How to Send Bulk SMS and Emails in the CRM

Welcome! In this guide, you’ll learn how to quickly find leads, filter your audience, and send bulk messages using SMS or email in the CRM. Let’s dive in! 

Pro tip: Check out our How to Create Snippets tutorial to learn all about creating message templates. These are great for bulk messaging ?

Access Contacts

1. Log in to your CRM account and navigate to the Contacts section from your main dashboard.
   
   
   
   

Filter Your Audience

1. Quick Search – If you’re looking for a specific lead or group with a particular tag, name, or phone number, use the Quick Search feature at the top.
   
   
   

2. Advanced Filtering – For more detailed targeting, click on More Filters.
   
   

   • Using Filters: Use the Search Filters box in the Filters pop-up to quickly locate the filter options you need.
     
     
   • Example: To find leads in the Main Lead Pipeline, type "Pipeline" in the search bar, select Pipeline Stage, and set your preferred criteria.
     
     
   • Exclude Opted-Out Contacts: To ensure you’re not messaging leads who have opted out, add an extra filter by clicking +AND.
     

     
     

     • Then, type "DND" in the search.
       
       
     • Select DND Enabled for SMS (for SMS) or DND Enabled for Email (for Email) and set it to is not enabled.
       
       

3. Apply Filters – Click Save at the bottom of the filter pop-up, then close it by clicking the "X".

Select Leads for Bulk Messaging

1. Once your filters are set, select the checkmark box at the top to choose all leads on the page.
   
   
2. Multiple Pages – If you have multiple pages of leads, click Select all [number] records to include everyone who matches your filters.

Choose Bulk SMS or Email

1. Select Your Action – Look for the Send SMS or Send Email icon in the toolbar to begin your bulk message.
   
   
2. Confirm by clicking Ok, proceed in the pop up window.
   

Draft or Insert a Template Message

1. New Message – Use the text box to draft a fresh message.
   
   
2. Template Option – Click the SMS Templates or Email Templates dropdown to choose a saved snippet if you already have one created.
   

   
   

   • Example: We'll choose SMS Follow Up 1.1: Scheduling 
     
     

3. Finalize Your Message - You'll template will populate in the text field for additional revision, if needed.

Configure Drip Mode (Recommended for Large Text Batches)

Important: If sending to more than 25 leads at once, we recommend using drip mode to manage delivery and avoid potential carrier restrictions.

1. Enable Drip Mode – Select the option Send in drip mode to access new fields.
   
   
2. Action Title – Name this bulk action for easy tracking (this field is required).
   
   
3. Schedule – Set the date and time for the first set of messages using Start On.
   
   
4. Batch Quantity – Decide how many messages to send in each batch (e.g., 25 messages or so per batch if you have more than 25 recipients).
   
   
5. Frequency – Set a delay between batches with Repeat after (e.g., 1 day or 4 hours).
   
   
6. Days – Choose your preferred sending days (e.g., uncheck Saturday and Sunday).
   
   
7. Time Range – Select a Start From and End At time range to control when the messages send. We suggest setting this within business hours for optimal engagement.
   

Send Your Message

1. Once all settings are configured, click Send SMS (or Send Email).
2. Done! Your bulk message will begin sending according to your drip settings.
   
   You’ve successfully sent a bulk SMS/email campaign ? Remember to check your message stats to ensure everything went smoothly and reach out if you have any questions.
   
   
   
   

Troubleshooting: Check Bulk Action Statuses

1. To review your message stats, go to Bulk Actions at the top of the Contacts page.
   
   
2. View Stats – Click Show Stats for success and error rates.
   
   
3. Error Details – If there are errors, click the number under “Errors” to see details (e.g., invalid numbers or DND settings).
   

And that’s it! You’re ready to connect with your leads through bulk messaging in the CRM. See you in the next tutorial!