You can add recipients to a sequence in several ways within the Mixmax web app. You can add recipients to new sequences and sequences that already have recipients activated.
Step 1: Add recipients
You can add recipients to a sequence in the following ways:
Create a new sequence or open an existing sequence where you want to add recipients in the Sequences section of the Mixmax Dashboard, then go to the Recipients tab in the sequence editor and click Add Recipients.
You can also click Actions in the top-right corner of the sequence editor and select Add Recipients from the drop-down menu.
To add recipients to an existing sequence, click the Add Recipients button under the selected sequence in the Sequences section of your web app.
No matter which option you prefer, a modal window will open with several options for adding recipients.
You can add individual recipients by filling in the user information manually or importing one or several recipients using the following links above the list:
Salesforce: Add recipients from the Contacts/Leads/Opportunities/Reports list.
HubSpot: Click here to learn more about how to add HubSpot contacts to Mixmax Sequences.
CSV: Import a CSV list of users by clicking the CSV option, browsing for the file, or dragging and dropping the file into the modal window. To learn more, check out CSV best practices.
The email field is always required. When configuring stages, any other variables you add to the sequence will automatically be populated as columns in the Add Recipients modal window.
You can also add CC and BCC recipients for each person in your sequence using the CC and BCC fields:
Automatic detection: If your CSV has a column named CC or BCC, or the Salesforce records you import have a field with that name, Mixmax detects it automatically and fills in the CC or BCC field for each recipient. Capitalization doesn't matter, so cc or Bcc also works.
Manual matching: If the column or field has a different name (for example, Assistant Email), match it to CC or BCC when you match fields with Sequence variables in Step 2 below.
To learn more, see how to add unique CC/BCC for recipients in Sequences.
Step 2: Match CSV/Salesforce fields with Sequence Variables
Variables are a great way to personalize the email stages of your sequences. When you add recipients to a sequence from Salesforce or a CSV file, you will be prompted to match the field titles from your CSV or Salesforce with the variables used in the Sequence. To do it, on the left, under Uploaded fields, select a field title from the drop-down list to match each Sequence variable on the right.
Your CSV/Salesforce field titles don't have to match the variable names exactly. For example, it doesn't matter if your field title is 'Name,' 'name,' or 'FullName'; you can match it with the 'name' variable. Mixmax will use the data from the matched field to populate the corresponding variable in the email stages.
The field title will automatically match the corresponding variable when possible. Check the pre-matched field titles to ensure the mapping is correct.
See Variable mapping tips below for more details.
Once you finish matching the field titles with variables, click Confirm. The recipients from the CSV file will be added to the recipient list in the Add Recipients window.
Adding columns lets you create additional variables directly in the Add Recipients window. Click the plus sign (+) on the right to add a new variable. Any variable not used in your sequence content (i.e., not used in any stage body) will not impact your sequence. Depending on your sequence settings, you might see some recipients removed automatically. The following notice will appear if that happens:
If you add recipients by uploading a CSV file, include each variable as a column and each recipient as a row. You can enter the associated value for each variable and each recipient in your CSV file, and the variables will be automatically resolved for each recipient.
To learn more, see how recipients exit Sequences.
You can preview how the variables resolve when you review and personalize the email stages for the recipients.
Variable mapping tips
Here are some tips for mapping CSV/Salesforce field titles with Sequence variables:
When matching field titles to Sequence variables, match all uploaded fields to avoid losing recipients' data. If you leave a field unmatched, you will see the following notification:
When importing recipients from a CSV file, review it before importing to avoid missing field titles. If a field has no title, the data in that field will not be used to populate any variables.
When adding recipients from a CSV file, please note that the field titled "email" must contain recipients' emails. If you change this field title, your CSV import will fail. For more details, see CSV Best Practices.
Only match the "email" field title to the Email variable. If you match a different field title to the Email variable, Mixmax won't be able to detect emails and add recipients:
Step 3: Activating recipients
To send sequence stages to added recipients, click Activate Recipients in the bottom right corner of the modal window. You will be prompted to select when you want to start sending the first stage of the sequence to your recipients.
There are three options:
As soon as possible - this is the default option and the only one available if your sequence starts with a task stage.
With AI Smart Send - send the stage at an AI-determined send time.
At a custom start time - you will be prompted to select the date/time manually.
Click Confirm and Activate after you select when to activate your recipients.
If you leave some variables empty, you will get an alert prompting you to fill in the missing data:
Personalizing stages for each recipient
To make your sequences even more impressive, you can personalize sequence stages for each recipient or for all the added recipients at once.
To review and personalize automated emails for recipients before activating them in the sequence, click Review & Personalize in the bottom right corner of the modal window.
In the Review & Personalize window, select All recipients to personalize stages for all added users, or click an individual email in the left column to personalize stages for the selected recipient only.
Individual personalization will override the changes you make to all recipients. For example, if you personalize content for a single recipient first and then make another edit that applies to All Recipients, that later update will not apply to the recipient who already has an individual personalization.
Next, click the stage you want to personalize and edit the send time, email content, or stage settings as needed (click the gear icon to expand the Settings tab on the right).
You can personalize only the automated email stages of your sequence. You can't personalize Task stages this way. For more details, see how to personalize sequences.
On the Review & Personalize page, you can preview how variables resolve for each recipient. Each variable will be replaced with recipient data so you can see how the content will look in the actual email once it is sent.
Click Confirm & Activate, and it's done!
FAQ
Why do I see an email authentication warning when I activate recipients?
Before your sequence starts sending, Mixmax checks your sending domain's email authentication records (SPF, DKIM, and DMARC). If a record is missing or can't be confirmed, you'll see a warning when you click Confirm and Activate, whether you activate from Step 3 or from the Review & Personalize page.
From the warning, you can forward setup instructions to your IT team, verify your DKIM setup, or activate anyway. To learn more, see Optimizing email deliverability.