How do I import my existing customer list?

You can import contacts via CSV file upload. We support most common formats and automatically detect duplicates. Your CSV should include email addresses, names, and optionally phone numbers and custom tags. The import process takes just 2-5 minutes.

What happens if I have duplicate contacts?

Our system automatically detects and merges duplicate contacts based on email addresses and phone numbers. This keeps your database clean and prevents sending multiple requests to the same customer.

Can I segment my contacts into different groups?

Yes! You can organize contacts using tags, custom fields, and groups. This allows you to send targeted review requests to specific customer segments, like "VIP customers," "recent purchases," or "event attendees."

How many contacts can I store?

Contact limits vary by plan. The Grower plan doesn't include contact management, Builder plan includes up to 1,000 contacts, and Maven plan offers up to 10,000 contacts.

Can customers add themselves to my contact list?

Yes! Customers can add themselves through QR codes at your location or through sign-up forms on your prompt pages. This self-service option is perfect for in-person businesses and events.

How do I ensure high email deliverability?

We handle email authentication and send from verified domains to avoid spam filters. We also automatically clean your list by removing invalid addresses and managing bounces to maintain high deliverability rates.

Can I send review requests via SMS?

Yes, you can send review requests via SMS if you have phone numbers for your contacts. SMS requests often have higher open rates and faster responses than email, especially for service-based businesses.

Contact Management

Managing your customer contacts

Your customer database is the foundation of successful review collection. Learn how to import, organize, and manage your contacts to get the most from your review requests.

Multiple import methods

Smart organization

Why Your Contact List Matters

The quality of your customer database directly impacts your review collection success. A well-organized list of engaged customers will generate more and better reviews than a large list of cold contacts.

Think of it this way: You wouldn't send a wedding invitation to everyone in your phone book. You'd send it to people who care about you and would want to celebrate. The same principle applies to review requests.

Getting Your Contacts Into Prompt Reviews

CSV Import

Upload your existing customer list in seconds. We support most common formats.

Features:

Bulk import
Duplicate detection
Auto-formatting
Error checking

Best for: Existing customer databases, CRM exports, email lists

⏱️ 2-5 minutes

Manual Entry

Add contacts one by one with detailed information and custom fields.

Features:

Detailed profiles
Custom fields
Notes & tags
Relationship tracking

Best for: Small lists, VIP customers, detailed tracking

⏱️ 1-2 minutes per contact

QR Code Collection

Let customers add themselves to your database through QR codes.

Features:

Self-service
Real-time updates
Mobile-friendly
No manual work

Best for: In-person interactions, events, retail locations

⏱️ Instant

CSV Import Guide

Preparing Your CSV File

Most customer databases can export to CSV format. Here's what you need to know:

Required Fields:

• Email address (primary identifier)
• First name (for personalization)
• Last name (for personalization)

Optional Fields:

• Phone number
• Company name
• Custom tags
• Notes

Organizing Your Contacts

Smart Tagging

Organize contacts with custom tags like "VIP", "Recent Customer", or "Event Attendee".

💡 Target specific groups with relevant review requests

Advanced Filtering

Find exactly who you need with filters by date, service, location, or custom criteria.

💡 Send the right message to the right people at the right time

Segmentation

Create groups based on customer behavior, purchase history, or relationship status.

💡 Personalized review strategies for different customer types

Timing Optimization

Track when customers are most likely to respond and schedule accordingly.

💡 Higher response rates through strategic timing

Best Practices for Contact Management

Start with Happy Customers

Focus on customers who had positive experiences first. They're more likely to leave glowing reviews.

💡 Use your CRM or sales data to identify satisfied customers

Quality Over Quantity

A smaller list of engaged customers beats a large list of cold contacts every time.

💡 Aim for 100 quality contacts rather than 1000 random ones

Personalize Your Approach

Use the information you have about each customer to make your review requests feel personal.

💡 Reference specific services, dates, or interactions in your requests

Timing is Everything

Send review requests when the experience is fresh but not overwhelming.

💡 Wait 1-3 days after service completion, but before the next interaction

Sending Review Requests to Your Contacts

Email Requests

Send personalized review requests via email with AI-powered content generation.

• Personalized subject lines
• Custom message content
• Direct links to review platforms
• Automated follow-ups

SMS Requests

Reach customers on their phones with quick, friendly text messages.

• Short, personal messages
• Mobile-optimized links
• Quick response rates
• Easy opt-out options

QR Code Sharing

Generate QR codes for in-person interactions and events.

• Unique codes per contact
• Easy mobile access
• Perfect for events
• Track scan analytics

Common Issues & Solutions

Duplicate Contacts

Our system automatically detects and merges duplicates based on email addresses and phone numbers.

💡 Prevention: Use consistent formatting when importing your CSV files

Low Response Rates

Focus on recent, satisfied customers and personalize your review requests with specific details.

💡 Prevention: Segment your list and send targeted, relevant messages

Bounced Emails

We automatically clean your list by removing invalid email addresses and updating contact information.

💡 Prevention: Regularly update your contact information and verify email addresses

Spam Filters

Our emails are sent from verified domains and include proper authentication to avoid spam folders.

💡 Prevention: Ask customers to add your email address to their contacts

Ready to Build Your Contact Database?

Start with your best customers and build from there. Remember, quality beats quantity when it comes to review requests.

Add Your First Contacts Create Prompt Pages

Frequently Asked Questions

Adding Your First Contacts

Step-by-step guide to importing and adding contacts to your database.

Creating Prompt Pages

Learn how to create personalized review request pages for your contacts.

Managing your customer contacts

Why Your Contact List Matters

Getting Your Contacts Into Prompt Reviews

CSV Import

Features:

Manual Entry

Features:

QR Code Collection

Features:

CSV Import Guide

Preparing Your CSV File

Required Fields:

Optional Fields:

Organizing Your Contacts

Smart Tagging

Advanced Filtering

Segmentation

Timing Optimization

Best Practices for Contact Management

Start with Happy Customers

Quality Over Quantity

Personalize Your Approach

Timing is Everything

Sending Review Requests to Your Contacts

Email Requests

SMS Requests

QR Code Sharing

Common Issues & Solutions

Duplicate Contacts

Low Response Rates

Bounced Emails

Spam Filters

Ready to Build Your Contact Database?

Frequently Asked Questions

How do I import my existing customer list?

What happens if I have duplicate contacts?

Can I segment my contacts into different groups?

How many contacts can I store?

Can customers add themselves to my contact list?

How do I ensure high email deliverability?

Can I send review requests via SMS?

Related Articles

Adding Your First Contacts

Creating Prompt Pages