Importing your recipient lists

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It is possible to import recipient data into our system. Before you take this step, please read our anti-spam guidelines.
Please note that imported data may have to be verified by CleverReach first.

Three ways to import addresses manually:

  1. Import your recipient data in CSV, XLS, XLSX or TXT format. We recommend using the CSV format. Duplicates or incorrect addresses are automatically filtered out. Ideally, you should always use UTF-8 (for CSV or TXT format) to encode your import files so that umlauts and special characters are imported correctly. If you manage the files in Excel, make sure that you do not use any breaks in the names in the respective column header.

  2. Paste recipient data under Copy

  3. Automatic import at a regular time via URL or FTP import

Creating lists

First create a corresponding recipient list in your account. You can manage your lists under Recipients and create new lists there.

In principle, new lists initially only contain the Email field. Of course, you can also create additional fields for your list if required. You can find more information in our article Using custom data fields in recipient lists.

Perform import

  1. Click on Add data within the list.

  2. Under Upload file, select the file with your customer data. 


  3. The data field assignment is now displayed.

    On this page, you determine how the data in your import file should be linked to the fields in the CleverReach list. The available fields in your list are on the left-hand side. To the right, you can select the columns from your import file via a drop-down menu. Importing the email address is mandatory, all other data (such as first name or surname) is optional.
    If no fields are displayed in the left-hand area, these must still be created (further information can be found here).

    If your file does not contain any data for the content of a field, you can store an alternative value that is added for each recipient.

  4. You can import additional data via the Signup information and Order information sections.

    Under Login information, you can import your own date information, e.g. your own registration or activation data. If nothing is selected here (recommended), the current date is always imported. If you import your own date information, make sure that you import both a registration date and an activation date, otherwise the recipients will be imported as inactive. If the data field assignment is not displayed at all, your import file probably only contains email addresses and this step will be skipped.

  5. You can now decide how the data to be imported should be handled. Choose between the following options:

    Design Design and general settings of the form (colors of background, font, header, button, etc.)
    Add New data is added. If a data record already exists, it will not be changed.
    Update & Add New data is added and existing data is updated. Deactivated (temporarily deregistered) recipients remain inactive. However, duplicate filtering takes place, an existing data record is only updated with the first data record found, further duplicates are ignored.
    Deactivate The data records are deactivated. Non-existent data records are imported as inactive recipients.
    Replace All existing data records are first deleted completely and all data records in the new list are added. Please note that all information (clicks / openings / unsubscribes) of all recipients will be lost.
    Delete All data records in the import file are removed from the recipient list. All information according to your import file will be lost, including information on openings, clicks, unsubscribes, etc.

Further information

  • If the Replace, Delete and Deactivate functions are not available, your list is protected. To do this, click on Settings > General within the list and switch off the delete protection.
  • For security reasons, the Replace, Delete and Deactivate functions are generally not available if a mailing has been sent to the list within the last 3 days.
  • If umlauts or special characters are not imported correctly, there is a coding problem with your import file. Make sure that it is encoded in UTF-8 (CSV and TXT format).
  • As soon as a tariff has been booked, you can use this function.
  • If there are problems with the display, deactivate the CSS and/or Java Script functions under Source code/distribution. In some cases, the styles of the website can overwrite the styles of the form.
  • When importing numerical values, please import them without a thousands separator, as otherwise the segmentation may not work correctly. For example 1003.16 instead of 1,003.16

Help & Support

If you have any questions or need assistance, please contact our service team. They’ll be there for you.