Using the Bulk Action Features

Using the Bulk Actions features in your Contacts/Smart Lists section, you can perform multiple one-off actions to selected or all contacts. From sending an email or SMS to updating the pipeline stage and more, follow the steps below to learn how to use this feature.

NOTE: Deleting Contacts / Importing / Exporting / Merging Contacts are only available for Account admins. Account users cannot delete, Import, Export, or merge contacts.

Part 1: What Actions Are Available

  • Pipeline Change: Add/Update the Opportunity for multiple Contacts. Choose a pipeline, stage, opportunity, lead value, and more.

Add to Campaign/Workflow: Choose a campaign or workflow to bulk-add contacts into. You can do this by clicking ‘Trigger Automation’:

  • Send SMS: Type out a one-time SMS or select from your templates. You can hover over on ‘More’, then click ‘Send SMS’. After that, you need to hit ‘Ok, proceed’. Then you will have the option to send SMS all at once, at a specific time or in drip mode.

Send Email: Type out a one-time email or select from your templates. Confirm the Recipient List

Bulk Drip Mode Architecture: The Drip Mode in Bulk Actions has been upgraded for better reliability, scalability, and flexibility. It now supports longer sequences (beyond 30 days), handles larger contact volumes efficiently, and uses a modular design for more consistent and stable automation.

  • Add/Remove Tag: Add or remove one or multiple tags from the selected contacts.


  • Delete Contacts: Delete the selected contacts from Mastermind. Please note: deleting any contact will also remove them from Conversation, Notes, Opportunities, Tasks, Appointments, Manual Actions and Campaigns.

  • Export Contacts: Export a list of selected contact records from Mastermind into a .csv file that will save to your computer.
  • Import Contacts: Please refer to our article on How to Import Contacts for a full tutorial.

  • Send Review Requests: Here you can send a review request to multiple contacts at once, on a scheduled time or in drip mode. (Be sure you have your “Reputation” section set up for reviews.)

  •  Merge Duplicate Contacts: Merge up to 10 duplicate contacts (Please refer to our article on merging duplicates for a full walk-through).

Important: Merging contacts is a non-reversible action.

Add/Edit to Company: Bulk add, remove, and edit contacts for companies.

Bulk WhatsApp: Launch large-scale WhatsApp campaigns and obtain valuable insights by tracking open and delivery rates.

Note: Only Templates approved by Meta will show under “Select WhatsApp Template”

Important: Please be aware that once the Meta Messaging Limit is exceeded, any remaining WhatsApp messages will not be delivered. To avoid this, ensure you do not exceed the message limit set by Meta for your WhatsApp number when initiating a Bulk WhatsApp action. Also, verify that the selected contacts are within the 24-hour messaging limit.

Learn more.

Bulk WhatsApp – Scheduled & Drip Messaging

You can easily decide exactly when your messages go out and how many are sent at a time.

Step 1: Pick the people you want to reach and the message template you want to use.

Step 2: Simply choose to send everything at once at a specific date and time.



Step 3: Choose the drip delivery option to send your messages in small groups, set your preferred timing and batch sizes, then simply confirm and track the progress from your bulk actions.


Part 2: How To Use The Actions

Step 1: Navigate to Contacts > Contacts/Smart Lists.

Step 2: Select the contact records for which you want to use bulk action. You can individually click through and select specific contacts or check the box at the top to select all.

Step 3: Choose the action you want to apply.

Step 4: Follow the steps for the specific action in the pop-up window.


Part 3: View a list of your pending and current bulk actions in the Contact Request Page

Step 1: Navigate to Contacts > Bulk Actions. Here you can view a list of all your Bulk Actions.

Step 2: Manage Bulk Actions

  • Use advanced filtering to search bulk actions by action type, status, users, and date range. Filtered views can be easily shared via URL for quick access.

  • To manage individual actions, click the three-dot menu (⋮), choose the desired option (Cancel, Revert, Pause, Resume), and confirm in the modal prompt.

  • Click "Show Stats" to access detailed metrics.

NOTE: When scheduling a bulk action in drip mode, the "repeat after" does not repeat the entire process. Instead, it can be viewed as "run every". As shown in the example below, 100 contacts would be processed every 5 hours. This process would repeat until all selected contacts received the drip communication. (If you had 780 contacts selected, there would be a total of 8 batches – 7 x 100 and 1 x 80).



Benefits

  • Streamlined Contact Management: Easily manage large groups of contacts without the need for individual updates, saving time and effort.
  • Enhanced Efficiency: Perform bulk actions to quickly add, remove, or edit contacts for companies, ensuring that your contact lists are always up to date.
  • Improved Customer Engagement: Efficiently manage company contacts to enhance customer engagement and communication.

FAQ’s

Question: What happens when I delete a contact using Bulk Actions?

Answer: Deleting a contact will remove them from all areas in Mastermind, including Conversations, Notes, Opportunities, Tasks, Appointments, Manual Actions, and Campaigns. This action is permanent and cannot be undone.

Question: Can I schedule a Bulk Action in drip mode?

Answer: Yes, you can schedule a Bulk Action in drip mode. When doing so, the “repeat after” option functions as “run every.” For example, if you set it to process 100 contacts every 5 hours, it will continue in batches until all selected contacts have been processed.

Question: Can I cancel a Bulk Action once it has started?

Answer: Yes. Navigate to Contacts > Bulk Actions. Find your active job in the list, click the three-dot menu (⋮) on the right, and select Pause or Cancel. If you select Cancel, the system will stop processing any remaining contacts in the queue immediately.

Question: How can I bulk manage contacts for companies?

Answer: In the Contacts/Smart Lists section, you can bulk add, remove, or edit contacts associated with a company. Simply select the contacts, choose the “Add/Edit to Company” option, select the action you want to perform, and apply it to the chosen company.

Question: Can I merge multiple duplicate contacts using Bulk Actions?

Answer: Yes, you can merge up to 10 duplicate contacts using the Bulk Actions feature. The system will guide you through selecting and merging contacts, ensuring your contact list remains clean and organized.

Question: How does the Bulk Export feature work?

Answer: The Bulk Export feature allows you to export selected contact records as a .csv file, which will save to your computer. This is useful for backing up data or migrating contact lists. Select the data under Columns for that data to be exported.

Question: What are the benefits of using Bulk Actions for managing company contacts?

Answer: Bulk Actions for company contacts streamline the management process, allowing you to quickly update large groups of contacts. This saves time, improves efficiency, and ensures your contact lists are always up to date, leading to better customer engagement.

Question: How can I avoid exceeding the Meta Messaging Limit in Bulk WhatsApp campaigns?

Answer: Ensure you use Meta-approved templates and stay within the 24-hour messaging limit. Exceeding the Meta Messaging Limit will prevent remaining messages from being delivered.

Question: What happens if I don’t filter the workflow/campaign trigger?

Answer:The bulk automation may run for more contacts than intended. Adding filters ensures better targeting and attribution.

Question: What is the difference between "All at Once" and "Drip Mode"?

Answer: All at Once sends your message to every selected contact at the exact same second. Drip Mode breaks the list into small batches (e.g., 20 people every 10 minutes). Drip Mode is highly recommended for large lists to prevent your email or phone provider from flagging your account for "spammy" behavior.