Why prospects might fail and how to fix
When a LinkedIn or email step fails for a specific prospect, the campaign Prospects tab shows a per-prospect error pill explaining why. Most errors are temporary and resolve on the next scheduler tick — but a small set are permanent and need user action. Here is the full list:
- Invite failed: profile not found — LinkedIn could not find the profile. Common causes: the profile was deleted by its owner (most common), the account was banned by LinkedIn, the profile's identifier changed after a rebrand, or a rare lag in our lookup cache.
What to do: a single 'not found' can be transient and the platform will retry. After three in a row, the campaign detail page shows an 'Invalid prospects' banner with a one-click Exclude button. Excluding a prospect stops them, cancels any pending sends, and frees the daily-invite slot. Excluding involves no LinkedIn calls at all, so it is safe even while the account is in cooldown.
- Account in cooldown until <timestamp> — LinkedIn told us your account hit its invite limit. The published guidance is to space requests at random intervals and respect LinkedIn's 80-100 invitations/day band (5/month for free accounts). WarmySender sets a 4-8h account-level cooldown so other prospects on the same account also wait — burning more sends during a throttle deepens the rejection.
What to do: WAIT. The cooldown auto-clears at the timestamp shown in the error. Do not pause and resume the campaign — that does not shorten the cooldown and adds noise. We always keep the longer of the existing and the new cooldown, so repeated throttles never shorten the deadline; only longer ones extend it. The send that hit the cooldown is retired, but the prospect is rescheduled to just after the cooldown ends and a fresh send is queued automatically on the next tick.
- Daily LinkedIn limit reached / Weekly invite limit — You sent up to your configured daily/weekly cap, which is anchored to LinkedIn's 80-100/day band and your ramp week (1-4).
What to do: WAIT. The daily cap resets at midnight UTC; the weekly cap resets Monday 00:00 UTC. Scheduler resumes automatically.
- Outside sending window — The action would have fired outside your campaign's sending window (e.g. weekend, late evening).
What to do: WAIT. The job re-fires on the next valid window slot. If you want sends 24/7, edit the campaign and widen the window — but for LinkedIn, off-hour activity raises ban risk.
- LinkedIn account disconnected (campaign pause) — your LinkedIn session expired or you logged out elsewhere.
What to do: RECONNECT. Settings → LinkedIn → Reconnect. The campaign auto-resumes within 5 minutes (one scheduler tick) once the connection is healthy.
- Permanently failed after 5 stuck — A processing safety valve fired. Usually caused by 5 consecutive transient blockers (disconnected account, daily-cap hit, sending-window starvation).
What to do: RECOVER. The campaign detail page shows a 'Stuck prospects' orange banner with a Recover button — click it once the underlying issue is resolved (account reconnected, capacity added, etc.).
For the full 'profile not found' troubleshooting and cooldown deep-dive, see the 'Why prospects might fail and how to fix' section at /documentation#prospect-failures.