Analytics show outreach attempts, response rate, follow-up completion and deals over time, by product and by team member, so a team can see which products and which people are getting replies.
The idea
It looks like the inbox you know
Folders, threads, reply and forward, where people expect them. The new parts sit in a panel beside the email instead of in a new screen, so a link builder can start on day one without learning a new way to read mail.
The deal travels with the email
Status, assignee, follow-up date and notes belong to the thread, not to a row somewhere else. Open an email and you know where the deal stands. Click a closed deal anywhere in the app and you land on the email where it was agreed.
Follow-ups you cannot forget
Every follow-up has a date, a place on the dashboard and a count against its target. Today’s list sits on the home screen, missed ones are counted, and the ones a sequence can send on its own are handed to automation.
Set up in four steps
A new account is guided through a company profile, the products it promotes, the mailbox it sends from and the contacts it writes to, with a progress bar on the dashboard until it is done. Any step can be skipped and finished later.
Impact
Outreach and its deals in one workspace
Orkap went from 132 wireframes to a finished web app of more than 110 screens, with the mailbox at the centre and every deal, follow-up and note beside the email it belongs to. The landing page we designed with it now runs at orkap.com, where Orkap is open to beta testers.
110+
Screens designed
130+
Wireframes
12
App workspaces
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