How to Use Waalaxy to Prospect a Sales Navigator Search

The short answer: if your target market fits in one Sales Navigator search of 1,000 to 1,500 people, the size Waalaxy recommends per campaign, its Advanced plan at $39 a month sends up to 200 invitations a week, so a 1,200-person search is fully invited in six weeks (quotas article, pricing page, checked on 26 October 2026). The steps: narrow the search, paste its URL into a Waalaxy import, start a campaign from a ready-made sequence, write the note and messages, launch with quotas that suit your account, and switch on CRM sync on reply so HubSpot receives everyone who answers.

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Three numbers to settle first:

1. Weeks, not days. For example, 1,200 prospects at Advanced's ceiling of 200 invitations a week take 1,200 / 200 = 6 weeks; on Pro, at 11 a day and roughly 300 a month, the same list takes four months, per the quotas article.
2. What you already pay for. Sales Navigator is the filter; Waalaxy imports a search, a saved lead list or a saved search straight from its URL, and a free HubSpot account is enough for the sync.
3. The thresholds that call the result. Waalaxy's getting started guide reads acceptance under 20% as a profile problem and replies under 5% as a message or targeting problem. Check both after the first two weeks.

Plans and the full price list are in the Waalaxy glossary entry.

What you need

• A paid plan or an active trial: since the move to the cloud, importing prospects and launching campaigns both require one, per the cloud article.
• A Sales Navigator licence and a LinkedIn profile that has been active lately.
• A HubSpot account, free or paid, for step 7.

LinkedIn treats this kind of tool as a breach of its terms, whatever the quota. Its help page on prohibited software lists bots and tools that automate activity, cites section 8.2 of the User Agreement, and warns that accounts using them risk restriction and that the tools themselves can stop working without notice. Decide whose profile carries that before you import anyone.

Step 1: Narrow the search until one message fits everyone

Waalaxy's guide asks you to finish a sentence before importing: "I help [who] to do [what] + [how]". Build the Sales Navigator search around the "who" with current job title, company size and geography, and stop when the count lands between 1,000 and 1,500. Past that, the guide says, the targeting gets too broad for one message to land.

Step 2: Import by URL

Copy the search URL from the browser. In Waalaxy, open the Prospects tab, click Import prospects, choose Import from a Sales Navigator search, paste the link, pick or create a list and click Import, as the Sales Navigator import article describes. Choose Import from a saved search instead if you want new matches to arrive by themselves. No extension is needed for any of this.

Step 3: Start a campaign from a sequence

Open the list, select the prospects and click Start a campaign in the bar at the top; a campaign cannot be launched from All prospects. Under All campaign models, filter by target, channel and number of messages, as the sequence article explains. Invitation + 2 Messages is the one that article reports as Waalaxy's highest-reply sequence. You cannot add or remove steps, so choose the model that already matches the job.

Step 4: Write the note and the follow-ups

Decide whether the invitation carries a note. On a free LinkedIn account, notes are limited to 5 a month at 200 characters each, per the launch article, so most invitations go without one. Set the delay after acceptance with care: it can run to 28 days and cannot be changed once the campaign is live.

The getting started guide gives a rhythm: the first message 2 to 7 days after acceptance, 5 to 10 days between follow-ups, and a stop after three unanswered messages. Lead with the prospect's problem, close on an open question and leave the meeting request for later. Waami, the AI writer inside each message step, will produce a first draft if the page is blank; edit it until it sounds like the person whose name is on the profile.

Step 5: Let an agent add the prospects your search missed

Sales Navigator misses people: a buyer who changed title last week, a name from a webinar list. On Advanced or Business, the Waalaxy connector lets Claude or ChatGPT import prospects into a list and add them to a campaign. In Claude, open Customize, then Connectors, add a custom connector named Waalaxy with the server URL from the MCP article, authorise it and confirm the magic link sent to your Waalaxy email. Then give it the stragglers and ask it to import them into the list, not the campaign.

The person running the campaign opens the list, checks every new name against current customers and open deals, and only then moves them into the campaign. Imports show MCP as their source in each prospect's history, and they obey the same quotas and duplicate checks as the app, per the same article.

Step 6: Launch, and lower the quotas on a quiet account

Click Launch. Actions join a queue and go out inside the quotas. If the profile has been quiet on LinkedIn, the subscriptions article suggests starting at 30 actions per type a day; lower them under Settings, then Account Activity, where changes apply within 24 hours of the next renewal. Waalaxy's daily quota and LinkedIn's weekly one are counted separately, so actions can stop while Waalaxy still shows room.

Step 7: Send the people who reply to HubSpot

Connect HubSpot under Settings, CRM Integrations, then choose when prospects sync, from every prospect added to a campaign down to only those who replied with interest or only manual exports, as the HubSpot article lists them. In the campaign, open Edit, Edit my campaign, CRM Sync on reply, and switch it on, per the sync on reply article. If you pick a HubSpot list, make it a static one; Waalaxy cannot fill dynamic lists.

What Waalaxy's help pages warn about

• Delays are fixed at launch. Plan them before you click.
• Notes run out on free LinkedIn accounts. Five a month, then invitations go without one.
• The prospect ceiling. Each account holds 50,000 prospects, and imports stop at the limit until you delete some, per the list limits article.
• No InMail. Waalaxy does not send it; those go from LinkedIn directly.

When the replies arrive

Answer the first replies in LinkedIn's own inbox; it costs nothing and shows whether the conversations are worth a better tool. The pricing page sells the LinkedIn Inbox as an add-on at €20 a month with 500 free conversations, so the replies your campaign creates are what carry you onto the paid version. Buy it when the free conversations are spent and the volume justifies it, not before.

Then count what happened in HubSpot, not in Waalaxy: of the people who synced as "replied with interest", how many booked a call in the next 30 days.

FAQ

Can I change the sequence after launch?

The steps of a model cannot be edited, and the delays are fixed once the campaign runs. Duplicate the campaign to try a different sequence.

Does the Waalaxy connector work on the Pro plan?

No. It needs Advanced or Business, and a downgrade after connecting blocks imports, per the MCP article.

How many invitations does Advanced send a day?

Between 80 and 100, with no more than 200 a week, and each day's quota is set at random between 80% and 100% of the maximum, per the quotas article.