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Bulk actions let you perform operations on many contacts simultaneously, saving significant time when managing large contact databases. All bulk operations can be monitored and managed in the Bulk Actions tab within the Contacts section.

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Adding a contact

When an SMS, call, Facebook, Instagram, GMB message, or email is received from a potential client, the system automatically adds them to your contacts. You can also add contacts manually.
1

Open the Add Contact form

In the Smart Lists tab, click the + button at the top left of the contacts page.
Add Contact button
2

Fill in contact details

Complete the fields in the contact creation form:
  • Contact Image — upload a photo (512x512 px, under 2.5 MB) to identify the contact
  • First Name / Last Name — the contact’s full name
  • Email — primary email; click + Add Email to add additional addresses
  • Phone — primary phone; click + Add Phone Numbers to add more
  • Contact Type — assign as Lead or Customer
  • Time Zone — helps your team know the best time to reach them
  • DND — enable Do Not Disturb for all or specific channels
DND settings
3

Save the contact

Click Save to add the contact, or Save and Add Another to add the contact and immediately create a new one.
Save contact button
The new contact appears in your list with their own contact card.

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Quick action buttons

The Smart Lists tab includes a toolbar with quick action buttons for managing contacts efficiently.
Upload contacts to the system using the Import Contacts icon in the toolbar.
Import Contacts button
Select contacts, then click Export to download them as a CSV file.
Export Contacts button
Select contacts, then click Add to Automation to enroll them in a workflow.
Trigger Automation button
Select contacts, then click Send Email to send an email to one or multiple contacts simultaneously.
Send Email button
Select contacts, then click Add Tag to apply tags with a single click.
Add Tag button
Select contacts, then click Delete Contact to remove them from your database.
Delete Contact button
Click More to access the full list of available bulk actions, including SMS, WhatsApp, review requests, opportunity management, merge, and company updates.
More actions menu

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Importing contacts

1

Prepare your CSV file

Before uploading, ensure your CSV file meets these requirements:
  • Format: .csv with a single sheet
  • Size: under 30 MB
  • Encoding: UTF-8
  • A header row with column names matching Hoop field names
Additional formatting guidelines:
  • Essential columns — include name, email, and phone number; map these during import to avoid errors
  • Contact owner — include the user’s name in “FirstName LastName” or “LastName FirstName” format
  • Phone numbers — use E.164 format (e.g., +1 1234567890); US formats like 123-456-7890 are also accepted
  • Dates — use mm/dd/yyyy or yyyy/mm/dd with /, -, or . separators
  • Tags — format as Value 1, Value 2, Value 3
2

Open the Import wizard

Click the Import icon at the top right of the Contacts tab.
Import icon
3

Select objects to import

Choose whether to import Contacts, Opportunities, or both, then click Next.
Import object selection
4

Upload your file

Click Upload a File and select your CSV. The system uses email addresses (then phone numbers) as the default unique identifier for deduplication. You can change this in Settings.
Upload file step
Click Next to proceed.
5

Map fields

Map each column in your CSV to the corresponding Hoop contact field. Use the preview column to verify matches.
Field mapping
6

Configure preferences and start import

In the final step, you can:
  • Create a Smart List for newly imported contacts
  • Add contacts to a workflow by selecting a workflow from the dropdown
  • Add tags to categorize the imported contacts
Review the import mapping, check the compliance checkbox to confirm all contacts have opted in to receive communications, then click Start Bulk Import.
Import review step
Monitor progress in the Bulk Actions tab.
Contact imports cannot be reversed. Double-check your CSV mapping before confirming. To undo a mistaken import, navigate to the Bulk Actions tab and use the restore option in the three-dot menu for that action.

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Importing contacts with shared information

When multiple contacts share the same address, company, or other information, include the shared data in each contact’s row in the CSV. Hoop automatically associates contacts with matching company or address values.

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Troubleshooting imports

1

Navigate to Bulk Actions

Go to Contacts, then click the Bulk Actions tab. Locate your import in the list.
Bulk Actions tab
2

Check import statistics

Click Show Stats on the import to see the total contacts processed, successful imports, and errors.
Import statistics
3

Review error logs

Click the Error tab to see errors by line number. Each line corresponds to a contact row in your CSV.
Import error log
Common errors and resolutions:
  • Formatting errors — ensure column headers and data types match Hoop’s required format
  • Missing information — check that all required fields (name, email, phone) are present
  • Duplicate contacts — the system may reject contacts that duplicate existing entries; use the deduplication settings to manage this
Before importing, use spreadsheet software to clean and validate your data. If you encounter persistent errors, try importing a smaller batch first to isolate the problem.

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Exporting contacts

1

Select contacts

In the Smart Lists tab, check the contacts you want to export.
Select contacts for export
2

Click Export

Click the Export action button.
Export action button
3

Confirm the download

Confirm the action to download a CSV file to your device.
Export confirmation
The exported CSV includes: Contact ID, first name, last name, business name, company name, phone number, email address, date created, last activity date, tags, additional email addresses, and additional phone numbers.

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Deleting contacts

1

Select contacts to delete

In the Smart Lists tab, check the contacts you want to remove.
2

Click the trash icon

Click the Delete (trash) icon in the bulk actions toolbar.
Delete contacts button
3

Confirm deletion

Type DELETE to confirm the action, then click Delete.
Delete confirmation
Deleting contacts also removes all associated conversations, notes, opportunities, tasks, appointments, and manual actions. Active campaigns and workflows for those contacts are also stopped. This action cannot be undone from the contact list — recover deleted contacts from the Restore section of Contacts.

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Adding tags to contacts

1

Select contacts

In the Smart Lists tab, select the contacts you want to tag.
2

Open Add Tag

Click the Add Tag button in the bulk actions panel.
Add Tag button
3

Name the action

Enter a descriptive name for the action. This name appears in the tracking report.
Action name field
4

Select tags and confirm

Click the tags field to open the dropdown and select the tags to apply. Tags already applied to all selected contacts will not appear in the list. Click Add Tags to queue the bulk action.
Tag selection

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Removing tags from contacts

1

Select contacts

In the Smart Lists tab, select the contacts whose tags you want to remove.
2

Open Remove Tags

Open the More dropdown and select Remove Tags.
Remove Tags option
3

Name the action

Enter a descriptive name in the Action text box.
4

Choose which tags to remove

  • Remove All Tags — removes every tag from all selected contacts
  • Remove Selected Tags — choose specific tags from the dropdown; click the x next to any tag to deselect it
Remove tags options
5

Confirm

Click Remove Tags to queue the action. Monitor progress in the Bulk Actions tab.
Remove Tags confirm button
If tags were removed by mistake, go to Contacts > Bulk Actions, find the action in the list, and click the restore button in its three-dot menu.

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Sending bulk SMS

1

Select contacts and open Send SMS

In the Smart Lists tab, select the contacts to message. Open the More dropdown and select Send SMS.
Send SMS option
2

Name the action and choose a sender number

Enter a name for the action (shown in tracking reports). Select the phone number to send from. If none is selected, the last used number for each contact is used; if this is the first message for that contact, the default number is used.
3

Compose your message

Write a message from scratch or select a pre-saved template. Use custom fields (first name, email, phone) for personalization. Add attachments or emojis as needed.
SMS composer
4

Choose a sending mode

Select how to deliver the messages:
  • Send All at Once — delivers to all selected contacts instantly
  • Send at a Scheduled Time — choose a specific date and time
  • Send in Drip Mode — sends in batches; configure Start On, Batch Quantity, Repeat After, Send On days, and an optional time window
5

Send

Review your selections and click Send to queue the bulk action. Track progress in the Bulk Actions tab.

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Sending bulk emails

1

Select contacts and open Send Email

In the Smart Lists tab, select the contacts to email. Click the Send Email button.
Send Email button
2

Review recipients and proceed

Review the recipient list, note any restrictions (invalid addresses, unsubscribed contacts), and click Confirm and Proceed.
3

Set up the email

  • Action label — enter a name that appears in the tracking report
  • From Name / From Email — the sender’s name and email address
  • Subject — a compelling subject line
  • Pre-header (optional) — preview text shown in email clients
Email setup fields
4

Draft your email

Choose one of three methods:
  • Quick Compose — write directly in the editor with font, color, and attachment options (files up to 10 MB)
  • Smart Builder — create a new template using the Design, Code, or Plain Text editor
  • Select Existing Template — search your library or browse the Template Library
Email drafting options
5

Configure additional settings

Expand Additional Settings to enable Click Tracking and UTM Tracking, add tags, and send a test email to preview before sending.
6

Choose a sending mode and send

Select Send All at Once, Send at Scheduled Time, or Add in Drip Mode (with Start Date, Batch size, Repeat After, Send On days, and optional time window). Check the consent box and click Send Email to queue the bulk action.

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Sending bulk WhatsApp messages

1

Select contacts and open WhatsApp

In the Smart Lists tab, select the contacts to message. Open the More dropdown and click the WhatsApp icon.
WhatsApp bulk action
2

Check messaging limits

If you have exceeded your 24-hour messaging limit, a warning will appear. You can upgrade your limit from 250 to 1,000 conversations per day by completing the business verification process.
WhatsApp messaging operates within a 24-hour window. The contact must have interacted with you within the past 24 hours for a business-initiated message to be delivered.
3

Configure the message

  • Enter a name for the action (shown in reporting)
  • Select the phone number to send from
  • Choose an approved WhatsApp template from the dropdown
  • Optionally enable Fallback to SMS to send a regular text if the WhatsApp message fails
4

Choose a sending mode and send

Select Send All at Once, Send at a Scheduled Time, or Send in Drip Mode (with Start On, Batch Quantity, Repeat After, Send On days, and an optional time window). Click Confirm to send.

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Sending review requests

1

Select contacts and open Request Reviews

In the Smart Lists tab, select the desired contacts. Open the More dropdown and select Request Reviews.
Request Reviews option
2

Name the action and choose a channel

Enter a recognizable name for tracking. Choose to send via Email, SMS, or WhatsApp.
3

Choose a sending mode and send

Select Send All at Once, Send at a Scheduled Time, or Add in Drip Mode (with Start On, Batch Quantity, Repeat After, Send On, and an optional time window). Click Send Review Requests to queue the action.
Customize your review request message format in the Reputation section for a more tailored experience.

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Adding contacts to an automation

1

Select contacts and open Add to Automation

Select the relevant contacts from the Smart Lists tab, then click the Add to Automation bulk action.
Add to Automation action
2

Name the action and select a workflow

Enter a name for the action (shown in progress reports), then choose the workflow from the dropdown.
3

Choose how contacts are added

  • Send All at Once — immediately enroll all selected contacts
  • Send at a Scheduled Time — schedule enrollment for a specific date and time
  • Send in Drip Mode — set Start Date, Batch Quantity, Repeat After, Send On days, and an optional time window
4

Confirm

Click Add to Automation to begin processing. Monitor progress in the Bulk Actions tab.

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Adding or updating opportunities

1

Select contacts and open Manage Opportunity

In the Smart Lists tab, select the contacts. Open the More dropdown and select Manage Opportunity.
2

Name the action

Enter a descriptive name for tracking.
3

Select pipeline and stage

Choose the pipeline from the dropdown, then select the corresponding pipeline stage.
4

Add optional fields

Click + Add Fields to set additional opportunity details:
  • Status — the opportunity’s current status
  • Opportunity Value — estimated value; added to revenue when the opportunity is won
  • Owner — the user responsible for the opportunity
  • Followers — users to notify of changes
  • Opportunity Source — where the contact was acquired
  • Opportunity Name — displayed on the opportunity card
5

Save

Click Apply/Update Opportunity to apply your updates across all selected contacts.

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Managing companies in bulk

1

Select contacts and open Manage Company

In the Smart Lists tab, select the contacts. Open the More dropdown and choose Manage Company.
Manage Company option
2

Choose the operation

Select whether to Add, Update, or Remove the selected contacts from a company record. Enter a name for the action and select the appropriate company if adding.
3

Confirm

Click Confirm to apply the changes. Review results under Contacts > Bulk Actions.

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Merging contacts

1

Select contacts to merge

In the Smart Lists tab, select the duplicate contact records you want to consolidate. Open the More dropdown and select Merge.
2

Choose a master record

Use the Select All from this column button to quickly designate all information from one contact, which also sets that contact as the master record. Or click the radio button next to a contact to manually set the master.
Merge master record selection
3

Select data to retain

Choose which data fields to keep from each contact. By default, only fields with differing values are shown. Enable All Fields to compare every available field.
Merge field selection
4

Complete the merge

Click Merge Contact to finalize.
Merge Contact button
Merging contacts is irreversible. Review your field selections carefully before confirming.

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Bulk email verification

Verifying email addresses before sending reduces bounce rates, improves deliverability, and maintains your sender reputation.
Bulk email verification requires the LC Email system. It is not compatible with Mailgun, Google SMTP, or SendGrid. There is a small cost per email verified — contact your Hoop administrator for pricing details. Only primary email addresses can be verified.
1

Select contacts and open Email Verification

In the Smart Lists tab, select the contacts whose email addresses you want to verify. Click the Email Verification bulk action button.
Email Verification button
2

Name the batch and confirm

Assign a name to the verification batch, then click Confirm.
3

Review results

Go to Contacts > Bulk Actions to monitor the verification status (Complete, Processing, Canceled, or Failed). Click Show Stats to see a breakdown of valid, invalid, and errored emails.
Email verification results
Click any data point to view individual contacts and their verification status. From there you can:
  • Remove contacts with invalid addresses
  • Send an SMS requesting a valid email address
  • Download the verification list as a CSV

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Monitoring bulk actions

All bulk operations are tracked in the Bulk Actions tab within Contacts.
Use the date range filter to view bulk actions within a specific timeframe.
Date range filter
Use the Status, Action, and User dropdowns to narrow your view:
  • Status — filter by delivery stage (in progress, completed, canceled)
  • Action — filter by action type (email, SMS, workflow, tags, opportunities, etc.)
  • User — filter by the team member who created the action
Click Apply to apply your filters.
Click the three-dot menu on any bulk action row to view details or pause/cancel an in-progress action. Click View Details to see the Bulk Action Card, which includes the action ID, type, name, scheduled start time, mode, elapsed time, and applied tags.
Bulk action details card
Click Show Stats to see a detailed breakdown by category (successful, error, etc.). Click any category to see the contacts within it. Errors may occur for reasons such as invalid email addresses or incorrect phone numbers.
Bulk action statistics

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Sending rate limits

ModeContact RangeRate
Drip (30 sec – 1 min frequency)Any1,000 messages/min
Drip (5 min frequency)Any4,999 messages/min
Drip (6 – 10 min frequency)Any5,000 messages/min
Drip (above 10 min frequency)Any10,000 messages/min
Send all at once / ScheduledUnder 10k contacts15,000 contacts/hr
Send all at once / Scheduled10k – 50k contacts6,000 contacts/hr
Send all at once / Scheduled50k – 70k contacts3,000 contacts/hr
Send all at once / ScheduledOver 70k contacts1,500 contacts/hr
Bulk actions cannot be scheduled more than 720 hours (approximately 30 days) in the future.
Last modified on March 4, 2026