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Adding recipients to a Sequence in the Mixmax web application
Adding recipients to a Sequence in the Mixmax web application

This article will teach you how to add recipients to sequences from the Mixmax web app.

Updated over a week ago

Sequences are available on the Mixmax Small Business plan and above. Check out our pricing page for more information.

There are several ways to add recipients to a sequence 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 web app, then go to the Recipients tab in the sequence editor and click Add Recipients.

Adding recipients

  • You can also click Actions in the top right corner of the sequence editor and select Add recipients from the drop-down menu.

Activating via Actions
  • If you want to add recipients to an existing sequence, you can simply click the Add Recipients button under the selected sequence in the Sequences section of your web app.

Adding recipients

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 in Salesforce.

  • HubSpot: Click here to learn more about how to add HubSpot contacts to Mixmax Sequences.

  • CSV: You can import a CSV list of users by clicking the CSV option and browsing for the file or simply 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, other variables you add to the sequence will be automatically populated as columns in the Add Recipients modal window.

CC and BCC recipients can also be added to the sequence using the field CC or BCC. If the fields in Salesforce/CSV are named exactly CC or BCC and are part of the contact’s properties category, they are automatically detected when adding contacts to sequences.

Step 2: Match CSV/Salesforce fields with Sequence Variables

Using variables is 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 names of the variables 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.

Matching fields with variables

The field title will be automatically matched to the corresponding variable when possible. Check the pre-matched field titles to ensure the mapping is correct.

See Variables 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 list of recipients in the Add Recipients window.

Adding respective columns allows you to 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 the settings of your sequence, you might see some recipients removed automatically. The following notice will appear if that happens:

Recipients removed

If you choose to add recipients by uploading a CSV list, please add each variable as a column and each recipient as a row in the file. 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.

You can preview how the variables resolve when you Review & Personalize email stages for the recipients.

Variables mapping tips

Here are some tips for mapping CSV/Salesforce field titles with Sequence variables:

  • When you match the field titles to Sequence variables, ensure you do it for all uploaded fields to avoid losing recipients' data. If you leave a field unmatched, you will see the following notification:

  • When importing recipients as a CSV file, review your file before importing it to avoid missing field titles. If there is no field title, the data from this field will not be used to populate any variables.

Missing field titles
  • 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.

Failed to import contacts
  • 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:

  1. As soon as possible - this is the default option and the only one available if your sequence starts with a task stage).

  2. With AI Smart Send - send the stage at an AI-determined send time).

  3. At a custom start time - you will be prompted to select the date/time manually).

Activating recipients

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:

Fixing a variable

Personalizing stages for each recipient

To make your sequences even more impressive, you can personalize sequence stages for each individual 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.

Personalize recipients

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 do it for the selected recipient only.

Individual personalizations 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, this later update for all recipients 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).

Review and personalize

You can personalize only the automated email stages of your sequence. The Task stages can not be personalized this way. For more details, see how to personalize sequences.

On the Review & Personalize page, you can preview how variables resolve for each individual 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!

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