Change, message or export many contacts at once

Bulk actions apply one change to many people: add a tag, put them on a workflow, send an email or text, archive them, or download them as a spreadsheet. Every bulk action is recorded on the Bulk Actions tab.

Before you start

• Narrow the list first with search, Filters or a Smart List, so that it shows exactly the people you mean.
• Sending email, texts or WhatsApp costs money past your plan's allowance. The send window shows the cost before anything goes.

Steps

1. Open Contacts.
2. Tick the people you want, or tick the box in the header to select everyone on this page. The filter bar is replaced by a selection bar, for example 20 Contacts Selected.
3. To act on everybody the list finds, not only this page, press Select all 312. Press Clear selection to start again.
4. Choose an action in the selection bar: - Export downloads the selected people as a CSV file. - Add tags opens Add tag. Type the tag, for example VIP, and press Add tag. - Trigger automation opens a window listing your switched-on workflows. Pick one under Workflow, optionally give the run an Action name, and press Queue automation. - Send email opens the send window (see below). - Delete archives the people. The window asks Archive 20 contacts? and nothing is lost.
5. For more, press the ··· at the end of the bar: Remove tags, Send SMS, Send WhatsApp, Merge and Erase permanently.

Sending an email to the selection. In the Send email window, fill in Action name (it is shown on the Bulk Actions tab), pick a Template or leave No template — write below, then fill in Subject and Message. Under Send, choose All at once, At a time (pick a date and time in your time zone) or In batches (for example 50 contacts every 10 minutes). The box underneath shows Selected, Filtered out (no email or unsubscribed) and Final, and what the send uses from your monthly allowance and your balance. Press Send or Schedule.

What happens next

• The Bulk Actions tab lists each action with Action name, Type, Status (Completed, Completed with errors, Running, Queued or Failed), Records, Errors, Started and Completed. Press Details to see the cost and the wallet reference that ties a charge to the action. Imports are listed here too.
• An exported file is named like contacts-2026-09-23.csv and holds first name, last name, email, phone number, stage, source and the date added. Tags and custom fields are not included.
• Scheduled and batched emails become a campaign under Marketing › Email. Scheduled texts and WhatsApp messages appear under Marketing › SMS and Marketing › WhatsApp.

For agencies

Open the client first (Sub-accounts › Open). Bulk sends are paid from the account they are sent from.

Troubleshooting

"You can pick up to 500 contacts by hand — use Select all for more" Ticking rows one by one stops at 500. Filter the list to the people you mean and press Select all.

The email went to fewer people than I selected. People with no email address and people who unsubscribed are left out before sending. The Filtered out figure in the send window is that number.

Export contacts in the ··· menu at the top right shows an error. Select the people first, then press Export in the selection bar. To export everybody, tick the header box and press Select all.

"No workflow is switched on yet" Only workflows that are switched on can be triggered in bulk. Open the workflow under Automations and switch it on first.

"Everybody selected is already on that workflow" Nobody was added because they are all on it already. People already on a workflow carry on where they are.

The send window says my balance doesn't cover the send. Top up under Settings › Billing & wallet, then send again, or send to fewer people.

Related

• Find people in your contacts list
• Tag contacts
• Archive, delete or erase a contact
• Send a text to a list
• Start a workflow when someone moves stage