Bulk Importing Subscribers
This article explains how to add multiple subscribers to your Hail Mail lists at once using the bulk import feature.
When to Use Bulk Import
Bulk importing is the fastest way to add multiple subscribers when you have:
- A spreadsheet of contacts from events, registrations, or sign-ups
- An existing email list you're migrating to Hail Mail
- Contact exports from other systems
- Any situation where you're adding more than a few subscribers at once
For adding just one or two people, the "Add Subscriber" feature is quicker.
Before You Import
Ensure you have consent: Only import contacts who have explicitly given permission to receive emails from you. This is legally required in many jurisdictions and essential for maintaining good email practices.
Prepare your data: Your contact information can be in a CSV or TSV file, or you can paste email addresses directly. At minimum, you need email addresses - names are optional but recommended.
Importing Subscribers
1. Start the import process From the Your Mail Lists section, click "Bulk Import" button.
2. Select your destination list Choose which mail list these subscribers should be added to. All imported contacts will be added to this list — you can add them to additional lists later if needed.
3. Confirm consent Check the box that says "The contacts I am importing have consented to receiving emails from the selected list." This confirmation is required for compliance with anti-spam regulations.
4. Open the importer Click "Open Importer" to launch the import tool.
5. Add your contact data
You have two options:
Upload a file: Drag and drop a CSV or TSV file into the importer, or click "Upload File" to browse for your file. The file should have columns for email addresses and optionally for first names and last names.
Paste data directly: Click the paste option and enter email addresses directly. You can paste a list of emails, or paste data with names included — the importer will help you organize it.
6. Map your fields The importer automatically detects your columns and maps them to the correct fields (Email, First name, Last name). If the mapping isn't correct, you can adjust it by clicking the field headers and selecting the right match.
7. Review and validate The importer shows a preview of your data and marks each contact as "Valid" or "Invalid." Valid contacts have properly formatted email addresses and will be imported. Invalid contacts have formatting issues that need correction.
8. Fix invalid entries If you see invalid contacts, click the "Invalid" button to review them. Common issues include:
- Email addresses in the wrong column (like appearing in the "First name" field)
- Improperly formatted email addresses
- Missing @ symbols or domain names
You can fix these directly in the importer by clicking on the data and moving it to the correct field, or by editing the email format.
9. Complete the import Once all contacts show as valid (or you've decided to skip invalid ones), click the import button. The importer processes your contacts and adds them to your selected list.
10. Verify your import After importing, navigate to "Your Subscribers" and filter by the list you imported to. You'll see all your newly added subscribers.
After Importing
Your imported subscribers are immediately active:
- They appear on the selected mail list
- They'll receive future communications sent to that list
- You can edit their information, add them to additional lists, or manage them like any other subscriber
- They count toward your subscriber limit
Advanced Extras
Import Best Practices
Clean your data first: Review your contact list before importing. Remove obvious duplicates, invalid addresses (like "test@test.com"), and contacts you're unsure about.
Include names when possible: While email addresses are all you need, including first and last names makes your lists more manageable and allows for personalization.
Don't worry about duplicates: If you import an email address that already exists in your account, Hail simply adds them to the new list without creating a duplicate record.
Review after importing: After a bulk import, check your subscriber count and browse the list to ensure everything imported correctly.
Common Import Issues
"Invalid" email addresses showing up: - Check for typos or formatting errors - Ensure emails are in the email column, not mixed with names - Look for missing @ symbols or incomplete domain names
Contacts not appearing on the list: - Verify you selected the correct destination list - Check that the import completed successfully - Look in the "Unlisted" filter — they may have been added without a list selection
Subscriber limit reached: - Your import will be blocked if it would exceed your plan's subscriber limit - Remove unneeded contacts or upgrade your plan before importing
Names and emails mixed up: - Use the field mapping in step 6 to correct column assignments - Click field headers to change what each column represents
File Format Tips
CSV files work best — most spreadsheet programs can export to CSV format.
One row per contact — each person should be on their own row.
Header row recommended — include column names like "Email," "First Name," "Last Name" in the first row to help with mapping.
Example CSV structure: Email,First Name,Last Name john@example.com,John,Smith sarah@example.com,Sarah,Johnson