--- title: "SDR-team playbook: shared workspace, roles, sender pool & approval workflow | FirstSales" description: "Run an SDR team in one workspace: managers and members, a per-rep sender pool, a content-approval workflow so drafts get a human yes before sending, and a shared inbox worked toward booked meetings." canonical: "https://firstsales.io/tutorial/playbook-sdr-team/" --- [Home](/)/[Tutorials](/tutorial/)/SDR-team playbook: shared workspace, roles, sender pool & approval workflow Getting Started # SDR-team playbook: shared workspace, roles, sender pool & approval workflow Run an SDR team in one workspace: managers and members, a per-rep sender pool, a content-approval workflow so drafts get a human yes before sending, and a shared inbox worked toward booked meetings. 12 min read·Advanced·8 steps 1. 1 ## Set up one shared workspace for the team Run the team from a single **workspace** so contacts, mailboxes, and campaigns are visible to everyone on it. Leads own the workspace's settings; reps work inside it day to day. See _Manage Organizations & Workspaces_ if you're setting this up for the first time. 2. 2 ## Invite reps as Members, leads as Managers On **Settings → Team → Invitations**, invite each rep as **Member** (standard day-to-day access) and each team lead as **Manager** (can manage campaigns, contacts, and content — including approvals). Pair roles with a custom permission group if you need a tighter slice than the built-in roles offer. See _Invite & Manage Team Members_ and _Roles & Permission Groups_. ![Invite reps as Members, leads as Managers](/tutorials/team-02-invite.webp) 3. 3 ## Give each rep a warmed mailbox — the sender pool Every rep connects and warms their own mailbox (**Connectors → Add Connector**, toggle **Email Warmup**). There's no separate rotation toggle — the campaign's **sender pool** is simply every rep's mailbox assigned as a sender, so volume spreads across the team automatically instead of one mailbox carrying it all. See _Add Unlimited Mailboxes_ and _Email Warm-up Setup_. ![Give each rep a warmed mailbox — the sender pool](/tutorials/warmup-03-warmup-toggle.webp) 4. 4 ## Build the team's outreach campaign Create the campaign: **Campaigns → Create Campaign**, **Outreach**, **Autopilot**, goal **Meeting**. Describe the team's ICP in **Contact Search Criteria**, then on **Settings** assign each rep's warmed connector as a sender so the pool is in place before launch. See _Create an Autopilot Meeting Campaign_. ![Build the team's outreach campaign](/tutorials/autopilot-meeting-01-mode-goal.webp) 5. 5 ## Tune one shared SDR voice Open **AI Instructions** and set **Persona & Voice**, structure, and CTA **once at the campaign level**. Every rep's drafts inherit this voice, so brand consistency doesn't depend on how any one person writes — it's set centrally, not per sender. ![Tune one shared SDR voice](/tutorials/autopilot-meeting-05-ai-instructions.webp) 6. 6 ## Turn on the approval workflow — Must Approve In the **Workflow**'s **Content Approval** step, set the mode to **Must Approve** (`require-approve`): “Emails stay on hold until you explicitly approve. No action = no send.” Unlike auto-approve's 24-hour timeout, nothing goes out without an explicit yes — the right default while reps ramp. Wire a **Telegram** connector so approval prompts land wherever a manager already is. ![Turn on the approval workflow — Must Approve](/tutorials/autopilot-meeting-04-workflow-steps.webp) 7. 7 ## Work the approval queue Managers review the drafts waiting in the needs-approval queue: approve on-brand ones, reject or fix the rest. Because the mode is Must Approve, nothing reaches a candidate's or prospect's inbox unreviewed — the gate is real, not a formality. 8. 8 ## Share the inbox and drive to meetings Reps triage replies together in the shared **Inbox** and book calls as they come in. Managers watch **Analytics** — replies and meetings booked — as the team's scoreboard, not opens. See _Read Campaign Analytics_. ## Pro tips Hard-won shortcuts that keep warm-up on track. 1 ### Must Approve is the manager's safety catch Unlike auto-approve's 24h auto-send, Must Approve never sends without an explicit yes — the right default while a new rep ramps up. 2 ### One SDR voice, many senders Tune Persona & Voice once at the campaign level so brand consistency doesn't depend on each rep's individual writing. 3 ### The sender pool is the rotation There's no separate rotation toggle — assign each rep's warmed mailbox as a campaign sender and volume spreads across the pool automatically. 4 ### Wire Telegram for approvals With Must Approve, prompts land in Telegram so a manager can approve from their phone instead of living inside the app all day. ## Frequently asked questions How do I stop reps from sending unreviewed email? Set the campaign's Content Approval step to **Must Approve** (`require-approve`) — drafts hold until a manager explicitly approves them; no timeout auto-send. Manager vs. Member — who can approve? **Managers** can manage campaigns and content, which includes working the approval queue. Scope the Manager role to team leads and keep reps at Member. How does the sender pool actually work? Assign each rep's own warmed mailbox as a sender on the campaign's Settings tab. There's no rotation toggle — the app spreads volume across whichever connectors are assigned. Where do managers approve drafts? In the needs-approval queue tied to the campaign's Content Approval step; with a Telegram connector wired in, prompts also land there so managers can approve from their phone. Auto-approve vs. Must Approve — what's the difference? **Auto-approve** notifies you but auto-sends after 24 hours if you don't act. **Must Approve** holds indefinitely until you explicitly approve — better for a controlled team where nothing should ship unreviewed. Should the whole team share one inbox? Yes — one shared workspace means one shared Inbox, so reps triage replies together and managers can see the same activity the team does. One shared SDR voice or one per rep? Set it once at the campaign level. A single, tuned voice keeps outreach on-brand regardless of which rep's mailbox a given email sends from. How do we measure the team? Watch **Analytics** for replies and meetings booked, not opens — with a Meeting goal, that's the number that reflects real pipeline. ## Ready to put this into practice? Start your FirstSales trial and launch a warmed, authenticated mailbox in minutes. [Start for $1](https://app.firstsales.io) [All tutorials](/tutorial/)