Managing subscribers

The Subscribers menu shows your entire contact list.

This list can be filtered using the main tabs: Basic search and Advanced search.

The main difference between them is the number and type of filters available: the basic search is much simpler and faster, while the advanced search lets you filter your contacts in a much more powerful way.

CONTENTS

• 1. Add
• 2. Import
  • 2.1. Choose source
  • 2.2. Map columns
  • 2.3. Review and confirm
• 3. Mass edit
• 4. Quick filters
• 5. Export to CSV
• 6. Results area
  • 6.1. Basic search
  • 6.2. Advanced search

In the Basic search tab, the search area offers basic conditional fields such as name, email, groups, tags, creation date, SMS phone and status, and WhatsApp phone and status.

Once you have defined the conditions to filter by, click Search to apply them, or Clean to remove all filters.

In addition to the search area, there are five action buttons:

• Add: lets you create a new subscriber.
• Import: lets you import your contact list in bulk.
• Mass edit: applies a bulk action to the selected contacts, or to all of them if none are selected.
• Quick filters: lets you filter by contact status (active, banned, bounced, inactive, reported spam or unsubscribed).
• Export to CSV: exports the contacts that match the defined filters, if any, in CSV format.

1. Add

This option lets you add a new subscriber and their values in your custom fields, which you can then use to personalize your email campaigns, as well as choose which groups they will be added to.

To add a single new subscriber, just click +Add and you will see the different fields; only the Email field is required. However, you will also need to select the group or groups the subscriber will belong to.

At the top you can also enter the contact's SMS phone and WhatsApp phone, and under Optional info you can fill in details such as address, city, state, country, tags, locale, time zone, birthday or website.

If you have created custom fields, they will also appear here so you can fill them in. Either way, the new subscriber will be added once you click Create Subscriber.

2. Import

If you want to add more than one subscriber, click Import. This opens a contact import wizard made up of three steps (1. Choose source, 2. Map columns and 3. Review and confirm).

2.1. Choose source

Here you can add subscribers in bulk in four different ways: Copy & Paste, Upload Files (.csv, .txt), Mailchimp Import or Hubspot Import.

Importing with Copy & Paste is simple: just paste one email per line into the data area and click IMPORT FROM TEXT.

If you select Upload Files (.csv, .txt), an upload area opens (Drop file here or click to select one) where you can drag and drop the file you want to import, or click inside the area to open a file browser and upload it from there.

The Mailchimp Import option requires a key that you must enter in the Mailchimp API key field so the data can be imported from Mailchimp. To get this API key, log in to your Mailchimp account and go to Profile >> Extras >> API keys >> Create A Key.

The API key (an alphanumeric string) will then appear under Your API keys; copy it and paste it into Mailrelay (Mailchimp API key).

Then press Enter and a drop-down menu with your Mailchimp lists will open, where you need to select the contact list you want to import and click the import button.

Finally, the Hubspot Import option lets you bring in your contacts directly from your HubSpot account. Just click Sign in with Hubspot, log in to your account and authorize the connection to continue with the import.

2.2. Map columns

Once you have loaded the contact list using any of these options, you will reach the step where you match each column to its corresponding field and choose which group or groups to import the contacts into.

Depending on the fields/columns detected, each column is shown under File label and, next to each one, the Field column has a drop-down menu to match it to one of the available fields. The Preview data column shows a sample of each column's content so it is easier to match. If the file only has one column, the system will assume it is the email field.

Next, select the destination group under Import to groups > Groups. If you need to add them to a new group, tick New group and enter the name of the group you want to create.

Before continuing, use Additional options to choose how existing subscribers should be handled. You have two alternatives:

• If you don't tick Update data of existing subscribers: existing subscribers will be ignored and only new subscribers will be imported. In this case, subscribers who are already in your Mailrelay contact lists will not be imported.
• If you tick Update data of existing subscribers: the subscriber will be imported and two options will appear: Keep existing subscribers in their current groups and add them to the selected groups and Remove existing subscribers from their current groups and add only to the selected groups. With the first option, the subscribers you are importing are added to the new group(s) and stay in the groups they were already in; with the second, they are removed from their current groups and added only to the new group(s).

Now tick the statement: I confirm that the data to be imported complies with the GDPR and international anti-spam regulations and has been verified with double opt-in, exempting Mailrelay from any responsibility for any damage, loss, liability, settlement or expense (including additional expenses) that may arise in relation to any claim or legal action if this is not the case.

Then complete the mapping by clicking Import. The system will add the subscribers and take you straight to Review and confirm.

2.3. Review and confirm

This area shows an import report, where you can search the imported subscribers using the filters Line, Email and Result (whether they were imported or not: Success or Failed) and then clicking Search.

Just below, you can see a summary of the import result with a progress bar and, if anything went wrong, the Failure reason column explains why. You can also download this report with the Export to CSV button and check the Log tab.

You can go back to this report at any time from Subscribers > Imports.

3. Mass edit

This option lets you make bulk changes by applying one action to batches of subscribers.

After clicking Mass edit, a pop-up window shows the total number of subscribers the bulk edit will be applied to.

Just below is the Action drop-down menu, where you select the action you want to apply: Add to group, Remove from group, Add tags, Remove tags, Update field, Unban subscriber, Delete subscriber (move to trash) and Permanent delete. Deleting a subscriber (moving them to the trash) places the subscriber in the trash, from where they can be restored; they remain there indefinitely, until you delete them permanently or the account itself is deleted. Permanent deletion removes the subscriber's data and anonymizes their statistics; this action cannot be undone. You should use this option when an individual exercises their right to erasure (Article 17 of the GDPR). Via the API, the equivalent is `DELETE /subscribers/{id}` with the parameter `permanent_delete: true`.

Once you've chosen, click Submit to carry out the action.

NOTE: Mass edit is applied to all selected emails; if there is no active selection, it will be applied to all of them or to entire groups.

4. Quick filters

As the name suggests, these filters are applied quickly and easily to all the emails in your database, or to a selection/group you have already filtered.

With one click, you can segment by subscriber status: Active, Banned, Bounced, Inactive, Reported spam or Unsubscribed. Just select any of the filters and it will be applied immediately.

5. Export to CSV

This feature lets you export subscriber lists with custom options, extracting the contacts that match any filter or selected group (if there are no filters, the system will export all of them).

After clicking Export to CSV, a pop-up window opens where you select the fields to include in the exported file.

If you want to add a header row so you know what each exported column contains, tick Include headers.

Under Fields, select the fields you want to add to the file (you can use Select all; the list also includes group data and SMS and WhatsApp phone and status) and click Export to CSV to download it.

Once the file has been generated, a confirmation message is shown with a direct download link (click here to download it) in case the download doesn't start automatically.

You can also access this export from Others >> Exported files (this works as a history of previous exports), where you can Download or Delete each file. Please note that the system automatically removes these files after 7 days.

6. Results area

The results area has two tabs: Basic search and Advanced search.

6.1. Basic search

This tab offers the following search filters: Name, Email, Groups, Tags, Created at (where you can set a specific time period), SMS phone, SMS status (Active and Unsubscribed), WhatsApp phone and WhatsApp status.

It also includes the buttons to run the search and remove the selected filters: Search and Clean, respectively.

The results area shows these columns: ID, Name, Email, Status, SMS phone, SMS status, WhatsApp phone, WhatsApp status, Score, Created at, Updated at and Tags. There are also three action buttons: Show, Edit and Move to trash.

To change which columns are displayed, click the gear icon on the right of the table header. The Select columns window opens, where you can tick or untick columns (for example, address or city) and drag them to change their order. Click Apply to save your changes.

The information shown in the results area changes automatically according to the filters applied. At the bottom of the results area you'll find the numbered result pages, along with the navigation arrows.

If you have moved a subscriber to the trash, you can recover it with the red trash button in the top-right corner (View and restore deleted subscribers).

Subscribers remain in the trash until they are permanently deleted (section 3) or until the account is deleted.

6.2. Advanced search

In the Advanced search tab, the search area offers several conditions that can be combined to refine your search more precisely.

Conditions are organized in condition groups. At the top, you choose whether subscribers must meet all the groups or any of them (Match all or Match any of these condition groups) and, within each group, whether they must meet all or any of its conditions (Match all or Match any of these conditions in this group).

At first only one condition is shown, but you can add as many as you want by clicking +Add condition. You can also add condition groups with the +Add condition group button.

All search conditions follow the same structure: a main condition from one of the available sections: Subscriber, Campaign, General activity and SMS campaign; a secondary condition whose filtering options depend on the main condition selected; and a third value that depends on the secondary condition.

Because there are so many ways to refine your searches, here is an example to illustrate the filtering process: finding subscribers who have the Cliente tag and were created after 01/09/2026.

You can delete any search condition by clicking the red trash icon on the right. Once you have created the conditions you want, click Search to get the advanced search results, or click Clean to clear all the conditions.

The Add, Import, Mass edit, Quick filters and Export to CSV buttons, as well as the way data is displayed in the results area, work exactly the same as in the Basic search.