Organising Contact List WIX is crucial to running effective email marketing and communication campaigns. Without a well-structured database of your customers, prospects, subscribers, and other audiences, you can’t personalize messages or analyze engagement properly. Manually updating spreadsheets and lists becomes extremely tedious over time as well. That’s why maximizing the built-in CRM and contact management tools within your Wix dashboard is essential.
As a business owner, it’s important to know how to organise a contact list on your WIX website. It could be tempting to think of this as a potentially difficult task, but WIX makes it very easy, allowing users with very little technical knowledge to organise their contact list.
Whether you need to change the name of a contact, an email address, or even a contact’s subscription status, it is all very simple. You can even start to filter your contact list by using labels on your site.
There’s no excuse for failing to keep your mailing list in order with WIX.
Our videos and written guides explain how to perform changes within a contact list on your WIX website.
With WIX it is very easy to edit the details of your contacts. This could be because they’ve changed the way they interact with the site, have now bought a product after being signed up to the newsletter or have unsubscribed from the site.
In any case, it’s vital to keep your WIX mailing list up to date. This impacts both the success of your email campaigns, and your GDPR compliance.
Watch the following video tutorial below to learn exactly how to do this.
Table of Contents
Organising Contact List WIX: Step-by-step Guide
1. Access Your Contact List in WIX
Accessing your contact list is simple. Every template that offers one of the services mentioned above has a contact list. If a template doesn’t have any of the features mentioned above, it is simple to add one of the services to your site.
You can view and select your contacts under the Contact List tab. Image credit: IX
This then makes an automatic contact list on your WIX site.
To access simply go to your WIX dashboard, then head to the ‘Contacts and CRM’, then contact list. It will then show all of the contacts attached to your site. From this dashboard you can edit the users name, email, phone, address and also their subscription status.
If you don’t have any contacts on your site as of yet, you can easily import contacts using your email account such as Gmail and Outlook using a CSV file. This file imports your email contacts.
2. setting up contact list infrastructure in Wix:
1. Accessing the Contact List:
Wix Editor:
Click “Manage” in the top menu bar.
Select “Contacts” from the dropdown menu.
Wix Dashboard:
Click on “Contacts” in the left-hand navigation menu.
2. Creating a Contact List Database:
Wix automatically creates a default contact list when you start using features that collect contact information (e.g., forms, subscriptions). No manual setup is required.
You can create additional lists for specific purposes (e.g., VIP customers, event attendees) by clicking the “+ New List” button.
3. Customizing Contact Fields:
Add or remove fields to collect relevant information (e.g., phone number, address, preferences).
Click the “Customize” button in the top right corner of the contact list.
Drag and drop fields to rearrange their order or click the “+ Add Field” button to create new ones.
4. Setting Permissions:
Owner Permissions:
Full access to manage contacts, settings, and permissions.
Member Permissions:
Customize permissions for different user roles:
Can View Contacts: View contact details but cannot edit or delete.
Can Edit Contacts: Edit contact information but cannot delete.
Can Manage Contacts: Full access to manage contacts, including deleting them.
Setting Permissions:
Click the “Manage Permissions” button in the top right corner of the contact list.
Assign permissions to specific users or user groups.
Additional Tips:
Import Contacts: Add contacts in bulk by importing a CSV file.
Export Contacts: Download contact information as a CSV file for backup or external use.
Integrate with Wix Apps: Connect your contact list with other Wix features like email marketing, booking systems, and online stores for seamless workflows.
Ensure GDPR Compliance: If you collect contacts from EU residents, make sure your practices align with GDPR regulations.
3. Editing Your Contacts in WIX Using Labels
The first step to click on the contact list panel. This will open a right hand sidebar on the page with all the contacts information within it. The information displayed will be the name of the contact, their provided contact information as well as any labels and attachments attached to this certain contact.
To edit any of this information, you will either see a blue edit button or a blue add button. You can also find any tasks, notes and chats attached to the contact.
Labels allow users to be divided within the database of contacts. For instance you can have a label for all of your subscribers and then a label for all of your customers who have bought a product.
This can also help when sending emails, as you can then choose a label to send certain types of emails such as marketing. Attachments are any type of file that need to be sent to a contact via email.
Editing a contact in WIX is incredibly straightforward. Image credit: WIX
Notes and tasks are great as you can set a task for yourself to do with this certain contact. It could be a reminder to send information to a contact or to add another product to their order as a gesture of goodwill.
Notes also allow you to keep a note about any boundaries or problems that may face that contact. For example, a note could be, ‘Contact using phones ONLY during 9-5, Monday to Friday and email every other time.’
It could also be a place to keep a note of any customer allergies if you sell food. This is especially helpful if you use a subscription-based model, with different recipes or items each month.
4. Organising Your Contact List in WIX
One of the easiest ways to organise your contact list on your site is to use labels. When on the dashboard of all your contacts you will see many features. This includes the customer information talked about above.
When you click on a contact, a toolbar will appear. This will include all the information about the individual, any notes on the contact and any inbox messages they have sent to your site.
To divide a large contact list, in the right sidebar you will find a feature named labels. You can use this feature to easily divide up contacts. This is only ideal for new contacts and can be quite time consuming to add a label to every contact on your site individually.
Therefore there is a small trick to make this quicker. This trick involves exporting all the contacts and re-uploading every contact to your site.
Select ‘All Contacts’. Image credit: WIX
It is very easy to complete this process. Firstly export your contacts. You can do this from the ‘more actions’ drop-down at the top of the contact list. To access your contact list, go to your dashboard then contacts & CRM then contact list.
5. How to Export and Import your Contacts in WIX
Exporting your contacts is very easy. You will need to export them to a CSV file. This is essentially a spreadsheet format, with all of the other elements, like fonts and colours removed, leaving the raw data.
Here are the steps for exporting your WIX contacts:
Access the WIX Dashboard,
Select Contacts & CRM,
Select Contact List,
Click on More Actions,
Hit Export Contacts.
Luckily enough you only have the choice of a CSV file. Simply go to the export contacts and a window will appear. Select ‘By Label’ and the most appropriate CSV file for you.
There are three options to choose from. For the purpose of the tutorial, ‘A regular CSV’ file is the best option. This file will then download to your computer and then open the file in Microsoft Excel.
The next step to editing your contact list is to save the list as a CSV file. Name appropriately and this will be the label within your WIX dashboard. For example the first list could be called ‘Import1’.
This would be every contact within your list who was added to your dashboard before a certain date. This would mean you would also have at least one other file named appropriately for after that date.
Just edit the spreadsheet to your needs, save the document and then re-edit the excel using step backwards to see all the contacts again. Repeat the steps over again for each label.
Once all the CSV files have been organised to your needs and named appropriately, you will then need to import each CSV file back into your contacts on WIX.
To import your new CSV file:
Select More Actions in your Contacts List,
Choose Import Contacts,
Select CSV File,
Select the correct file in the dialogue box which appears,
Hit Import.
One tip would be to create a specific label for a certain contact group that you would like to send emails to. For instance people who subscribe to your newsletter.
This would mean everyone subscribed will get the newsletter and no mistakes will be made and a newsletter email will be sent to an unsubscribed user. This would have potential to break internet and privacy laws such as GDPR.
6. Changing the Subscription Status of a Contact in WIX
These days, many sites have a subscription-based model to sell products and services on their site. This allows users to sign up to the likes of newsletters and to receive other email material such as promotions.
It is now law that a user has to tick a box themselves to sign up to the likes of email newsletters and promotional material, whereas before the box would’ve already been ticked and many users wouldn’t see the ticked box then become bombarded with email.
Below in the video it will give a detailed outline of the process when changing a user’s subscription status. This could be when a user feels the need to now opt-out from receiving certain types of emails.
To change a subscriber’s status, you need to access your contacts dashboard. This is outlined above within the ‘organising your contact list’ section. When on your contacts, specifically click on a contact and then click edit. It is on the right hand side toolbar.
A new window will appear showing their name, email and other details. Under the email there is a drop-down.
This drop-down is how a subscriber’s status can be changed. There are three different types of statuses available. These are subscribed, not subscribed and subscription not set. Subscribers who have a ‘not set’ status will receive a limited amount of emails, unlike when subscribed.
This email could be shipping notification updates and maybe the odd ‘Sign-up to our newsletter’. You can’t send marketing emails without the recipients explicit consent.
Follow these steps to change the status of a WIX subscriber:
Access Contacts & CRM,
Select Contact List,
Click on a contact and hit Edit,
Select Email,
Click on Set Subscription.
Repeat this process over again for other contacts.
streamlining data entry and effortlessly capturing new contacts in Wix:
1. Tailoring Contact Fields for Your Unique Needs:
Access Customization: Click “Manage” or “Contacts” in the Wix dashboard, then “Customize” in the top right corner of the list.
Create Relevant Fields: Add fields that align with your goals, such as:
Phone numbers
Addresses
Company names
Job titles
Interests
Preferences
Custom fields for specific data (e.g., product feedback, event registration details)
Rearrange for Efficiency: Drag and drop fields to create a logical structure that matches your workflow.
2. Building Forms for Seamless Data Capture:
Wix Form Builder: Create forms to collect contact information effortlessly:
Access it from “Add” > “Contact” > “Form” or directly from the “Forms” section in your dashboard.
Choose a template or start from scratch.
Add fields that match your custom contact fields for seamless integration.
Design the form for a visually appealing and user-friendly experience.
Form Placement: Strategically embed forms on relevant pages or popups to maximize conversions.
3. Capturing Contacts Effortlessly Through Integrations:
Wix Bookings: Automatically add clients as contacts when they book appointments or classes.
Wix Stores: Capture customer information during checkout for seamless post-purchase communication.
Third-Party Integrations: Connect Wix with other tools like Zapier or Integromat to automatically sync contacts from various sources (e.g., CRM, social media, events).
4. Automating Workflows for Effortless Contact Management:
Wix Automations: Set up workflows to automate tasks and save time:
Automatically add tags or move contacts to specific segments based on form submissions or other triggers.
Send personalized welcome emails or follow-up messages based on actions or contact information.
Assign tasks to team members when new contacts are added.
Additional Tips:
Import Contacts: Easily add contacts in bulk by importing CSV files.
Export Contacts: Download contact information as a CSV file for backup or integration with other tools.
Regular Review and Maintenance: Ensure data accuracy and relevance by regularly reviewing and updating contact information.
Data Privacy Compliance: Adhere to data privacy regulations (e.g., GDPR, CCPA) by obtaining consent and providing clear information about data usage.
Automating Your Wix Contact List: Effortless Updates, Seamless Connections
Say goodbye to manual data entry and hello to a smoother, more efficient contact list with Wix’s built-in automation tools and powerful integrations. In this guide, we’ll explore various ways to automate list updates and make managing your contacts a breeze:
1. Connecting Web Forms for Automatic Adding:
Ditch manual list additions! Connect your Wix forms directly to your contact list. Every time someone submits a form, their information is automatically added as a new contact.
Access “Manage” or “Contacts” in your Wix dashboard, then “Settings” in the top right corner.
Under “Connect Forms,” choose the relevant form and select the corresponding fields to map to your contact list.
Now, your web form acts as a magical gateway, effortlessly feeding new contacts into your list.
2. Integrating with CRM and Email Services for Seamless Syncing:
Elevate your data flow by connecting Wix with popular CRM or email marketing platforms like Salesforce, Mailchimp, or Constant Contact.
Access “Apps” from your Wix dashboard and browse available integrations.
Choose your preferred service and follow the setup instructions. This often involves connecting accounts and specifying which data fields should be synced.
Now, updates in one platform seamlessly reflect in the other. New contacts from Wix forms automatically show up in your CRM, and updates made in your email service sync back to your Wix list.
3. Triggering Automated Workflows for Dynamic Management:
Level up your automation game with Wix Automations. This powerful tool allows you to set up workflows triggered by specific events (e.g., new contact added, form submission, contact updated).
Create custom workflows to automatically:
Tag new contacts based on their information (e.g., location, interests).
Move contacts between segments based on specific criteria.
Send personalized welcome emails or follow-up messages based on their actions.
Notify team members about new leads or updates.
4. Additional Automation Magic:
Zapier and Integromat: Explore these third-party platforms to bridge the gap between Wix and even more tools. Connect with social media platforms, event registration services, or payment gateways to further automate data flow.
Bulk Actions: Save time by applying actions like adding tags, assigning segments, or sending emails to multiple contacts at once.
Benefits of Automation:
Reduce Manual Work: Free yourself from tedious data entry and focus on strategic tasks.
Data Accuracy: Eliminates human error and ensures consistent information across platforms.
Personalisation: Triggered workflows allow for automated, personalized interactions with your contacts.
Improved Efficiency: Streamlines your contact management process and saves valuable time.
Best Practices: Keeping Your Wix Contact List Clean and Effective
A clean contact list is fundamental for successful email marketing, increased engagement, and better compliance. Here’s how to achieve that effectively within Wix:
Regularly Remove Inactive Contacts Regularly identify and remove subscribers who haven’t engaged with your emails in over six months. This helps improve email deliverability rates and engagement metrics.
Segment Contacts Strategically Use Wix labels effectively to categorise subscribers based on their interests, purchasing behaviours, or engagement frequency. Accurate segmentation enables targeted and personalised email campaigns, improving conversion rates.
Manage Duplicate Entries Periodically export and review your Wix mailing list in a spreadsheet to identify and merge duplicate contacts. Keeping your list streamlined reduces confusion and maintains professionalism.
How to Grow Your Wix Email Subscribers Naturally
Growing your Wix subscriber list organically leads to higher engagement and customer retention. Follow these steps to ethically build your list:
Use Engaging Subscription Forms Embed visually appealing and clear subscription forms across your Wix site. Make them easily accessible on high-traffic pages or through strategic pop-ups that appear at optimal times without disrupting user experience.
Offer Valuable Content (Lead Magnets) Provide downloadable resources such as guides, eBooks, or exclusive discounts in exchange for user emails. Wix allows you to easily deliver these resources automatically after sign-up via automations.
Optimise Your Wix Blog and Content Encourage subscriptions through engaging blog posts and informative pages that invite users to subscribe for more high-quality content regularly delivered directly to their inbox.
Is It Ever a Good Idea to Buy an Email List?
Growing an email list organically is typically the recommended approach, but many businesses also consider purchasing email lists to accelerate their marketing outreach. If you’re exploring this option, it’s important to understand both the potential benefits and challenges clearly:
Potential Benefits of Buying an Email List:
Immediate Audience Growth: Purchasing a quality email list from reputable sources can significantly expand your reach quickly, potentially connecting you with new leads and prospects instantly.
Targeted Demographics: Reliable providers often offer highly targeted lists segmented by industry, job roles, geographical location, and interests, helping you reach your ideal audience effectively.
Cost and Time Efficiency: For businesses seeking rapid results or entering new markets, buying a carefully curated email list can save substantial time and resources compared to building a list from scratch.
What to Check Before You Buy Your List:
To ensure the effectiveness and compliance of a purchased list, here’s what you should verify first:
Compliance & GDPR Readiness: Ensure the provider clearly demonstrates GDPR compliance and that recipients have given consent to be contacted by third-party marketers. This reduces the risk of legal complications and potential fines.
Quality & Freshness of Data: High-quality providers ensure regular list updates, removing outdated contacts, which helps maintain high deliverability and engagement rates.
Reputation & Reviews: Research independent customer reviews, case studies, and testimonials about the email list provider. Positive feedback from other businesses indicates reliability and performance.
Targeting & Relevance: Clarify the exact demographics, interests, and industries included in the email list. The more targeted and relevant the contacts, the better your engagement results will be.
Maximising Your ROI from Purchased Lists:
If you choose to buy email list, combining this approach with your Wix email marketing tools can yield excellent results. Consider these best practices:
Run an initial introductory campaign, clearly explaining how and why you’re contacting recipients, offering immediate value.
Integrate purchased contacts seamlessly into Wix CRM to manage interactions and track engagement closely.
Gradually move engaged contacts into your primary Wix mailing list, ensuring ongoing campaigns remain effective and targeted.
In summary, purchasing email lists can work well when sourced responsibly and combined with thoughtful, compliant email marketing strategies.
Integrating Wix Contacts with External CRM Platforms
One significant advantage of Wix contact management is the ease of integration with external CRM and email marketing platforms, enhancing efficiency and expanding your marketing capabilities:
Wix Automations and Constant Contact Integration Integrate your Wix contact lists seamlessly with Constant Contact through Wix Automations, streamlining your email marketing workflows and improving audience segmentation capabilities.
Google Contacts Integration Automatically sync Wix contacts with your Google Contacts to centralise customer data management, simplify follow-ups, and keep your data consistent across platforms.
Quick Steps to Integrate:
Log into Wix Dashboard > Go to “Apps”.
Select your desired integration (Constant Contact or Google Contacts).
Follow the prompts to securely link your accounts.
Choose data sync options to match your contact fields accurately.
Integration ensures your Wix mailing list stays updated, organised, and highly actionable.
GDPR Compliance: Protecting Your Wix Mailing List
Maintaining GDPR compliance is mandatory if your Wix website collects data from EU residents. Wix provides tools and strategies to manage compliance effectively:
Explicit Consent Always obtain clear consent from users for marketing emails by incorporating unchecked opt-in boxes and transparent messaging on forms created in Wix.
Easy Unsubscribe Options Ensure each email sent via Wix contains a clearly visible unsubscribe link, enabling subscribers to opt-out effortlessly—mandatory under GDPR.
Regular Compliance Audits Perform routine audits of your contact list, consent forms, and privacy practices using Wix’s built-in GDPR tools. Documenting these processes safeguards your business against compliance issues.
Example Compliance Statement (useful for Wix site footer):
“We respect your privacy and protect your data in compliance with GDPR. You can unsubscribe anytime directly via our emails or by contacting us.”
Future-Proofing Your Wix Contact List
Adopting future-focused strategies ensures your Wix contact list remains effective long-term:
Advanced Automation with Wix Utilise Wix’s evolving automation tools to handle repetitive tasks like updating subscriber status, segmenting contacts based on behaviour, and sending timely emails.
Predictive Analytics & Insights Integrate Wix Analytics to understand audience behaviour better, predict trends, and refine your email marketing strategies accordingly.
Mobile-Friendly Subscriber Management Regularly review your contact forms and subscription methods to ensure they’re fully responsive and mobile-friendly, aligning with user habits increasingly shifting towards mobile browsing.
By actively planning and implementing future-oriented practices, your Wix contact management stays relevant, efficient, and resilient.
FAQ: Your Wix Contact List Backup and Export Questions Answered
Q: How often should I export my contact list?
A: It depends on the frequency of updates and your risk tolerance. Weekly or monthly exports are recommended for most businesses, while daily exports might be necessary for highly dynamic lists.
Q: What happens to my exported contacts if I delete them from Wix?
A: Deleted contacts are not included in subsequent exports. They are permanently removed from your Wix list unless restored from a backup.
Q: Can I import back the exported contact list to Wix?
A: Yes, you can import downloaded CSV files back into your Wix contact list. Ensure the format matches and required fields are included for a successful import.
Q: What are the limitations of Wix’s automatic backups?
A: Automatic backups might not be readily accessible to you, and may have restore limitations. Having your own manual backups provides you with direct control and faster access.
Q: Are there any security risks associated with exporting my contact list?
A: Ensure to store your exported files securely and avoid sharing them with unauthorized personnel. Implement strong password protection and data encryption when using cloud storage.
Safeguarding Your Wix Contact List for Lasting Success
Your Wix contact list isn’t just a directory of names and emails; it’s the lifeblood of your online presence. Implementing consistent export and backup routines guarantees peace of mind knowing your valuable data is protected and readily accessible. By understanding the capabilities and limitations of these features, you can establish a robust protection plan tailored to your needs.
Remember, proactive safeguarding measures are the shield against unforeseen glitches and gremlins, ensuring your contact list remains the vibrant hub of connections that fuels your digital journey.
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