How to use Aimfox Unibox to manage LinkedIn replies

Last updated: July 2026 · Sarah Okonkwo, sales ops specialist

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TL;DR — 7 things to know before reading

• Aimfox Unibox is a single inbox that shows all LinkedIn replies across every account and campaign you manage, so you do not need to switch between LinkedIn tabs to handle responses
• Unibox shows only replied conversations, not outgoing connection requests or pending sequence steps
• You can filter by campaign, by label, or by date range to isolate the replies most relevant to your current focus
• Labels let you tag conversations (Interested, Follow Up, Not Interested) and manage pipeline state without leaving Aimfox
• Unibox stops the automated sequence for any prospect who replies, preventing accidental follow-up messages to people who are already in conversation
• Reply rate by campaign is visible in Unibox analytics, enabling direct comparison between campaigns without exporting data
• Pair Aimfox Unibox with Instantly for a complete multichannel reply management setup: LinkedIn replies in Aimfox Unibox, email replies in Instantly inbox, prospect data from Quarvio

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Our take

When a LinkedIn campaign produces 50 replies across 3 accounts in a single day, managing those conversations through LinkedIn's native interface is inefficient. Each account requires a separate login, conversations are not labelled, and there is no quick way to compare reply rates across campaigns. Aimfox Unibox consolidates all of this into one view.

The value of Unibox is not just convenience. It is about response time. Studies consistently show that reply-to-reply speed matters in B2B outreach — a prospect who receives a response within 30 minutes of their reply is significantly more likely to continue the conversation than one who waits 12 hours. Unibox reduces the friction of monitoring multiple accounts to one screen, which directly supports faster response times.

This guide covers how to set up and use Unibox effectively, how to label and manage conversations at scale, what the configuration settings control, how to troubleshoot common Unibox problems, and advanced tactics for high-volume reply management across multiple accounts.

What Aimfox Unibox is and is not

Unibox is a reply management interface. It shows conversations with prospects who have replied to your LinkedIn outreach. It is not:

• A place to initiate new connections or send first messages (that happens in campaign settings)
• A substitute for LinkedIn's own message thread (you reply from Unibox, but the message goes through LinkedIn)
• A CRM (it manages conversations, not full prospect records with deal stages and notes)

What Unibox does well: it aggregates, filters, and labels replied conversations across multiple LinkedIn accounts. If you manage 5 LinkedIn accounts running simultaneous campaigns, Unibox shows all their replies in one place with filters to isolate specific accounts or campaigns.

What Unibox features let you do

Aggregate: All replied conversations from all accounts and campaigns in one view. No account switching.

Filter: By campaign, by label, by date, by account. Filtering to a specific campaign shows reply rates and conversation states for that campaign only.

Label: Assign labels to conversations (Interested, Booked, Not Interested, Follow Up, etc.) to track pipeline state without a separate CRM.

Reply: Respond to any conversation from within Unibox. The reply goes to the prospect's LinkedIn account as a standard LinkedIn DM.

Stop sequences: Unibox marks replied conversations and stops the automated sequence automatically. No manual intervention needed.

Track reply rates: Campaign-level reply rate is visible in Unibox analytics.

Step 1: Access Unibox

Log in to your Aimfox dashboard. Unibox is typically accessible via the main navigation menu as "Unibox," "Inbox," or "Replies."

Sub-steps:

1. Log in to Aimfox at your workspace URL
2. In the left navigation panel, look for the Unibox or Inbox section. This is usually represented by a speech bubble icon or an envelope icon
3. Click Unibox to open the conversation view
4. On first access, Unibox may show an empty state if no campaigns have yet produced replies. This is expected behaviour — Unibox populates as replies come in from active campaigns
5. If Unibox shows a connection error or an authentication prompt, re-authenticate the relevant LinkedIn account in Aimfox's account settings. LinkedIn sessions expire periodically and require re-authentication

Benchmark: Unibox should load all replied conversations within 5–10 seconds for accounts with fewer than 500 active conversations. Slower load times may indicate a large volume of historical conversations; use date filters to narrow the view if load times are excessive.

Step 2: Filter conversations to focus

The default Unibox view shows all replied conversations across all accounts and campaigns. Use filters to isolate what you need to focus on.

Available filters:

• By campaign: Shows replies from a specific campaign only
• By account: Shows replies from a specific LinkedIn account (useful if managing multiple seats)
• By label: Shows conversations with a specific label applied (Interested, Follow Up, etc.)
• By date: Shows conversations that received a reply within a specific date range
• By status: Unread, replied, or not yet replied from your side

Sub-steps:

1. In the filter panel (usually at the top or left of the conversation list), click the Campaign dropdown and select the campaign you want to review
2. If you manage multiple LinkedIn accounts, use the Account filter to isolate a specific account's conversations
3. Combine filters: Campaign A + Label "Interested" shows all prospects in Campaign A who have been tagged as interested, regardless of how recent their reply was
4. Use the date filter to review replies from the past 48 hours if your daily routine is to check Unibox each morning: set the filter to "last 2 days" to see only recent activity
5. Save your most-used filter combinations if Aimfox supports saved filters. Common saved filters: "All unread" and "Interested, no reply from me yet"

Benchmark: During campaign review, a filter focused on a single campaign should narrow the conversation list to a manageable size. If a single campaign has more than 100 unread replies after one day, the campaign is generating strong engagement — prioritise "Interested" labels first and batch-review the remaining conversations.

Step 3: Apply labels to conversations

Labels are Unibox's primary tool for managing pipeline state. Without labels, high-volume reply management devolves into re-reading every conversation to remember its state.

Recommended label set:

• Interested: Prospect expressed interest, a call or further conversation is likely
• Booked: A meeting or call has been scheduled
• Follow Up: Prospect did not say no, but the conversation stalled or they asked you to check back at a future date
• Not Interested: Prospect explicitly declined. Stop all further outreach immediately
• Nurture: Prospect is not ready now but is potentially interested in the future
• Wrong Person: Prospect indicated they are not the right contact. Do not send further messages; try to find the right contact

Sub-steps:

1. Open a conversation in Unibox
2. Find the label dropdown, label button, or tag field within the conversation view
3. Apply the label that best reflects the current conversation state. Apply the label immediately after reading the conversation — do not wait until after you have replied
4. If a conversation's state changes (from "Follow Up" to "Interested" after a subsequent reply), update the label to reflect the current state
5. For "Not Interested" and "Wrong Person" labels, immediately remove the prospect from any other active campaigns they may be enrolled in. Do not continue sequences to someone who has explicitly declined
6. Create a weekly label review: filter to "Follow Up" once per week and action all conversations in that state — either move them to "Booked" or "Not Interested" based on any new information

Benchmark: Labelling should take less than 30 seconds per conversation if applied immediately after reading. If you find yourself spending more time deciding on labels, your label set may be too complex. Simplify to 4–5 core labels.

Step 4: Reply from Unibox

Open a conversation, write your reply, and send it. The message goes to the prospect's LinkedIn DM thread.

Best practices for replies from Unibox:

• Reply within 2 hours of receiving a message if possible. Faster replies correlate with higher conversion rates in B2B outreach
• Personalise each reply using the prospect's message content. Reference what they said specifically, not just their name
• Keep replies concise: 3–5 sentences for most responses
• If booking a call, include a direct calendar link rather than asking for their availability

Sub-steps:

1. Click the conversation to open the message thread
2. Read the prospect's reply carefully before writing your response. Note: are they interested in the offer, asking a clarifying question, requesting to be removed, or doing something else? This determines how to respond
3. Write your reply in the text field. Use the prospect's name and reference something specific from their message to signal that a human read and considered their reply
4. If the reply is a positive interest signal, include a specific next step: a calendar link, a question to qualify the opportunity, or a brief proposal to continue the conversation
5. Before sending, re-read the reply for tone. Does it sound like a human responding thoughtfully, or does it sound like a template? Adjust if necessary
6. Send the message. Confirm it appears in the conversation thread
7. Immediately apply or update the label for this conversation based on your reply and the prospect's stated intent

Benchmark: A focused 30-minute daily Unibox session should process 15–25 conversations for a single-person operator running 2–3 campaigns. If daily reply volume exceeds 40 conversations per day, consider splitting Unibox management between team members or using templates for common reply types.

Step 5: Use filters to identify and act on patterns

Unibox's filtering capability is not just for finding individual conversations. It can reveal patterns across campaigns that inform strategic decisions.

Pattern identification use cases:

• Low-engagement campaign: Filter to a specific campaign and sort by date. If most replies are several weeks old and recent acceptance rates are not producing new replies, the sequence copy may have drifted from the audience's interests
• Label distribution: Filter to a specific campaign and review label distribution. If 80% of labels are "Not Interested" for one campaign but only 40% for another with a similar audience, the copy or offer framing differs significantly
• Response time lag: If many conversations sit in "Follow Up" for more than 2 weeks without movement, the follow-up process needs adjustment — either manual follow-up or a re-engagement campaign

Sub-steps:

1. Once a week, remove all filters and view all conversations from the past 7 days
2. Count conversations by label: how many Interested, Booked, Not Interested, Follow Up?
3. Compare this distribution to the previous week. Is the Interested-to-Booked conversion rate improving or declining?
4. Filter to a single campaign and review reply rate. Compare across campaigns to identify which campaigns are underperforming
5. Export conversation data if Aimfox supports it, and review in a spreadsheet for any patterns not visible in the Unibox view

Benchmark: A weekly pattern review should take 15–20 minutes. The primary metric to track is Interested-to-Booked conversion rate: of all conversations labelled Interested, how many eventually become Booked? A rate below 30% suggests the post-reply process needs improvement; above 50% suggests strong follow-through.

Step 6: Understand the reply detection behaviour

When a prospect replies, Aimfox automatically stops the automated sequence for that person. This is the most important Unibox function for preventing embarrassing over-automation.

How it works:

• Prospect accepts connection → sequence starts
• At any point, if prospect replies → Aimfox detects the reply within 5–30 minutes
• All pending sequence steps for that prospect are cancelled
• Conversation appears in Unibox as "Active"
• No further automated messages are sent unless you manually restart the sequence or enrol the prospect in a new campaign

Sub-steps:

1. In Unibox, filter to "Active" conversations (replied and in progress)
2. Spot-check 5 recent conversations: confirm that the sequence shows as stopped for each of these prospects in the campaign view
3. For any prospect where the sequence did not stop after their reply (visible because pending steps are still showing), manually pause their sequence from within the campaign
4. Verify that the reply detection setting is enabled in campaign settings — this is the root cause if sequences are not stopping on reply
5. After any Aimfox account reconnection or workspace change, re-verify reply detection is still active

Benchmark: Reply detection should be reliable for 98%+ of conversations. If you regularly see sequences continuing after replies, contact Aimfox support to confirm the LinkedIn account's API connection is healthy.

Unibox configuration reference

Unibox vs LinkedIn native messaging

What practitioners say

"Unibox is the feature that makes running multiple LinkedIn accounts manageable. Without it, I was spending 45 minutes a day switching between accounts and trying to remember which conversations I had already followed up on. Now it is 15 minutes a day in one screen." — G2 reviewer, Aimfox on G2

Aimfox holds a 4.6/5 rating on G2. Agency users and consultants managing 3+ LinkedIn accounts consistently cite Unibox as their primary reason for choosing Aimfox over alternatives in the LinkedIn automation category. For email reply management at scale, Instantly's inbox handles the email side of the equation.

Troubleshooting Unibox problems

Problem 1: Unibox is empty even though campaigns are running and receiving replies

Symptoms: Active campaigns are running, you know prospects are replying (you can see it in LinkedIn directly), but Unibox shows no conversations or "no replies found."

Diagnosis steps:

1. Check whether the LinkedIn account is properly connected in Aimfox settings. If the connection has expired, Aimfox cannot retrieve replies
2. Check whether the campaigns are set to the correct LinkedIn account. If the campaign is assigned to Account A but you are viewing Account B's Unibox, replies will not appear
3. Check the date filter: if the date range in Unibox is set to a period before the current campaign started, no conversations will match

Fix: Re-authenticate the LinkedIn account in Aimfox settings. After re-authentication, allow up to 30 minutes for Unibox to sync. If the issue persists after re-authentication, contact Aimfox support to confirm the API connection is functioning.

Problem 2: Sequence continuing to send messages after a prospect replied

Symptoms: A prospect replied to step 1 of your sequence, but they received step 2 and step 3 anyway. You can see both the reply thread and the automated follow-up messages in LinkedIn.

Diagnosis steps:

1. Check whether "Only send if no reply received" is enabled for steps 2 onwards in the campaign sequence settings
2. Check whether reply detection is enabled for this campaign
3. Check whether the prospect's reply was in a LinkedIn DM thread vs a LinkedIn InMail thread — some tools track these separately
4. Check the timing: if step 2 was queued and processed before Aimfox detected the reply, it may have sent despite the condition being enabled

Fix: Enable "Only send if no reply received" for all post-connection sequence steps. Verify reply detection is on in campaign settings. For prospects who received unintended messages after replying, send a brief apologetic note acknowledging the automated follow-up was not intended and that you are responding to their message personally.

Problem 3: Conversations appearing in Unibox are duplicated (same prospect appearing twice)

Symptoms: The same prospect appears twice in Unibox: once in each of two different campaigns they were enrolled in simultaneously.

Diagnosis steps:

1. Check whether the prospect was added to two separate campaigns running from the same or different accounts
2. Check whether the prospect replied to both campaigns or just one
3. Check whether the duplicate is a display bug or an actual duplicate enrollment

Fix: Avoid enrolling the same prospect in two simultaneous campaigns. If the duplicate is genuine, archive or remove the lower-priority campaign conversation and continue from the higher-priority one. Going forward, deduplicate prospect lists before enrolling in new campaigns by checking against current and recently-finished campaigns.

Problem 4: Labels not saving between sessions

Symptoms: You apply a label to a conversation in Unibox, but when you return the next day, the label is gone and the conversation shows as unlabelled.

Diagnosis steps:

1. Check whether you are logged in to the correct workspace (different workspaces have different label configurations)
2. Check whether label saving requires a specific action (some interfaces require clicking a Save button after applying a label; others save automatically)
3. Clear the browser cache and log back in to confirm whether the issue is a display or a data issue

Fix: If labels are not saving, try a different browser to confirm whether the issue is browser-specific. If the issue persists across browsers, contact Aimfox support with the specific label and conversation details. As a workaround, use a spreadsheet to track conversation states manually until the issue is resolved.

Problem 5: Cannot find a specific prospect's conversation in Unibox

Symptoms: You know a specific prospect replied, but searching for their name in Unibox does not find the conversation.

Diagnosis steps:

1. Check whether the prospect's campaign is included in the current filter set (if you are filtering to Campaign A and the prospect is in Campaign B, they will not appear)
2. Check whether the date filter is excluding the period when the prospect replied
3. Check whether the conversation was accidentally archived or marked as inactive

Fix: Remove all filters and search for the prospect by name. If the conversation does not appear with no filters applied, check whether the LinkedIn account they replied from is connected to Aimfox. If the account was disconnected and reconnected, some historical conversations may not have synced back.

Problem 6: Reply rate showing as 0% in Unibox analytics despite having active conversations

Symptoms: The reply rate metric in Unibox analytics shows 0% or a very low number that does not match the number of conversations you can see.

Diagnosis steps:

1. Check the date range for the analytics view — if the date range does not include when the campaign was active, reply rates will appear low
2. Check whether analytics is measuring "reply rate" as replies per connection request sent or replies per accepted connection. These produce very different numbers
3. Check whether the campaign used in the analytics filter is the same campaign you are thinking of

Fix: Set the analytics date range to match the campaign's active period and confirm the campaign selection is correct. If the numbers still do not match the conversations you can count manually, this is a display issue to report to Aimfox support.

Problem 7: Unibox is loading slowly or timing out

Symptoms: Opening Unibox takes more than 15 seconds, or the page times out before loading conversations.

Diagnosis steps:

1. Check the total number of conversations in the workspace — large conversation histories (3,000+ conversations) can slow load times
2. Check whether the issue is specific to one browser or affects multiple browsers
3. Check whether there is a known Aimfox performance issue reported in their status page

Fix: Use date filters as the default Unibox view to limit the number of conversations loaded on each session. Setting the default date filter to "last 30 days" significantly reduces load times. If the issue is persistent, contact Aimfox support to discuss archiving older conversations to improve performance.

Problem 8: Prospect replied but their conversation is not being auto-stopped in the campaign

Symptoms: Unibox shows the conversation as active (replied), but the campaign still shows pending steps for that prospect, and steps continue to send.

Diagnosis steps:

1. Confirm that reply detection is enabled for this specific campaign (it can be disabled per campaign in some setups)
2. Confirm that the LinkedIn account that sent the campaign is the same account whose replies are being monitored. If a campaign was sent from Account A but Unibox is monitoring Account B, the reply may not trigger the stop
3. Check whether the prospect's reply was detected in a different message thread than the campaign's sequence thread

Fix: Manually stop the sequence for the affected prospect by pausing or removing them from the campaign. Re-check the campaign's reply detection settings. If this is a recurring issue across multiple prospects, re-authenticate the LinkedIn account and confirm the API connection is healthy before re-activating the campaign.

Advanced tactics

Tactic 1: Build a daily and weekly Unibox routine

Unibox is most effective when accessed on a consistent schedule rather than ad hoc. A daily routine prevents reply backlog and reduces response time — both of which improve conversion rates.

Recommended daily routine (20–30 minutes):

• 8:30–9:00 am: Open Unibox, filter to "Unread" conversations from the past 24 hours
• Process each unread conversation: read the reply, apply a label, respond if the conversation warrants a response
• After processing all unread conversations, switch filter to "Follow Up" and review any stalled conversations from the past week that may be ready to move forward
• End session: note total conversations replied to, total Interested labels applied, total Booked labels applied

Recommended weekly routine (15–20 minutes, Friday afternoon):

• Filter to each campaign individually and review reply rate for the week
• Review label distribution: Interested vs Not Interested vs Follow Up
• Archive conversations older than 90 days with no recent activity
• Identify any campaigns with declining reply rates that warrant copy review

Tactic 2: Use templates for common reply types

Most reply conversations fall into a small number of categories: interested and wants to know more, asking what you do exactly, asking for pricing, not interested, wrong person, or requesting to reschedule a meeting. For each category, write a template response that personalises quickly (swap in the prospect's name and one specific detail from their message).

Store templates in a separate document (Google Doc, Notion, or a text expander tool). During Unibox sessions, reference the template for the appropriate reply type, personalise it, and send. This reduces per-conversation response time from 5–10 minutes to 1–2 minutes without reducing the quality of the response.

Common template types to build:

• "Interested, want to learn more" response — 3–4 sentences with a calendar link
• "What exactly do you offer?" response — 2–3 sentences with a specific, non-salesy explanation
• "Not interested right now" acknowledgment — graceful close that leaves the door open
• "Wrong person, can you refer me?" response — 2 sentences asking for a referral to the right contact

Tactic 3: Coordinate Unibox with Instantly for multichannel reply management

When running parallel LinkedIn (Aimfox) and email (Instantly) sequences to the same prospects, a reply from either channel should stop the sequence on the other channel. This requires manual coordination in most setups, since Aimfox and Instantly do not sync automatically.

Coordination workflow:

1. At the start of your daily Unibox session, note all prospects who replied on LinkedIn in the past 24 hours
2. In Instantly, find those same prospects and pause or cancel their email sequence
3. Reverse: at the start of your Instantly reply session, note all prospects who replied via email in the past 24 hours and pause their Aimfox sequence
4. This manual coordination takes 5–10 minutes daily but prevents the prospect from receiving an automated LinkedIn follow-up after they already replied by email, which undermines the impression of personalised outreach

Prospect contact lists that include both LinkedIn URLs and email addresses (available from Quarvio) make cross-channel matching straightforward: the same record shows both identifiers.

Tactic 4: Use Unibox label data to improve campaign copy

Label distribution across campaigns reveals which audience segments and which copy approaches are generating the highest ratio of Interested responses. This data is more actionable than pure reply rate because it distinguishes engaged replies (interested, follow up) from disengaged replies (not interested, wrong person).

Each month, export or manually tally the label distribution for all campaigns completed in the past 30 days. Build a simple table:

In this example, Campaign B produces more replies but fewer Interested labels — suggesting Campaign B's copy generates curiosity (replies) but does not convert to genuine interest at the same rate as Campaign A. This insight informs which campaign's copy to use as the template for future campaigns in that audience segment.

Tactic 5: Reply to positive conversations within 2 hours during business days

Response speed has a measurable effect on B2B outreach conversion. A prospect who receives a thoughtful reply within 2 hours of their message is significantly more likely to accept a calendar invite than one who waits 24 hours. This is especially true in the first reply, where the conversation is still at the front of the prospect's attention.

Configure a phone notification for new Aimfox Unibox replies if the platform supports it, or check Unibox at 3–4 fixed points during the business day (morning, midday, early afternoon, end of day). The goal is not to be available 24/7, but to ensure that no interested prospect waits more than 2–3 hours for a reply during business hours.

For prospects in different timezones, use the conversation timestamp to estimate when they sent the reply and prioritise those who sent during their local business hours.

Our actual stack

Frequently asked questions

Does Unibox replace LinkedIn's native messaging interface?

No. Unibox is a reply management layer on top of LinkedIn. Messages still send and receive through LinkedIn's infrastructure. Unibox aggregates them into a single view, but the underlying conversations are still LinkedIn DM threads. You can switch between Unibox and LinkedIn native at any time for the same conversation.

Can I manage multiple LinkedIn accounts from one Unibox view?

Yes. If you have connected multiple LinkedIn accounts to Aimfox (for example, multiple team member accounts or rented profiles), all their replied conversations appear in Unibox. Filter by account to see replies for a specific account or view all accounts together.

What happens when I reply to a prospect in Unibox?

Your reply is sent as a LinkedIn DM from the account that initiated the campaign. The prospect receives it in their LinkedIn inbox as a standard message. They cannot tell it was sent through Aimfox.

Does Unibox show pending sequence messages or only replied conversations?

Unibox shows primarily replied conversations. Pending outgoing sequence steps are visible in the campaign view, not in Unibox. Unibox is for managing active conversations, not for tracking pending outbound steps.

Can I label conversations in Unibox without a paid Aimfox plan?

Labelling features depend on the specific Aimfox plan tier. The Solo plan (currently $47/month) includes core Unibox functionality. Check Aimfox's pricing for the specific features available at each tier.

Does Aimfox Unibox work for LinkedIn InMail as well as standard DMs?

Aimfox primarily works with LinkedIn connection request campaigns and standard DMs. InMail is a separate LinkedIn product that requires LinkedIn Premium and different API access. Check Aimfox's documentation for current InMail support status.

How quickly does Unibox sync new replies from LinkedIn?

Unibox typically syncs new replies within 5–30 minutes of the reply being sent on LinkedIn. This is controlled by Aimfox's API polling interval. Real-time sync is not available due to LinkedIn API rate limits. For time-sensitive conversations, monitor LinkedIn natively during active campaign periods and use Unibox for structured review sessions.

Can I use Unibox without running automated campaigns?

No. Unibox shows conversations that originated from Aimfox campaigns. If you are managing LinkedIn conversations that were initiated manually (not through Aimfox), those conversations do not appear in Unibox.

What is the maximum number of conversations Unibox can manage?

There is no published hard limit. However, Unibox performance degrades for very large conversation histories. Using date filters as the default view (last 30–90 days) keeps the active view manageable regardless of total history size.

How do I handle a prospect who asked me to stop messaging them?

Apply the "Not Interested" or "Remove" label immediately. Cancel any pending sequence steps for that prospect in the campaign view. Do not enrol this prospect in any future campaigns. If the prospect requests removal explicitly, respect it promptly — continued contact after an explicit removal request violates LinkedIn's community standards and can result in account restrictions.

Can I search for a specific prospect by name in Unibox?

Unibox typically includes a search field for finding conversations by prospect name, company, or keyword. If the prospect's name does not appear in search results, check whether the campaign filter is restricting results — removing all filters before searching usually resolves this.

What should my response rate be for conversations I reply to from Unibox?

Of all prospects labelled "Interested" who received a reply from you, a healthy conversation-to-booking rate is 25–40%. If fewer than 20% of "Interested" conversations convert to a booked meeting, review your response templates and the offer framing. If more than 50% convert, you are working with a strong audience and copy combination worth scaling.

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