Managing Contacts

Learn how to add contacts, import a list of contacts, export contacts and search for contacts in our Contacts section of the StoneShot Marketing Platform.

To start of, let’s take a quick look at what’s on the contacts page. Here you’ll be able to:

1. Create new contacts or import contacts
2. Export existing contacts
3. Search Fields
4. Edit to add and remove columns to your current view, ready for Export
5. Adapt the way you view your contacts

Sorting and Search

You can sort data by clicking the head of each column. By default, contacts are ordered by the order in which they were loaded.

Managing individual contacts

On the contact screen, once you’re viewing a contact’s record, you’ll be taken to the ‘Detail’ tab.

1. Opt-in and Bounce – The opt-in flag shows whether this contact will receive an email or not. If you opt someone out their record, will automatically be excluded from all campaigns. Email recipients can also opt themselves out by following an unsubscribe link within the email. The bounce flag shows whether this contact is on the suppression list. This means that the client is still opted in but won’t receive any emails until his or her email address is fixed.
2. Actions – The Actions tab contains:
   – Email Contact – this allows you to send a one-off email to a contact without launching an entire campaign.
   – New Contact
   – Copy Contact
3. Contact details – The name and address fields are standard. Up to 12 custom fields can be added, in which you can store information such as salutation, dietary requirements or travel arrangements. We normally use the salutation field to personalise our emails, which is why you’ll often see “Dear {CUSTOM1}” in the emails we create.
4. Segmentation – Assign contacts to preferences or segments that you have previously set up.
5. Activity – At the bottom of the contact screen, you’ll see a list of every interaction that your contact and the database have had. You’ll see everything such as when contact information was updated, any emails that have been sent, opened or clicked, and also any form submissions. You can click on each icon to see what action was taken.

Merging contacts

Maintaining a clean recipients list is a key element of a strong and healthy email marketing strategy. Leaving duplicated contacts in your instance will not only affect your engagement rates but also your deliverability.

In StoneShot, you can dedupe and merge your contacts by following the below steps:

• Open the app and, on the left-side menu, select ‘Options’ and then ‘Advanced’.

• In ‘Advanced’ you’ll see the ‘General’ options by default. To access the contacts’ merge feature, you can click on the ‘Contact Management’ tab in the sub-navigation.

• In this page, you can search for duplicate email addresses:
• in a specific list, where you can use the dropdown to choose which list to use.

• or by email address. Just type in or paste the email address to search for.

• The search results will display all the duplicate contacts records existing in the database. You can tick the checkbox next to the two contact records you’d like to merge and click the green button ‘Next >’.

• Select the primary contact you’d like to keep by clicking the “Set Primary” button. If you’d like to keep the oldest contact record, you can see its contact ID and check which number is the smallest. That’s the oldest contact record.

• After selecting which contact to set as the primary one, you’ll then be able to select which fields from each contact you’d like to keep in the unique contact. Select the fields from the left or right column depending on which data you’d like to keep

• Finally, click the Merge button on the bottom right of the page to merge the two contact records.

Note: you cannot merge two contact records who both have CRM IDs as each contact record is linked back to your CRM.

Changing the number of contact records I see on a page

In the Contacts section, you can edit the number of records you’d like to appear on the page.

To do this, follow the steps below:

• Navigate to Options > Users
  
• Click into Preferences
  
• On this page you’ll be able to edit the number of records displayed via the ‘Page size’ dropdown. Hit Save once you’ve made your selection.
  

Note: This method is not accessible by StoneShot for Sales users.

See how many emails a contact gets in a month

The Contacts section within the StoneShot platform provides a series of tools to help manage your contact records and their information. To view the number of emails a contact receives in a month; you will need to create a list – this can be either static or dynamic depending on what best suits the task at hand.

• Navigate to Contacts > Lists

• Create a new list using the New List dropdown (For this example, we’re using a static list).

• Once you’ve set up the list with your contact(s), open the Search and Filter tab by clicking the blue arrow located on the top right of the page. This edit panel allows you to build up information on your list.

• Type in “sent” in the search bar to add the Sent column to your list. This is also where you can edit the time span via the Report Range dropdown.

• You should now see the new column added to the display like below. The number of sent emails will now be visible for each contact.

Take a look at our learning video below for more information on managing your contacts.

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FAQ

How do I see a contact’s custom fields?

You need to click into their contact record, then click on the pencil icon next to the contact’s name.
More detailed instructions can be found on our Managing Segmentation page.

How do I reassign contacts sales managers?

Via contact profile segmentation for individual contacts

Or via the Bulk assign tool for multiple contacts.

More detailed instructions can be found on our Dynamic Sender page.