Add contacts

Before you can send campaigns, you need contacts in your account. Flexmail gives you several ways to add them, from uploading a full CSV file to adding a single contact by hand. This article walks you through each option.

Before you begin

• Make sure you have set up any custom fields you want to capture before importing (read "Create a custom field" first if needed)
• If you are migrating from another platform, import your previous unsubscribers to the blacklist before importing active contacts
• Have your contact data ready in CSV format if you are doing a bulk import
• Confirm that you have a documented legal right to email the contacts you are importing

To get started, go to Contacts, then All contacts, and click Add contacts.

Option 1: Upload a CSV file

This is the most efficient way to bring in a large number of contacts at once. You will need your contact data in a CSV file with columns separated by commas or semicolons, and a header row at the top.

CSV file requirements

• File extension must be .csv
• Maximum file size: 25MB
• Maximum rows: 100,000. For larger lists, split into multiple imports
• The first row must be a header row with column names
• Multiple values in a single cell must be separated by commas. If a value itself contains a comma, enclose the entire value in double quotes

Import steps

1. Click Upload a file and select your CSV.
2. Flexmail analyses the file and shows you a preview of the first rows.
3. Map each column in your file to the correct Flexmail field. This is the most important step. See the article "Link database fields with the import file" for guidance.
4. Choose or create a source for this import. Pick a name that will still make sense in six months.
5. Select a fallback language for contacts without a language in the file.
6. Confirm that you have the right to email these contacts.
7. Review the summary: how many valid contacts were found, how many already exist and will be updated, and any errors or warnings. Download the error file if you want to fix specific rows.
8. Click Import to start the import.

Option 2: Add a single contact

If you need to add one contact at a time, click Add a single contact. Fill in at minimum their email address, and add any other fields you want to store. You will also need to assign a

source.

Option 3: Connect via API

If you use an external CRM, e-commerce platform, or other system, you can automatically push contacts to Flexmail using the API. Contacts added via the API are added as confirmed contacts. See the API documentation for technical details.

Option 4: Other options

From the Add contacts screen, you also have access to:

• Zapier integration: connect Flexmail to hundreds of other tools without writing code
• Opt-in forms: let contacts add themselves to your database with documented consent

What happens to existing contacts?

If a contact you are importing already exists in your account (matched by email address), Flexmail updates their record rather than creating a duplicate. Field values are updated if the new file contains a different value. Sources and interests are never overwritten; new values are added on top of what is already there. See "Update existing contacts" for the full update logic.

Common mistakes to avoid

Importing active contacts before the blacklist

If you are migrating from another platform, always import your previous unsubscribers to the blacklist first. If you import your active list first, you risk sending campaigns to people who already opted out from your old platform before you get the blacklist in place.

Not mapping fields before importing

If custom fields do not exist in your account yet, they cannot be mapped during import. Create your fields in Settings first, then import. Skipping this step means that data lands nowhere and must be re-imported.

Using a vague source name

A source named "Import" is meaningless six months later. Use descriptive names like "Newsletter subscribers Q1 2025" or "Webinar attendees March 2025" so you always know where a group of contacts came from.

Importing contacts without consent

Importing contacts who have not given you clear, documented permission to email them puts your deliverability at risk and violates GDPR. Only import contacts you have a legitimate right to contact.

GDPR considerations

Every import requires you to confirm that you have a legal right to store and email the contacts in the file. This confirmation is logged by Flexmail. Providing it without a valid legal basis does not protect you from liability. If you are unsure whether a specific list qualifies, read "Rightfully received data" first.

Next steps

• Read "Link database fields with the import file" for a detailed guide to the field mapping step
• Read "Import errors" if your import summary shows errors or warnings
• Read "Update existing contacts" to understand how re-importing a contact updates their record
• Check your contact report after importing to see your updated contact count and list growth

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