What is contact importing?
Importing contacts allows you to add multiple contacts to SendX at once from external sources. You can upload contact data from CSV files or manually paste email addresses directly into SendX, automatically adding them to your chosen list.
When and why you'd import contacts
You'll import contacts when you need to:
Migrate from another email platform by bringing your existing subscriber database to SendX
Add contacts from offline sources like event registrations, trade show signups, or in-store sign-ups
Sync data from your CRM or database by exporting and importing contact information
Consolidate multiple contact sources into one organized SendX list
Update existing contact information by re-importing with new data in custom fields
Add bulk contacts quickly instead of manually creating them one by one
Importing saves significant time compared to adding contacts individually and ensures your contact data transfers accurately from other systems.
Two ways to import contacts
SendX offers two import methods:
CSV Import (recommended for large lists):
Upload a CSV file with contact data
Map columns to SendX fields (email, name, custom fields, tags)
Best for 500+ contacts
Supports custom field data and complex contact information
Allows field mapping and data organization
Manual Import (copy-paste):
Paste up to 500 email addresses directly
Optionally include first name and last name
Best for quick imports of small lists
Simpler process with no file preparation needed
Before you begin: Preparing your contact data
CSV file requirements
If using CSV import, ensure your file meets these requirements:
File format:
Must be a .csv (comma-separated values) file
Excel (.xlsx or .xls) files are not supported—save as CSV first
Use comma delimiters (not semicolons or tabs)
No file size limit, but very large files (100,000+ contacts) take longer to process
File structure:
Must include a header row with column names
Header row can be in any row of the file (doesn't have to be first row)
Email column is required—contacts without valid emails won't import
Additional columns are optional (name, custom fields, tags, etc.)
Data requirements:
Email addresses must be valid format (contain @, proper domain)
One contact per row
Empty rows are automatically skipped
Special characters and accents are supported
Best practices before importing:
Remove any columns you don't need (easier mapping process)
Ensure email column contains only email addresses, not phone numbers or other data
If you have "Full Name" in one column, split it into "First Name" and "Last Name" columns before importing
Clean your data: remove obvious duplicates, fix formatting issues, validate emails if possible
Sample CSV format
Download SendX's sample CSV file from the import page to see the correct format. A basic CSV should look like:
Email,First Name,Last Name,Company,SignUpDate john@example.com,John,Smith,Acme Corp,01/15/2026 jane@example.com,Jane,Doe,Tech Inc,01/20/2026
How to import contacts via CSV file
Step 1: Create or select a list
Before importing, you need a destination list for your contacts.
Option A: Create a new list
Navigate to Audience > Lists in your SendX dashboard.
Click + Create List.
Enter a name for your list (e.g., "Newsletter Subscribers 2026").
Click Create.
Step 2: Start the import process
On the Lists page, find your target list.
Click the three-dot menu (•••) next to the list name.
Select Import from the dropdown menu.
Alternatively, you can click Import Contacts button from within the list view after opening it.
Step 3: Choose CSV Import method
On the import page, you'll see two tabs: CSV Import and Manual Import.
Ensure the CSV Import tab is selected.
You'll see the upload area with text: "Import contacts in bulk by uploading a CSV file."
Note: You can download a sample CSV file from this page to see the correct format.
Step 4: Upload your CSV file
You can upload your file in two ways:
Drag and drop:
Drag your CSV file from your computer
Drop it into the upload area
Browse and select:
Click anywhere in the upload area
A file browser will open
Navigate to your CSV file
Click Open
The file will upload to SendX and begin processing.
Step 5: Map CSV columns to SendX fields
After uploading, you'll see the Match Fields page showing:
Column Header from File: The names of columns in your CSV
Preview Information: Sample data from those columns
Custom Fields: Dropdown to map each column
Matched: Checkmark when mapping is complete
Auto-mapping: If your CSV column headers match SendX field names exactly (including capitalization), they'll auto-map. For example:
"Email" → Email field (auto-matched)
"Name" → Name field (auto-matched)
"email" → Not auto-matched (lowercase doesn't match)
Manual mapping:
For each column in your CSV:
Click the Choose Mapping dropdown.
Select the appropriate SendX field:
Email (required for at least one column)
Name (maps to contact's name)
Standard custom fields if they already exist
Create new custom field if the field doesn't exist yet
Creating custom fields during import:
If your CSV has columns that don't match existing SendX fields:
Click the Choose Mapping dropdown.
Start typing the name of the field you want to create.
Select Create Field - [YourFieldName] (Text/Number/Date/Boolean).
Choose the appropriate data type for the field.
The custom field is created and mapped.
Example mapping:
CSV Column "Email" → SendX field "Email" ✓
CSV Column "Name" → SendX field "Name" ✓
CSV Column "Status" → Create Field - Status (Text)
CSV Column "Tag" → Tag field
CSV Column "SignUpDate" → Create Field - SignUpDate (Date)
Important mapping notes:
Email column is required: At least one column must be mapped to Email, or import will fail
Cannot map one column to multiple fields: Each CSV column maps to exactly one SendX field
Cannot skip columns: If a column is in your CSV, it must be mapped somewhere (delete unwanted columns before importing)
Multiple email columns allowed: If your CSV has multiple email columns, you can choose which one to use for the Email field
Case-sensitive matching: "Email" and "email" are different—use the import dropdown to map correctly
Step 6: Complete the import
Review all your mappings to ensure they are correct.
Verify the email column is properly mapped (shows green checkmark).
Click Complete or Import button.
SendX will begin processing your contacts.
Step 7: Monitor import progress
During import:
You can leave the page—the import continues in the background
For smaller lists (under 500 contacts), imports complete within 1-2 minutes
For larger lists, processing time depends on size
The contact count in your list will increase in real-time as contacts import
Import notification:
A notification bar appears showing import status
You'll see: "X contacts imported successfully"
Any duplicates or invalid contacts are noted
Import confirmation email:
Sent to account owner and admin users immediately after import completes
Includes:
Total contacts processed
Successfully imported count
Duplicate contacts (skipped) count
Names/emails of duplicate contacts for your review
How to import contacts via copy-paste (Manual Import)
Use this method for quick imports of up to 500 contacts without preparing a CSV file.
Step 1: Create or select a list
Follow the same process as CSV import—create a new list or select an existing one from Audience > Lists.
Step 2: Start the import process
Click the three-dot menu (•••) next to your target list.
Select Import from the dropdown.
Or click Import Contacts from within the list view.
Step 3: Choose Manual Import
On the import page, click the Manual Import tab.
You'll see a text area for pasting contact information.
Step 4: Paste your contact data
You can paste contact information in this format:
Email addresses only:
john@example.com jane@example.com contact@business.com
Email, First Name, Last Name (comma-separated):
john@example.com,John,Smith jane@example.com,Jane,Doe contact@business.com,Alex,Johnson
Paste from spreadsheet:
Copy email addresses from Excel or Google Sheets
Paste directly—formatting will be preserved if structured correctly
Limitations:
Maximum 500 contacts per paste
For larger imports, use CSV method instead
Cannot paste custom field data—only email, first name, and last name
Each line should contain one contact's information
Step 5: Complete the import
After pasting your contacts, review the preview if shown.
Click Import Contacts or Add Contacts button.
SendX will process the contacts and add them to your list.
Note: Duplicates are automatically skipped, just like CSV imports. Validation is applied to ensure email format is correct.
Understanding duplicate contact handling
SendX automatically manages duplicates to keep your database clean.
How duplicates are identified
Contacts are considered duplicates if:
The email address already exists anywhere in your SendX account
Email matching is case-sensitive: john@example.com and John@example.com are treated as the same.
What happens to duplicates
During import:
Duplicate contacts are automatically skipped
They do not create a second copy of the contact
Custom field values ARE updated for existing contacts with new data from your import
The contact is added to the new list (if not already in it)
Example scenario:
Existing contact: john@example.com in "Newsletter List" with custom field Company = "Old Corp"
New import to "VIP List": john@example.com with Company = "New Corp"
Result:
Contact john@example.com is now in BOTH "Newsletter List" AND "VIP List"
Company custom field updated to "New Corp"
Only one instance of john@example.com exists (counted once toward plan limit)
Duplicate reporting
After import:
Confirmation email lists duplicate contacts that were skipped
You can review which emails were already in your database
No separate log file, but you can search for these contacts in SendX to verify
Understanding invalid contact handling
SendX validates email addresses during import to maintain list quality.
What makes a contact invalid
Contacts are rejected if:
Missing @ symbol or invalid email format
Bounced previously in SendX (hard bounces from past campaigns)
List cleaning enabled: If you have email verification active, additional validation is applied using SendX's list hygiene tools
What happens to invalid contacts
Invalid contacts are skipped—they do not import
They are NOT imported and marked as invalid; they simply don't enter your database
No validation details are provided in the import summary
Note: If you have list cleaning and email verification enabled, stricter validation is applied during import. This helps maintain high deliverability by preventing obviously bad emails from entering your database.
How to handle rejected contacts
If contacts are being rejected:
Review the email addresses in your CSV
Fix formatting issues (missing @, typos, extra spaces)
Remove known bounced or invalid addresses
Re-import the cleaned file
Understanding list assignment and contact status
List membership after import
Contacts are added to the specific list you selected for import
If a contact already exists in other lists, they remain in those lists too
One contact can belong to multiple lists simultaneously
Contacts are only counted once toward your SendX plan limit, regardless of how many lists they're in
Can you import to multiple lists at once?
No, each import goes to one list. However:
You can run multiple imports sequentially to different lists
If the same contact is imported to multiple lists, they'll be added to all of them
Contact subscription status
Single opt-in lists:
Imported contacts are immediately marked as "Subscribed"
They can receive campaigns right away
No confirmation required
Double opt-in lists:
Imported contacts are marked as "Unconfirmed"
They must click a confirmation link sent via email
They cannot receive campaigns until confirmed
You'll see their status as "Unconfirmed" in the list view
Previously unsubscribed contacts:
If you import contacts who previously unsubscribed from your SendX account, they will remain marked as "Unsubscribed"
They will not automatically re-subscribe
Importing does not override their unsubscribe status
You must manually re-subscribe them (only if they've given permission) or they'll stay unsubscribed
Verifying your import
After import completes, verify that contacts were added correctly:
Check the list
Open the list you imported to (Audience > Lists > [Your List]).
Verify the contact count increased by the expected amount.
Browse through contacts to spot-check names and emails.
Review individual contacts
Click on a few imported contacts to open their profiles.
Verify custom field data was mapped correctly.
Check that tags were applied if you included them.
Confirm the subscription status is correct (Subscribed/Unconfirmed).
Check confirmation email
Review the import confirmation email for:
Total contacts processed
Successfully imported count
Duplicate contacts listed
Any issues or warnings
View import history
SendX shows import details in a notification bar after completion, but there is no dedicated import history log. To track imports:
Keep confirmation emails for your records
Name lists clearly to remember when they were imported
Export lists periodically as backup snapshots
Common questions and troubleshooting
My import failed. What went wrong?
Common reasons for complete import failure:
Wrong file format: You uploaded .xlsx or .xls instead of .csv (save as CSV and retry)
No email column mapped: Email field is required—ensure at least one column maps to Email
File corruption: CSV file is damaged or improperly formatted (open in Excel, verify data, save as new CSV)
Empty file: CSV has no data rows below headers
If import fails, you'll see an error message. Fix the issue and retry immediately.
Why did only some contacts import, not all?
Partial imports happen when:
Duplicates were skipped: Contacts already existed in your SendX account
Invalid emails: Some rows had invalid email formats or missing @ symbols
Bounced emails: Contacts who previously bounced are rejected
Check your confirmation email to see counts of duplicates and invalid contacts.
Can I update existing contact information via import?
Yes. When you import a contact that already exists (matching email address):
Custom field values are updated with data from your new import
The contact is added to the new list (if not already in it)
Name can be updated if your import includes different name data
To bulk-update contact information:
Export your current contact list
Modify custom field values in the CSV
Re-import to the same list
Existing contacts will have updated information
What if my CSV has the same column name multiple times?
This will cause mapping confusion. Before importing:
Open your CSV in Excel or Google Sheets
Rename duplicate column headers to unique names
Save and re-import
Can I delete/skip certain CSV columns during import?
No, all columns in your CSV must be mapped to something. If you have columns you don't want to import:
Open the CSV in Excel or Google Sheets
Delete the unwanted columns
Save and import the cleaned file
This makes mapping easier and prevents cluttering your custom fields.
My email column is named "email" (lowercase) but SendX doesn't auto-map it. Why?
Field matching is case-sensitive. "email" does not match "Email". To fix:
Use the Choose Mapping dropdown and manually select "Email"
Or rename your CSV column header to "Email" (capital E) before importing
Can I map one CSV column to multiple SendX fields?
No, each CSV column can only map to one SendX field. If you need data in multiple fields, duplicate the column in your CSV with different headers before importing.
What happens if I have "Full Name" in one column instead of separate First/Last Name?
SendX cannot automatically split "Full Name" into First and Last Name. Before importing:
Open your CSV in Excel or Google Sheets
Use formulas or text-to-columns to split the Full Name column
Create separate "First Name" and "Last Name" columns
Delete the "Full Name" column
Save and import
Or map "Full Name" to the "Name" field in SendX, which accepts full names.
Can I apply tags during import?
Yes, include a "Tag" column in your CSV with tag names. During mapping:
Map the column to the Tag field
Tags will be automatically applied to contacts during import
For multiple tags per contact, separate with commas in the CSV cell
I want to import contacts with only emails, no names or other data. Is that okay?
Yes, email is the only required field. You can import contacts with just email addresses. Name and custom fields are optional.
Why do some contacts show as "Unconfirmed" after import?
This happens if you imported to a double opt-in list. Contacts must click a confirmation link sent to their email before they're marked as "Subscribed" and can receive campaigns.
For single opt-in lists, all imported contacts are immediately "Subscribed."
How do I know which contacts were duplicates?
Your confirmation email lists the duplicate contacts. You can also:
Search for specific emails in Audience > Contacts
Check which lists the contact belongs to
Review their profile to see all list memberships
Can I import more than 500 contacts via copy-paste?
No, manual import (copy-paste) is limited to 500 contacts per import. For larger lists:
Use CSV import instead (no limit)
Or break your paste into multiple 500-contact batches
My import is taking a very long time. Is something wrong?
Import time depends on list size:
Under 500 contacts: 1-2 minutes
1,000-5,000 contacts: 5-15 minutes
10,000+ contacts: 15-30 minutes
100,000+ contacts: May take an hour or more
You can leave the page—import continues in the background. Check your list periodically to see the contact count increasing.
What if I accidentally imported to the wrong list?
You have two options:
Move contacts: Use bulk actions to move contacts to the correct list and remove them from the wrong list
Delete and re-import: Delete the incorrect list (if it only contains the mistaken import) and import again to the correct list
Can I see a history of all my imports?
SendX doesn't have a dedicated import history page, but you can:
Keep all import confirmation emails as records
Note import dates in list names (e.g., "Jan2026 Webinar Leads")
Export lists periodically to track growth and changes over time
My CSV has thousands of columns. Will this cause issues?
While technically possible, it's impractical. Before importing:
Remove any columns you don't actually need
Keep only essential contact data and custom fields
This makes mapping faster and prevents creating hundreds of unused custom fields
As a best practice, limit CSV imports to 20-30 columns maximum.
Tips for successful imports
Prepare your CSV file carefully
Open in Excel/Google Sheets first and review all data
Remove duplicate rows within the CSV itself
Delete any columns you don't need
Ensure email column contains only valid email addresses
Split "Full Name" into separate First/Last Name columns if needed
Name your lists clearly
Include date and source: "Feb 2026 Trade Show Leads"
Helps you track where contacts came from
Makes it easier to segment later
Test with a small sample first
Before importing 50,000 contacts, test with 10-20
Verify field mapping works correctly
Check that custom fields populate as expected
Confirm tags apply properly
Use exact column header matching
Name CSV headers exactly as SendX fields: "Email", "Name", custom field names
Use proper capitalization to enable auto-mapping
Saves time during the mapping step
Export before making major changes
Always export your current list before re-importing with updates
Provides a backup if something goes wrong
Allows you to compare before/after data
Plan your custom fields in advance
Create custom fields in Settings before importing
Gives you time to choose proper data types and descriptions
Makes mapping faster and more organized
Apply tags strategically during import
Include a Tag column to automatically tag imported contacts
Tag by source (e.g., "ImportJan2026", "TradeShow2026")
Makes segmentation and tracking easier later
Don't import unsubscribed contacts
Clean your CSV to remove known unsubscribes before importing
Respects user preferences and improves deliverability
Even if imported, they remain unsubscribed and won't receive emails
Import to appropriate opt-in type
Use single opt-in for contacts who already consented (past customers, event attendees)
Use double opt-in for contacts from external lists or uncertain sources
Protects your sender reputation
Keep import confirmation emails
Create a folder for import confirmations
Reference later when troubleshooting issues
Helps track list growth and import history