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Lists & import

A list is a batch of contacts your agent will write to first. You fill it by importing a file, or through the API. The campaign then takes over: first messages leave at the engine’s pace, and replies land in Conversations.

Import a list

Section titled “Import a list”
  1. Open Lists and click Import New List.
  2. Upload: drop a CSV or Excel file (.xlsx), or paste a Google Sheets link. A Google Sheet must be shared as “Anyone with the link” with viewer access.
  3. Columns: say what each column is. WhatSetter detects most of them. Phone Number is the only required field.
  4. Countries: check the countries detected from the numbers. Click Exclude on a country to drop its contacts.
  5. Details: name the list and review what was kept and what was rejected.
  6. Confirm: check the preview, tick the consent box and click Start Import.

Each plan caps the number of contacts per list. The wizard shows the limit and stops before you go over it.

What each column becomes

Section titled “What each column becomes”
Field What it is for
Name Recommended. Used to personalise messages and in reports.
Phone Number Required. Any format: numbers are normalised automatically.
Email Optional. Stored for reference.
LinkedIn Optional. The profile URL.
Custom Variable Any other column you want to use in the first message. Give it a short name (company, city, product).
Ignore The column is skipped.

Rows that are left out

Section titled “Rows that are left out”

The Details step lists every rejected row and why:

Reason Meaning
Missing phone number The phone cell is empty.
Phone format not recognized The value is not a phone number.
Duplicate of an earlier row The same number appears twice in the file. Only the first row is kept.
Country excluded by you The number belongs to a country you excluded.

Click Download rejected rows (CSV) to fix those rows and import them again.

Numbers are not checked against WhatsApp at import time, but at send time. In the list, each contact shows On WhatsApp, Not on WhatsApp or Checked at send. The valid count can go down while the campaign runs: that is normal.

Use your columns in the first message

Section titled “Use your columns in the first message”

Every column marked Custom Variable becomes a per-lead variable. In the prompt editor, the Per lead group of the variables panel lists them. Insert {{lead:company}} in the first message and the agent fills it with that lead’s value when the message leaves.

  • The variable works in the first message only. Replies use the conversation, not the list.
  • If the value is empty for a lead, the agent is told it is missing and never invents one.
  • Keys are matched loosely: Ville du client, ville_du_client and VILLE-DU-CLIENT are the same variable.

Hand the list to an agent

Section titled “Hand the list to an agent”
  1. Open the list. Its status reads Ready to send.
  2. Click Configure & Launch.
  3. Select Agents: pick one or more campaigns with a connected WhatsApp number. Several agents share the list and rotate, which raises the daily capacity.
  4. Volume & Schedule: set the daily target, the sending windows, the active days and the timezone. Turn on Warmup for a new number: the volume climbs gradually over several days.
  5. Review & Launch: check the recap and click Launch.

The list moves to Sending. First messages leave progressively, with random delays, never in bursts. You can Pause and Resume at any time from the list. Once every contact has been reached, the list reads Completed.

Already-contacted leads leave the queue

Section titled “Already-contacted leads leave the queue”

An agent never sends a first message twice to the same person. Before launch, the list shows those contacts under the Already Contacted tab, with the chip Already contacted. At launch, they leave the queue and never use a send. The launch confirmation tells you how many were taken out.

Want to write again to people this agent already contacted? In the launch wizard, turn on Re-contact already-messaged leads. Only people who never replied are re-contacted. Anyone who already answered is skipped.

Follow a list

Section titled “Follow a list”

The list page has six tabs: To Contact, All Leads, Sent, Replied, Excluded and Already Contacted. Export downloads the contacts as CSV. Delete List removes the list and its sending schedule. This cannot be undone.

Who can import

Section titled “Who can import”

Importing and deleting lists requires the Manage lists permission. See Team & roles.

Section titled “Related”