Bulk Actions

Using the Bulk Actions features in your Contacts section, you can perform multiple one-off actions to selected or all contacts. From sending an email or SMS to updating the pipeline stage and more, follow the steps below to learn how to use this updated feature.

For all bulk actions, click on Contacts. Check the boxes to select required contact records. You can also check the box at the top to select all on that page, and you can click Select All to select every contact in your system.

The bulk actions menu will only appear once you have selected one or more contacts. Once selected, you will see options for Export, Trigger Automation, Send Email, Add Tags and Delete. For additional options, such as merging contacts, removing tags and sending SMS messages, click on More.

The Contacts page with three contacts selected and the More menu open

Some bulk actions can be scheduled. Sending emails and SMS messages, and adding contacts to a workflow, can each be sent at a scheduled time or in drip mode rather than all at once.

Note: Bulk Actions cannot be scheduled to run more than 720 hours in the future (approximately 30 days) and no more than 10 bulk actions can be scheduled at any one time.

Bulk Actions Dashboard

See Bulk Actions

To see the progress of your bulk actions, click on Contacts > Bulk Actions. You can use the filters at the top of the page to filter by action type, user, and status (such as any status, queued, processing, completed, canceled, pause). You can also change the date range in the top right corner.

Action Name

Sending an email or an SMS, and adding contacts to a workflow, all ask you for an action name before they will run. This is an entirely internal name. It is what the action is listed under here, so it is how you identify which run was which.

Pause Processing Actions

You can pause processing bulk actions.

Go to Contacts > Bulk Actions.
Click on the three dots in the Actions column on the right-hand side and select Pause.

Cancel Pending Actions

You can cancel a pending bulk action.

Go to Contacts > Bulk Actions.
Under your list of scheduled actions, you can click the X to delete an action.

Edit Pending Actions

You can edit a pending bulk action.

Go to Contacts > Bulk Actions.
Under your list of scheduled actions, you can click the pencil icon to edit.

Update Batch Quantity

You update the batch quantity on a bulk action set to drip mode that is currently processing.

Go to Contacts > Bulk Actions.
Click on the three dots in the Actions column on the right-hand side and select Edit Batch Quantity.
Enter the new batch quantity and click the green Update Batch Quantity button to save.

Email Statistics

Go to Contacts > Bulk Actions.
Click on Show Stats in the Statistics column.
The row will expand to show a quick overview of the emails sent. Click on the purple/blue colored number above Successful to open a popup window showing you the full statistics for that batch of emails.
You can click on the tab at the top of the window to see a list of contacts for each statistics type. There is also an option to export that data.

Add, Delete and Restore Contacts

Add Contact

Click on the + Add Contact button.
Enter the contact information (such as name, email and phone number) and press Save.
Once completed, refresh the page.

Delete a Contact

Select the required contacts, click Delete on the action bar, and follow the on-screen instructions.

Restore a Contact

Click the ellipsis menu (three vertical dots) in the top right corner and choose Restore.
Select the contacts you want to restore. You can also select all.
Press Restore.

Add and Remove Tags

Add or Remove Tags

Apply or remove one or multiple tags from the selected contacts.

Select the required contacts and click Add Tags on the action bar, or More > Remove Tags.
In the pop-up window that appears, type in a keyword and select one or more tags to apply or remove.
Depending on the option selected, click Add or Remove to confirm your changes.

Click here for more information about tags.

Pipeline Change

Add/Update the Opportunity for multiple Contacts. Choose a pipeline, stage, opportunity, lead value, and more.

Select the required contacts and click More > Manage Opportunities.
In the window that pops up, choose a pipeline, stage, opportunity, lead value, opportunity status, and more.
Click Add/Update Opportunity to confirm your changes.

Click here for more information about opportunities and pipelines.

Add to Workflow

Choose a workflow to bulk-add contacts into. A workflow must be published. You can change a workflow from draft to published in Automations > Workflows.

Select the required contacts and click Trigger Automation on the action bar.
Check the information in the pop-up and click on Ok, Proceed.
Choose the required workflow from the dropdown list or search for the workflow by name.
Choose the scheduling for this action. You can choose 'add all at once' to process the action immediately, 'add all at scheduled time' to process the action at one time in the future, or 'add in drip mode' to process is groups/batches.
Add an internal reference name in the Action box and click Add to Workflow/Campaign. Press OK to close the window.

Click here for more information about workflows.

Send Text Messages and Emails

Send SMS

Type out a one-time SMS or select from your templates.

Select the required contacts and click More > Send SMS.
Check the information in the pop-up and click on Ok, Proceed.
In the pop-up window that appears, create your SMS message or choose a pre-existing template from the dropdown. You can use the icons on the right-hand side of the message editor to add custom values/merge fields, attach a file, or insert emojis.
Choose the scheduling for this action. You can choose 'add all at once' to process the action immediately, 'add all at scheduled time' to process the action at one time in the future, or 'add in drip mode' to process is groups/batches.
Add an internal reference name in the Action box and click Send SMS. Press OK to close the window.

Send Email

Type out a one-time email or select from your templates.

Select the required contacts and click Send Email on the action bar.
Check the information in the pop-up and click on Ok, Proceed.
In the pop-up window that appears, create your email message or choose a pre-existing template from the dropdown. Use the options on the message editor to insert custom values, format your message, add hyperlinks or trigger links, insert images, or attach files.
Choose the scheduling for this action. You can choose 'add all at once' to process the action immediately, 'add all at scheduled time' to process the action at one time in the future, or 'add in drip mode' to process is groups/batches.
Add an internal reference name in the Action box and click Send Email. Press OK to close the window.

Send WhatsApp

Send out a one-time WhatsApp from your templates.

Select the required contacts and click More > Send WhatsApp.
In the pop-up window that appears, select your WhatsApp number and template, and choose whether to Fall Back to SMS. Templates can be created in Settings > WhatApp.
Add an internal reference name in the Action box and click Confirm to finish.

Verify Email Addresses

Turn Email Validation on first, in Settings > Business Profile > General. Until you do, Verify Email Addresses will not appear in the menu. Once it is on, you can validate primary email addresses for new contacts before sending the first email, and for existing contacts.

Select the required contacts and click More > Verify Email Addresses.
Enter a description for the action (to be shown in the tracking report).
Click Confirm to finish.

Review Requests

Send Review Requests

Send a review request to contacts to complete a Google review or Facebook review.

Select the required contacts and click More > Request Reviews.
A popup window will appear, giving you a preview of the Contacts to be exported. Click Ok, Proceed.
From the dropdown menu, select whether you want to send them an email or SMS message.
Choose the scheduling for this action. You can choose 'add all at once' to process the action immediately, 'add all at scheduled time' to process the action at one time in the future, or 'add in drip mode' to process is groups/batches.
Enter a description for the action (to be shown in the tracking report).
Click Send Review Request and then press OK to close the window.

Import and Export Contacts

Exporting Contacts

Export a list of selected contact records from the system into a CSV file that will save to your computer.

Click on Columns and select all of the data types that you want to export.
Select the required contacts and click Export on the action bar.
A popup window will appear, giving you a preview of the Contacts to be exported.
Click Export Contacts and a CSV file will download to your computer.

To export every contact rather than a selection, click the ellipsis menu (three vertical dots) at the top right of the Contacts page and choose Export.

Importing Contacts

Importing is not a bulk action and does not need anything selected. Import is a button at the top right of the Contacts page, beside Add Contact.

Click Import at the top right.
A popup window will appear. To upload a CSV file, click Select File or drag-and-drop the list.
Map the fields (such as first name, surname, and email) to your CSV columns. Click Continue.
Check the field mapping preview and confirm mappings. Click Continue.
Select duplicate strategy (how you would like to handle any duplicates). Click Continue.
Add additional tags and click Done. Do NOT click out of the screen while the import is happening.
Once completed, refresh the page to check that the list of contacts was successfully imported.

Click here for full details about how to import contacts.

Merging Contacts

If you have duplicate contacts, you can merge them together. You can merge up to 10 contacts at a time. Duplicates usually happen when the same person reaches you twice, signing up with one email address and then making a purchase with another, or filling in a form with a shortened version of their name.

Select the contacts you want to merge (select anywhere from 2-10), then click More > Merge. Note: You can use the search box to find them by name, etc.
In the popup window, the contact data for selected contacts will appear. Choose the Master Record for the default. You may choose Select All or click specific buttons to choose the email(s), phone number(s), etc. to keep for the remaining/newly merged record.
Once you've chosen the data you wish to keep, type CONFIRM in the box on the bottom right, and click Resolve.

Note: This action cannot be reversed.

Manage Duplicates

If you do not already know which contacts are duplicated, the system can scan for them. It scans for possible duplicates and lists the results for inspection. Contacts then have to be manually merged.

In Contacts, click the ellipsis menu (three vertical dots) at the top right and choose Manage Duplicates.
Choose whether to scan by phone, email or name.
Press Find duplicates. A large scan can take some time; refresh the page if the results have not appeared.
Work through the results, and merge the contacts that are genuinely the same person.

The results are grouped, usually by first name, so scroll to the end of each group to see everything the scan has found.

For each set of possible duplicates you have three options:

Choose a Master Record and press Merge to merge them there and then.
Press Review to open the full merge screen, where you choose which email addresses, phone numbers and other details to keep.
Press Reject if they are different people. The system then treats them as separate contacts.

Matching on name is the least precise, so review those results carefully.

Scheduling Note

When scheduling a bulk action in drip mode, the 'repeat after' does not repeat the entire process. Instead, it can be viewed as 'run every'.

For example, you could choose to add 100 contacts every 5 hours. If you had 780 contacts selected, there would be a total of 8 batches (7 x 100 and 1 x 80). This process would repeat until all selected contacts received the drip communication.