Contacts

How to use this page

1. 1

   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. Open Contacts, then Manage to find existing prospects. Contact Search is the separate page for finding new prospects.

2. 2

   Find and shape the list

   Enter a company name in Search contacts to find existing prospects. Check active campaign and status filters if expected contacts are missing. Use Filters, saved filters, saved views, and Columns to narrow the table. Most contact columns sort the complete matching result, including contact, company, firmographic, phone, campaign, activity, meeting, validation, status, source, Tag, List Name, Discovery, and Notes fields. The SDR, Contact Owner, Hotel Location ID and custom field columns display values but do not sort. 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. In a Self-serve workspace, a first visit leaves out the Calls column (add it back from Columns, and a saved column choice keeps it), the SDR column is not offered, and Filters does not offer Sales Development Rep, Call Count or Call Summary.

3. 3

   Save a view with the keyboard

   Set your columns, filters and sort. Open All Contacts or the current view name, then select Save Current View. View Name receives focus. Enter a name, then press Enter or select Save View. Tab and Shift+Tab stay inside the dialog. Escape, Cancel, the close button or clicking outside dismisses it. Saving or closing returns focus to the views button. If saving fails, read the error and try again.

4. 4

   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. Not offered in a self-serve workspace.

5. 5

   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.

6. 6

   Import, export, or add contacts

   Choose Import CSV, select your file, then check the field mapping (common column names, including a HubSpot contacts export, are matched for you) and 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 Trash and Archived contacts unchanged 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. In a self-serve workspace the file is sent in batches of 400 rows: a progress bar shows rows imported so far, and you should keep the page open until it finishes. If a batch fails, the import stops, rows already imported stay saved, and Resume import continues from that batch. Export CSV uses the filtered view, Send to Files (not shown in a self-serve workspace) copies the live roster, with status, Total Calls, Last Contacted and Last Email Sent, to the client’s Files tab, and Add Contact opens a keyboard-accessible form for one record. Press Enter from a text field to submit; wait while Adding... is shown. Discovery can be mapped and exported. In a self-serve workspace, Import contacts on the Get set up checklist brings you here with the import dialog already open. For an account with hotel-location outreach enabled, map Hotel Name to Company, Phone to Company Phone, and City and State to Company City and Company State. Map Hotel Location ID when supplied, using the same ID for repeated records of one property. Otherwise the import needs the hotel name, city and state to create its identity. Leave personal names and email blank until known. Add Hotel Location ID through Columns to inspect the saved value; it is also available in CSV export.

7. 7

   Resolve Trash and Archived matches from the result

   After the first import, the result says how many matching contacts are in Trash, archived, or both. Keep in Trash, Keep Archived, or Leave Them when both matched, closes the result and leaves those contacts unchanged. Restore and Import retries only the matching CSV rows with the same settings, restoring each contact before updating it and applying the chosen campaign. Successful rows are not repeated, and other Trash and Archived contacts are untouched.

8. 8

   Handle recovery exceptions

   A contact archived before moving to Trash comes fully back when you choose Restore and Import. A match stays where it is if it fails the identity check or changed while the import ran. Previously removed identifies rows still blocked by erasure or permanent-deletion protection. CSV recovery does not release suppression or recreate deleted history.

9. 9

   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.

10. 10

    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.

11. 11

    Select contacts for a bulk action

    Select individual rows, or use the header checkbox to select the current page. When more matches exist, choose Select all matching to include the full current search and filter result. Check the selected count before choosing an action. Changing search text, filters, the saved view, client, the Archived toggle or the Trash toggle clears both individual selections and Select all matching. It also closes the open bulk-action window and clears its deletion preview and confirmation. Select the intended contacts again after the list changes. Paging and sorting keep your selection; Clear removes it. Delete and Restore support up to 250,000 contacts per action. Bulk Update supports up to 50,000.

12. 12

    Bulk-update tags, SDR, owner, sales rep or list name

    SalesHive staff only. Select contacts, then choose Bulk Update. Pick a field (Tags, SDR, Contact Owner, Sales Rep or List Name) and a change. Tags offers Add tags, Remove tags, Replace all tags or Clear Tags; type a tag and press Enter, or pick one of the client's existing tags shown below the box. The person fields and List Name offer Set to or Clear. Person choices list the people assigned to this client first, then all SalesHive. In a Self-serve workspace, SDR is not offered, and the other person choices are the workspace's own active members instead of SalesHive staff. Choose Review changes to see how many contacts will change, how many already match, and a few before and after examples. Then choose Update to apply it. The result window offers Undo, and each contact's timeline records the change.

13. 13

    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.

14. 14

    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.

15. 15

    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.

16. 16

    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.

17. 17

    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.

18. 18

    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.

19. 19

    Bulk-edit standard statuses when enabled

    In the enabled task-workflow client, a client administrator with contact-edit permission can select contacts in the 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.

20. 20

    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.

What the buttons do

Client selector

Changes the client context and searches available clients by name or package.

Filters

Opens the segment builder. Its badge counts only rules with a value picked (or an Is empty or Is not empty check), not the blank starter row added when the panel opens. Includes historical Call Summary rules, Discovery text rules, and separate Delivery Failure State, Email Validation Score, and Email Validation Date rules. Self-serve workspaces are not offered Sales Development Rep, Call Count or Call Summary.

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. Not offered in a self-serve workspace.

Columns

Shows, hides, and reorders table fields, including Discovery, Email Quality, SDR and Contact Owner. Self-serve workspaces do not offer SDR, and their first visit starts without Calls.

Email Quality

Shows the current evidence-based address label. Hover it for details.

Export CSV

Opens Choose Export Fields, then exports the current search, filters, Archive or Trash view, and the fields you select. Self-serve workspaces are not offered SDR, calling or Legacy fields.

Send to Files

Copies the live contact roster to the selected client's Files tab as a CSV that includes Contact Status, phones, Total Calls, Last Contacted and Last Email Sent (the latest campaign email to each contact, across every campaign). Not shown in a self-serve workspace, because client agents are not part of the self-serve plan.

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 leaves matching Trash and Archived contacts unchanged and reports the count before offering a separate recovery choice.

Resume import

Self-serve workspaces only. Appears when a batched CSV import stops partway. Continues from the batch that failed, without importing earlier rows twice, and adds to the same Upload History entry.

Keep in Trash or Keep Archived

Closes the result without restoring the matching contacts. The label follows what matched: Keep in Trash, Keep Archived, or Leave Them when both did. Other completed import work stays saved.

Restore and Import

Restores and retries only the CSV rows that matched Trash or Archived, using the same settings and existing recovery checks. Results then show Restored from Trash and Restored from Archived counts.

Show Trash

Shows recoverable contacts that are still within their 30-day recovery window.

Bulk Update

SalesHive staff only. Changes Tags, SDR, Contact Owner, Sales Rep or List Name on the selected contacts after a review of exactly what will change. In a Self-serve workspace, SDR is not offered.

Undo (Bulk Update)

Appears in the result window after a Bulk Update. Puts each changed contact back to its earlier value, skipping any contact that was changed again since.

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. SDR, Contact Owner and custom field columns do not sort.

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.

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.

Common questions