Overview
On the enabled Contacts-first client, Contacts opens a searchable contact list with optional sequence enrollment for authorized users. Restricted SDRs see their own contacts and available leads; managers can use Advanced contact management for the standard tools described below. Other clients retain the standard Contacts page. Contacts is the selected client's prospect list. Search, sort every available contact field, filter, save reusable views, inspect evidence-based Email Quality, import and export CSVs, create contacts, and run bulk actions. Each table header separates drag-to-reorder from ascending or descending sorting, and a stable record order keeps pagination consistent. Activity filters include Call Summary across historical calls. Delete by Email provides an exact-match review before the recoverable Trash, privacy erasure, or administrator-only permanent deletion choices. CSV imports initially leave matching contacts in Trash. Review the result count, then choose Keep in Trash or Restore and Import for those matching rows. Archive status and outreach restrictions remain protected.
How to use this page
Select the right client
Use the client selector to choose the account whose contacts you want to manage. Each option shows the client name and package, and search matches either value.
Find and shape the list
Use Search contacts, Filters, saved filters, saved views, and Columns to narrow the table. Every available contact column can sort the complete matching result, including contact, company, firmographic, phone, campaign, activity, meeting, validation, status, source, Discovery, and Notes fields. Select a column label to toggle ascending or descending order. Use the separate grip handle to drag and reorder columns without changing the sort. Wait for Refreshing contact results to finish. If results could not be loaded, use Retry below. A load failure does not mean no contacts matched.
Filter by historical call summaries
Open Filters, add Call Summary from Activity, choose a text rule, and enter the words you need. Contains, Equals, and Starts with include a contact when any saved historical call summary matches. Separate multiple values with commas to match any value. Negative rules include a contact only when none of its historical summaries match the excluded value. Is empty finds contacts with no usable saved call summary.
Read Email Quality
Open Columns and add Email Quality. The table can show Valid, Catch-all, Role address, Unknown, Invalid, Disposable, Spam trap, Unverified, or Undeliverable. Hover a label for its explanation. Undeliverable means delivery failed and future sends are blocked. Unverified means the validation result is missing, expired, or unrecognized.
Import, export, or add contacts
Choose Import CSV, select your file, review the field mapping, then select Continue. Map Sales Rep when needed: an exact SalesHive user name or email creates a user link; an unmatched client rep name stays as text. The first import leaves matching contacts in Trash and reports them in the results. Recovery is a separate choice after that review. Choose Contacts only or an available campaign, then submit when the rows and settings are correct. Export CSV uses the filtered view, Send to Files copies the live roster to the client’s Files tab, and Add Contact creates one record. Discovery can be mapped and exported.
Resolve Trash matches from the result
Review Kept in Trash after the first import. Keep in Trash closes the result and leaves those matches unchanged. Restore and Import retries only the matching CSV rows with the same settings and existing recovery checks. Successful rows are not repeated, and unrelated Trash contacts are untouched.
Handle Archive and removal exceptions
A contact archived before moving to Trash returns to Archive when recovered, with no CSV field updates or campaign enrollment. Other Archive matches also stay unchanged. If appropriate, open Show Archived, unarchive the contact, then import again. Previously removed identifies rows still blocked by erasure or permanent-deletion protection. CSV recovery does not release suppression or recreate deleted history.
Match a deletion list by email
Choose Delete by Email, then paste addresses or upload a CSV. Pasted values can be separated by lines, commas, spaces, or semicolons. CSV files detect common email column names and ask you to choose the column when needed. Review the unique valid, duplicate, and invalid or blank counts. Invalid addresses must be corrected before you continue, and the safe limit is 250,000 unique addresses.
Review exact email matches
Choose Review Matches to compare the normalized addresses with the selected client's contacts. Review unique emails, contacts matched, addresses not found, contacts already in Trash, archived contacts included in the match, and related activity. Download Unmatched when you need a CSV of addresses that were not found. No active or archived match means nothing can be changed.
Select contacts for a bulk action
Select individual rows or the current page. When more matching contacts exist, choose Select all matching to apply the action to the full current search and filter result, not just the visible page. Delete and Restore can cover up to 250,000 contacts at once, enough for a whole client database.
Review deletion impact
For a table selection, choose Delete to calculate affected contacts and activity. For an email list, continue from Review Matches. Choose an option available to your role. On the enabled task-workflow client, authorized client team leads with contact-update access can only Move to Trash or Restore. Erasure and permanent deletion are unavailable to them. Internal irreversible options retain their separate access and acknowledgment requirements.
Use Trash for recoverable removal
Move to Trash stops future outreach and keeps the contact and retained activity recoverable for 30 days. Open Show Trash, select contacts, and choose Restore when needed. A normal restore does not restart previous campaign enrollment. Choosing Restore and Import also processes eligible matching CSV rows. A campaign chosen for that import can enroll them only if current import and outreach rules allow it.
Use privacy erasure carefully
Erase Contact Info removes identifying details and message content immediately while retaining anonymous activity counts and timestamps for reporting. It cannot be undone, and the erased identity is blocked from later re-import.
Track larger actions
Deletion and restoration run as durable background jobs that keep working until every selected contact is done. The window shows processed, completed, failed, and activity counts. If you keep it open, the list refreshes when the job finishes. You may close it while processing continues, then refresh the list later to review the result. If a job pauses because of a system restart, it picks up again the next time its progress is checked, and an hourly backstop also resumes it.
Filter completed sales outcomes
Use the contact-status filter to find Closed Won or Closed Lost records. These statuses appear in the inactive Meetings group and identify completed sales opportunities. They remain in contact history and are excluded from normal cold outreach and calling queues.
Find referrals that need contact details
For internal users, select Needs contact info above the table. This replaces the current filter rules with the referral contact-info filter, clears the selected saved view, hides Archive and Trash and returns to the first page. Existing search text still applies. Internal users see Needs contact info on an active referral with no saved email or phone number. The label adds (unassigned) when the client has no assigned strategist. Open the contact, research the missing details and save an email or phone using the existing editing controls. Adding either clears the label; it does not establish validity, consent or calling eligibility. Archived, trashed and erased contacts are excluded. Client viewers do not see this label.
Assign contacts to an independent sequence
On the enabled client, choose All Contacts or a List, Owner and Current sequence, then Apply filters. Search matches name, company or title. Expand Add contacts to a sequence (Optional, Beta) to reveal selection checkboxes and enrollment controls. Choose Sequence and, for managers, Assign to an SDR or Available to Claim. Select eligible rows or Select available on this page. Managers can Select entire filtered list when a list is chosen, up to 10,000 matching contacts. Review the count and assignee, then confirm Add to sequence. Assigned automatic steps can send when due; Available to Claim waits for an SDR to claim the work. Existing campaign history stays intact. Use Tasks to work the next steps or claim available enrolled contacts. Check the Campaign / assigned SDR column and ready/need-review counts. Enrollment readiness / next action explains each blocker. Managers can choose Use current SDR, or choose an assignee and explicitly enable Reassign existing contact owners to the selected SDR when enrolling. Changing the assignee or reassignment choice clears selected rows. Reassignment occurs only when enrollment is confirmed; campaign assignments and history stay intact.
Bulk-edit standard statuses when enabled
In the enabled task-workflow client, a client administrator with contact-edit permission can select contacts in the advanced Contacts table, choose Edit Status, select an allowed standard status and apply the update. Meeting, sale, suppression, archived and trashed contacts are skipped. Review the updated, skipped and unchanged counts. Call and email history is preserved. If a batch fails or contacts change during the update, refresh the list before reviewing the remaining work.
Resolve sequence enrollment blockers
On the enabled client, expand Add contacts to a sequence and read each row’s Enrollment readiness / next action. Review campaign opens campaign settings; changing campaign email settings can affect every contact in that campaign. Review contact history helps investigate unfinished or failed email delivery. Authorized managers can Stop current sequence after confirmation. Stopping preserves contact and activity history, does not enroll elsewhere, and does not clear unconfirmed email delivery. Recheck eligibility before selecting contacts.
Review a campaign email handoff
Managers can select otherwise eligible contacts and use the proposed handoff popup, or explicitly choose Switch selected contacts from campaign emails to sequence outreach when enrolling. Review queued-email counts and the final enrollment confirmation. Only confirmed enrollment cancels the reviewed queued emails. Changed evidence requires renewed review; sending, failed or uncertain delivery remains protected. Campaign membership and history stay intact. Campaign emails stay disabled for enrolled contacts after the sequence ends.
Choose the next SDR batch
SDRs can choose an accessible assigned campaign list, including eligible shared campaign pools, and use Select next 100 available. The picker checks up to 10,000 contacts in the chosen list. Review the active or paused work count before enrolling. Current access, contact status, other assigned sequence work and delivery checks still apply. Campaign membership stays unchanged; sequence tasks belong to the enrolled assignee.
Review existing replies before enrollment
On the enabled client, an unreviewed conversation blocks ordinary enrollment. A manager must inspect the conversation and choose a suitable follow-up sequence, then select I reviewed existing replies and selected a suitable follow-up sequence. Review contact history opens available contact history. Select contacts again after changing the acknowledgement. Changed replies require fresh review; acknowledgement does not bypass status, access or unresolved-delivery checks. Relevant replies in another mailbox for the same client remain protected.
Check the sequence sending account
After selecting an SDR, review Sending account and choose one of that SDR’s active senders if needed. A single available sender is selected automatically. The confirmation names the sender or says it is not assigned. Without an active sender, email steps wait for setup while calls can still be scheduled. Sender authentication and delivery checks still run before sending. Available to claim waits for an SDR to claim work.
Exclude several current campaigns
Open Filters and add Current Campaign. Use one Is none of rule containing every campaign to exclude, or combine separate exclusions with All (AND). Is not and Is none of also keep unassigned contacts because those contacts belong to none of the excluded campaigns. Other filters still apply. With Any (OR), a contact rejected by one exclusion can pass another. When the multiple-exclusion warning appears, select Use All (AND) if every rule must match. This changes the match mode for the whole filter, so review the resulting list before any bulk action.
Use the enabled sequence walkthrough
On the enabled client, expand How to use this page to review contact-pool selection, sequence and sender choice, and batch review. Inside Add contacts to a sequence, Sending account and task ownership explains that the task SDR needs their own mailbox; a platform login is not a sending account. Why is a contact unavailable? explains how to read readiness. Review before changing existing work groups the available manager acknowledgements. Opening these instructions selects, enrolls and sends nothing.
Review selectable contacts before enrollment
On the enabled sequence view, managers can select contacts with existing owners or campaign email follow-up and review a proposed change. Select and review only prepares the selection. The popup explains queued-email cancellation and either reassignment to the selected SDR or release of owners for Available to Claim. Nothing changes until enrollment is confirmed. Campaign membership, assignments and history stay intact; campaign emails do not restart when the sequence ends. Other blockers, including unresolved delivery and unreviewed replies, still require resolution.
Choose the contacts shown per page
In the enabled sequence view, choose 25, 50 or 100 in Contacts per page. Changing the page size returns to page one and clears selection. Select page chooses selectable contacts on that page. Managers can separately Select entire filtered list for a chosen list within the displayed limit. Read selectable, ready and need-review counts separately.
What the buttons do
- Client selector
- Changes the client context and searches available clients by name or package.
- Filters
- Opens the segment builder, including historical Call Summary rules, Discovery text rules, and separate Delivery Failure State, Email Validation Score, and Email Validation Date rules.
- Call Summary
- Filters contacts by saved summary text across their historical calls. Positive rules match any summary, while negative rules require that no summary matches the excluded text.
- Columns
- Shows, hides, and reorders table fields, including Discovery and Email Quality.
- Email Quality
- Shows the current evidence-based address label. Hover it for details.
- Export CSV
- Exports the current search, filters, Archive or Trash view, and selected fields.
- Send to Files
- Copies the live contact roster to the selected client's Files tab.
- Delete by Email
- Matches pasted addresses or an uploaded CSV against the selected client before opening the normal deletion impact review.
- Paste Emails / Upload CSV
- Chooses how to supply the exact email list. CSV upload detects common email headers or asks you to select the correct column.
- Review Matches
- Shows exact client matches, not-found addresses, already trashed addresses, archived matches, and deletion impact without changing contacts.
- Download Unmatched
- Downloads the addresses that did not match any contact in the selected client.
- Import CSV
- Opens CSV upload, mapping and final review. The first import keeps matching contacts in Trash and reports the count before offering a separate recovery choice.
- Keep in Trash
- Closes the result without recovering matching Trash contacts. Other completed import work stays saved.
- Restore and Import
- Recovers and retries only the matching CSV rows reported as Kept in Trash, using the same settings and existing recovery checks.
- Show Trash
- Shows recoverable contacts that are still within their 30-day recovery window.
- Delete
- Opens the impact preview and removal choices for the selected contacts.
- Restore
- Returns selected Trash contacts and retained activity without restarting prior campaign outreach.
- Delete Permanently
- Executive and Admin only. Permanently removes selected Trash contacts and their related activity.
- Column sort
- Sorts the complete matching contact result by the selected visible field. Select it again to reverse ascending or descending order.
- Column grip
- Drags a column into a new table position without changing the active sort.
- Needs contact info
- Internal-only shortcut to active referrals without a saved email or phone. Replaces filter rules and clears the saved view; existing search text still applies.
- Advanced contact management
- Opens the standard contact-management view for authorized managers on the enabled client.
- Add contacts to a sequence
- Expands optional Beta enrollment controls and row selection. Opening or closing the panel does not enroll contacts.
- Use current SDR / Enable reassignment
- Manager controls that prepare the enrollment assignee or explicit owner reassignment choice and clear selected rows. They do not enroll contacts by themselves.
- Review campaign / Review contact history
- Opens existing settings or contact history to investigate enrollment blockers, subject to access.
- Stop current sequence
- Manager-only confirmation to stop future sequence work while preserving history. Unconfirmed email still needs resolution.
- Select next 100 available
- Selects up to 100 eligible contacts from the selected list for an SDR. It does not enroll or send.
- Switch selected contacts from campaign emails to sequence outreach when enrolling
- Prepares an explicit per-contact email handoff and clears the selection. Confirmed enrollment cancels only reviewed queued emails and prevents campaign emails restarting after the sequence ends.
- Use All (AND)
- In the multiple-campaign-exclusion warning, changes the entire filter to require all rules. It filters the view without editing campaign membership.
- How to use this page
- Expands the page walkthrough. Campaigns hold contacts, sequences define outreach and Tasks shows the next action. Opening help changes no outreach state.
- Sending account and task ownership / Why is a contact unavailable?
- Expands enrollment guidance without changing selection or contact records.