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Explore contact management in the People section: view, organize, move them to sequences and lists, import/export, and associate accounts seamlessly.
39 articles

Contact statuses

Contact statuses show what's happening with a contact in a sequence. Reply updates them automatically based on contact activity, but you can also change some statuses manually. The table below gives a quick overview of each status. Scroll down to learn when each status is assigned and how to manage it. | Status | What it means | | --- | --- | | Active | The contact is being actively processed in a sequence. | | Paused | Processing is temporarily stopped. | | Missing data | Required contact information is missing. | | Bounced | An email sent to the contact was returned as undelivered. | | Out of office | Reply detected an out-of-office response. | | Finished | The contact replied in a sequence or completed all sequence steps. | | Contacted | The contact has received at least one email in the sequence. | | Opted out | The contact has been marked as opted out and can't be added to another sequence. | | Replied | The contact replied to an email, LinkedIn message, or SMS in the sequence. | | Opened | The contact opened an email. | | Clicked | The contact clicked a link in an email. | | Auto-replied | Reply detected an automatic reply. | | To call | The contact reached a call step in a sequence. | | Called | A call was completed or logged. | | Meeting booked | A meeting was booked through a connected calendar or logged manually. | 👉 See the People tab overview to learn how to change a contact's status. 💡 You can only change statuses for contacts in sequences you own, even if you have permission to manage team contacts. The only exceptions are Finished and Opted out statuses, which you can also assign to contacts in sequences owned by other team members. Active A contact has the Active status when they're enrolled in an active sequence. They can receive sequence steps, and Reply can track their replies once they've received at least one email in that sequence. You can manually change this status to Paused, Finished, Out of office, or Opted out. You can also change it to Bounced or Replied, but only if the contact has received at least one email in the current sequence. Paused You can use the Paused status when you want to temporarily stop communication with a contact. Reply stops sending sequence emails to contacts with this status. You can manually change the status back to Active whenever you're ready to resume the prospect. 💡 You can only assign the Paused status to contacts enrolled in a sequence. If a contact isn't enrolled in any sequence, you can't set their status to Paused. Missing data A contact gets the Missing data status when Reply can't process them because some required information is missing. For example, a contact might be missing a variable used in an email template, a LinkedIn profile link for a LinkedIn step, or a phone number for a call step. To resolve this, you can: - Add the missing information to the contact's profile. - Remove the missing variable from the email template. - Move the contact to steps that don't require the missing information. 👉 See also: Why do contacts have the Missing data status? Bounced Reply automatically assigns the Bounced status when an email sent to a contact is returned as undelivered, for example, because the email address is invalid. To resolve this, update the email address in the contact's profile, uncheck the Bounced option, and change the status back to Active. You can then resend the email within the same sequence. You can also assign the Bounced status manually, but only if at least one email has been sent to the contact. Reply detects bounces in a similar way to how it detects replies. A contact may have both Bounced and Opened statuses. This can happen if the recipient's email provider checks the email or if you open the bounce notification, which contains details of the original email. 💡 Reply doesn't retain the Bounced status when you move a contact to another sequence. Out of office Reply automatically assigns the Out of office status when it detects an out-of-office reply. This pauses the remaining sequence steps until Reply removes the status automatically after a set number of days or you remove it manually. You can manually change the status back to Active or configure automatic processing of out-of-office replies. Finished Reply automatically assigns the Finished status when a contact replies in a sequence or completes all sequence steps. You can manually change the status back to Active to resume processing, but only if the contact hasn't completed all sequence steps or you've added new steps to the completed sequence. Reply doesn't track replies or send any further sequence steps to contacts with the Finished status. Contacted The Contacted status means that a contact has received at least one email from the current sequence. You can't change this status manually. Opted out Reply automatically assigns the Opted out status when a contact clicks your opt-out link to unsubscribe from further emails. Reply can also assign this status when the text opt-out option is enabled, and a contact asks to unsubscribe via text. In this case, Reply's AI categorizes the message as Do Not Contact in the Inbox. You can also assign or remove the Opted out status manually. This status remains assigned even when the contact isn't enrolled in a sequence. Contacts with this status can't be added to another sequence. Replied Reply automatically assigns the Replied status when a contact replies to an email, LinkedIn message, or SMS sent as part of the sequence. You can check how a contact replied (by email, LinkedIn, or SMS) in their contact activity. You can also filter contacts by Replied, Replied by SMS, Replied by LinkedIn, or Replied by email in a sequence. By default, Reply stops processing sequence steps for contacts with the Replied status. To continue sending the remaining steps, select Continue processing steps under Sequence settings → Replies handling. The Replied status is usually assigned together with Finished. Reply stops tracking replies for contacts with the Replied status, whether it's assigned automatically or manually. 👉 See also: Why are the replies not detected? Opened Reply automatically assigns the Opened status when a contact opens your email. You can enable open tracking at the sequence level under Sequence settings → Email tracking. You can't change this status manually. Clicked Reply automatically assigns the Clicked status when a contact clicks a link in your email and link tracking is enabled. You can enable or disable link tracking under Sequence settings → Email tracking. You can't change this status manually. Auto-replied Reply automatically assigns the Auto-replied status when it detects an automatic reply. This status is assigned together with Finished, which stops the remaining sequence steps from being sent. To resume processing, you need to manually change the Finished status back to Active. You can't assign or remove the Auto-replied status manually. To call Reply automatically assigns the To call status when a contact reaches the Call step in a sequence. You can also assign this status manually. Called Reply automatically assigns the Called status when you: - Complete a Call task. - Make a call using the Cloud Calls feature. - Log a call from the contact sidebar. The Called status remains assigned until you remove it manually. You can also assign this status manually. Meeting booked Meeting booked means a meeting was booked through Reply or logged manually. You can set or remove this status manually. If you've connected your Google Calendar, Calendly, or Zoom, meetings are tracked automatically, and the status is updated. For meetings booked through a sequence, go to Sequence settings → Replies handling to choose whether to mark the contact as Finished or continue processing the remaining sequence steps. Status transitions Not every status can be set for every contact. When you click Set status, Reply checks each selected contact separately. If the change isn't possible for a contact, Reply skips that contact and leaves its statuses as they were. The message that appears afterwards shows how many contacts were changed and how many were skipped. For every status except Opted out, Called, To call and Meeting booked: - the contact must not be opted out; - the contact must be in a sequence that you own (Finished has an exception, see the table). | Status | + (set the status) | − (remove the status) | |---|---|---| | Active | Makes the contact Active from any other status: Paused, Out of office, Finished or Missing Data. | Pauses the contact. Works only for Active contacts. | | Paused | Works only for Active contacts. | Makes the contact Active again. Works only for Paused contacts. | | Out of office | Works for any status. Reply stops sending steps to the contact. | Makes the contact Active again. | | Finished | Works for any status except Finished. You can also set it for contacts in sequences owned by other team members. | Makes the contact Active again. Works only for Finished contacts. | | Opted out | Works for any contact, after you confirm. The contact is opted out of all sequences and gets the Finished status in each of them. | Removes the opt-out. The contact stays Finished: to continue the sequence, set the Active status. | | Replied | The contact must have received at least one email from the sequence, must not be Finished, and the last email must not have bounced. The contact also gets the Finished status. | Removes the reply. If the contact was Finished, they become Active again. | | Bounced | The contact must have received at least one email from the sequence. The last email is marked as bounced (and no longer as replied), and the contact gets the Finished status. | Reply asks whether to re-send the last email. Either way, the contact becomes Active again. | | Called, To call, Meeting booked | These are saved on the contact itself, not in a sequence, so you can set them for any contact, even one that isn't in a sequence. | Removes the status. |

Last updated on Oct 22, 2026

Email validation

The email validation service checks your prospects’ email addresses for deliverability, bounce risk, and other quality signals. This helps you keep your contact lists clean and prevents sending emails to addresses that may harm your deliverability. After validation, each email is classified as valid, risky, catch-all, or invalid. 💡 Note that Reply does not send emails to contacts with invalid email addresses. How to validate your contacts You can validate a single contact or multiple contacts at once. To do this: 1. Open the People page. 2. Select one or more prospects and click Validate emails. After validation starts, you will receive a notification in the Notification Center once the process is completed. If you do not have enough email validation credits, you will see the following notification. In this case, go to Settings → Plans & Billing to purchase an email validation add-on. 💡 Re-validating an email address creates a new validation request and may use an additional credit. Please review the number of selected contacts before confirming. Email statuses and validation limits After validation is completed, contacts are updated with one of the following statuses: - Valid email - Risky email - Catch all - Invalid email 💡Note that you can run only one validation batch at a time. You must wait until the current batch is completed before starting a new one. A contact with an invalid email can still be added to a sequence only if there are no email steps involved. This applies to the API as well. 👉 See also: Email validation statuses Email validation credits To begin using the Reply email validation service, you should buy email validation credits. To purchase them: 1. Go to Settings. 2. Open Plans & Billing. 3. In the Subscription section, select Email validation. 4. Click Configure add-on. 5. Choose the package that fits your usage needs. 6. Click Pay to confirm the payment. Once added, credits are available for validating contacts in your account. 💡 If you're on an annual subscription, the email validation add-on is billed annually. The billing wizard displays the price and billing period before you confirm the change. Automatic email validation Automatic email validation automatically checks all contacts added to team sequences using available email validation credits. Validation runs in the background, and notifications are sent after each batch is completed. To enable this feature: 1. Go to Settings****→ Emails. 2. Enable the Automatic email validation toggle. 3. Save. 💡 Important to note: - The feature works only while the team has available email validation credits. - Validation stops automatically when the credit balance reaches 0. - Sequences will continue running even without validation. - If you use conditional sequences based on email validation status, add enough delay before the condition step to allow validation to finish (at least 10 minutes per 1,000 contacts).

Last updated on Oct 22, 2026

AI custom fields

AI custom fields let you generate contact data using AI based on a prompt you define. Instead of filling in fields manually, you can set up a prompt once and let AI research and populate the information for you. 💡To use AI custom fields, you'll need Reply credits. - 1 AI custom field = 1 Reply credit Create AI custom fields To create a new AI custom field: 1. Go to Settings → Contacts. 2. Expand the Custom fields section and click Add custom field. 3. Select AI Custom Fields. 4. Enter a field name and choose a field type (Text or Number). 5. Define the prompt the AI will use. You can write your own prompt or select one from the built-in prompt library. 6. (Optional) Click Generate preview to see how the prompt will be rendered. 7. Save. Once saved, the field will be available across your account, just like any other custom field. AI custom fields are marked with a ✨ icon. Enrich contacts with AI custom fields After you've created AI custom fields, you can start enriching contacts. To enrich multiple contacts: 1. Go to the main People page or the People tab of your sequence. 2. Select the contacts you want to enrich. 3. Click the Enrich AI fields icon. 4. Choose which fields to fill in (or use Select all fields). 5. Choose how you want to handle conflicts: Keep existing data or Override with new data. 6. Click Start enrichment. 7. Review Reply credit usage and click Confirm & Enrich. Enrichment may take a few seconds. Refresh the page to see the results. You can also enrich a single contact: 1. Open the contact card. 2. Click Enrich this field. 3. Refresh the page to see the updated value. After enrichment runs, AI custom fields can have 3 statuses: - ✅Successfully enriched – the field was filled in, and 1 Reply credit was used; - ⚠️Skipped – the enrichment didn't run because some required variables in the prompt are missing for this contact. Skipped enrichments don't use credits; - ⚠️ Failed – the enrichment ran, but we couldn't retrieve any data. 1 Reply credit is used because the enrichment attempt was made. To view AI custom fields in the grid, click the ⚙️ icon on the People page and add them as columns. Animation Use AI custom fields in sequences AI custom fields can be used in sequences the same way as regular custom fields. To insert a field into a message: 1. Open the sequence step. 2. Click Variable. 3. Scroll down to Custom Fields. 4. Select the field. If the enrichment has already been run, the value will appear in the email preview. If it hasn't, the field will show as Missing Data. Make sure to enrich your contacts before launching the sequence.

Last updated on Oct 22, 2026

Overview of the Contacts Page

The People → Contacts page allows you to view, organize, and perform various actions on contacts, including moving them to sequences and lists, importing/exporting contacts, and utilizing quick filters for efficient search. Additionally, you can perform quick actions like email validation and enrichment for streamlined contact management directly from the grid view. Viewing Contact Information All contacts are displayed in a grid format, presenting all fields, including custom ones, for easy access and reference. Here you can access all the contacts added to your Reply account whether by you or your team members. Contacts page with People highlighted in the left sidebar, showing the contact grid, lists panel and filter tabs The standard grid includes the following columns: | Column | Description | | --- | --- | | Name | The name of the contact. | | Email | The email address of the contact. | | Provider | The email service provider associated with the contact. | | Account | The associated account or company of the contact. | | Domain | The domain associated with the contact's email address. | | Company Size | The size of the company associated with the contact. | | Stage | The current stage of interaction or relationship with the contact. | | Industry | The industry of the contact's associated company. | | Owner | The user or team member responsible for the contact. | | Title | The job title of the contact. | | Sequence | The sequence the contact is associated with. | | Status | The current status of the contact. | | Inbox Category | The inbox category of the contact. | | # Of Calls | The number of calls made to the contact. | | Country | The country of the contact. | | City | The city of the contact. | | State | The state or region of the contact. | | Phone | The phone number of the contact. | | LinkedIn Recruiter | Indicates if the contact is on LinkedIn Recruiter. | | LI Sales Navigator | Indicates if the contact is on LinkedIn Sales Navigator. | | Timezone | The timezone of the contact. | Customizing Columns You can customize and manage the visibility of different columns according to your preferences. Click on the ⚙️ settings icon at the right end of the column headers. Select the desired option from the list, including adding custom columns, showing or hiding particular columns, or resetting the view to default settings. View grid columns menu opened from the settings icon at the right end of the column headers Sorting Contacts in the Contacts Page In addition to viewing and organizing contacts, you can sort contacts in alphabetical order, either ascending or descending, based on specific columns. The following columns are available for sorting: Name, Email, Domain, Owner, Title, # Of Calls, Country, City, and State. To sort contacts, click on the respective column header. Click once to sort in ascending order and click again to sort in descending order. Searching Contacts To search for specific contacts, utilize the Search field located at the upper right corner above the grid. Simply enter the desired search query, and the system will display relevant results accordingly. Search field above the contact grid on the Contacts page Using Filters for Quick Search of Contacts Use quick filters at the top for efficient contact sorting: Quick filter tabs on the Contacts page: All, My, Opened, Replied, Bounced, Opted Out, To Call and Clicked Here are descriptions of filters: - All: Displays all contacts in your Reply account, including those assigned to other team members who share the same Reply account with you. - My: Shows all contacts that are assigned to you, indicating that you are the owner of those contacts. - Opened: Lists contacts who have opened any of your sent emails. - Replied: Displays contacts who have replied to you in any of the sent connection types. - Bounced: Shows contacts whose emails have been returned undelivered, possibly due to an invalid email address or other reasons. - Opted Out: Lists contacts who have clicked on your opt-out link to unsubscribe from further emails. - To Call: Displays contacts that are moved to the Call step in a sequence, indicating that you need to call them according to the sequence plan. - Clicked: Shows contacts who have clicked on a link in your email, provided links tracking is enabled in Sequence > Settings > General Settings. For each category, you'll see the number of contacts that belong to it. Simply click on the category to view all contacts within it. Smart Filters You can also access the smart filter icon in the upper right corner to open the smart filters wizard. This allows you to set advanced filtering criteria for contacts. Smart filter button next to Saved filters, with its tooltip In the wizard, you can create your filter, assign a name for it, select the needed filter from the list of advanced filters, and set the exact value for it (property, value, and more). New smart filter dialog with a filter name and a filter condition You can either Apply or Save the filter after you name it and set the properties: - The Apply option allows you to temporarily save the filter until you navigate to another page. - The Save option keeps the filter in the Saved filters drop-down on the Contacts page. Smart filters include options: - Sequence: Filter by specific sales sequences. - Added on: Sort by the date contacts were added. - Last Touch: Filter contacts based on the last interaction. - Emails Sent: Filter by the number of emails sent. - Replies: Sort by the number of replies received. - Opens: Filter contacts based on email opens. - Views: Filter by views on specific content. - Clicks: Sort contacts based on link clicks. - Bounces: Filter contacts with bounced emails. - Account: Filter by company size or industry. - Missing Field: Identify contacts with incomplete data. - Domain: Filter contacts based on their domain. - Location: Filter by city, state, or country. - Creation Source: Sort by how contacts were added. - Provider: Filter by the source/provider of data. - Contact Information: Filter by email, phone number, or LinkedIn URL. - Current Step: Sort contacts based on their current stage. - Status: Filter by various engagement statuses such as active, paused, or opted out. - Inbox Category: Sort by email inbox categorization. - Custom Fields: Utilize custom fields for personalized filtering options. To learn more about how smart filters work and what filters you can use, refer to this page. Using Saved Filters All filters created using the smart filter wizard will be displayed in the drop-down menu. Use it to apply the needed filter quickly. Saved filters drop-down listing saved smart filters Using Lists For streamlined contact management, use the lists panel located on the left side of the interface. Here, you can access all existing lists and seamlessly create new ones as required. Learn more about list management. Lists panel on the left of the Contacts page, with buttons to add and search lists Using Quick Actions When you select a contact, quick actions conveniently appear at the top of the grid. Whether you need to validate an email, enrich contact details, or move them to a sequence or list, these streamlined actions empower you to efficiently accomplish tasks directly from the grid view. Two contacts selected, with the quick actions bar and the More menu open showing Change owner, Export to CSV, Set stage, Blacklist, Unblacklist and Delete Here's a breakdown of the available actions: | Quick Action | Description | | --- | --- | | Select | Choose how many contacts you want to select: All in list, All on page, or None. You can then perform actions for multiple contacts in bulk at once. | | Email Validation | Verify the email address associated with the contact. For more details about our email validation service, refer to this article. | | Find LinkedIn | Enhance contact details with additional information. | | Move to Sequences | Add the selected contact(s) to a predefined sequence for outreach (if a contact isn't in any sequence currently), or select a Step (if you want to move contacts to a specific step, or if a prospect is already in another sequence). Important Note: By this action, all selected people will be automatically removed from the previous sequence, and the email will be delivered immediately despite the Step setting. | | Move to Lists | Transfer the contact to a specific contact list. | | Move to Account | Associate the contact with a particular account or company. | | Change Status | Update the status of the contact based on your interactions. | | Log a Meeting Booked | Record a booked meeting with the contact. | | More | Clicking on "More" allows you to access additional actions from the drop-down menu: Change Owner: Assign another team member in your Reply account as the owner of contact(s); Export to CSV: Export contact information to a CSV file. You can choose between exporting Basic Fields and All Fields. For more information, see the following article; Set Stage: Define the stage of interaction or relationship with the contact; Blacklist: Exclude the contact from further communication; Unblacklist: Remove the contact from the blacklist; Delete: Permanently remove the contact from your list. | View the Contact Profile Card To view a detailed contact's profile, click on a prospect on the list. Contact profile card opened from the grid, with its actions menu showing Log a Meeting booked, Send email, Log a call, Blacklist, Unblacklist and Delete Learn more about what actions you can take in contact profile cards from these articles.

Last updated on Oct 22, 2026

How to create custom filters with several conditions?

Reply lets you create complex custom filters that include more than one property. You can add any number of properties to refine the results. Custom filters with AND & OR conditions OR To create a filter with the same property with different values, apply the OR condition. Select the Property and click OR to add additional conditions, allowing the filter to include contacts that match any of the specified criteria. After selecting the conditions, click Apply. The example below shows that the filter will display all contacts that have the Provider property set to Google Workspace (Gsuite), Outlook, or Hotmail. 💡 For the Sequence property, you can select multiple values using the AND condition, even though it is the same property. This allows you to find contacts who don't belong to any of the selected sequences. AND To create a filter with different properties, use the AND condition. Click AND to include the required properties, select the conditions, and then click Apply - this way, the filter will find contacts that match all of the specified criteria. The example below shows that the filter will display all contacts that match the following conditions: Provider is Google Workspace (Gsuite), Sequence is Outbound cold outreach, and the contact has opened an email more than once. AND and OR You can create a custom filter that combines both the same and different properties. In this case, the system will show results that meet all the specified conditions. Click AND to add multiple properties, then click OR to add multiple conditions within a property. When finished, click Apply to find the matching contacts. In the example below, the filter will display only the contacts who are added to the Outbound cold outreach sequence and whose Provider is set to Google Workspace (Gsuite), Gmail, or Outlook. This means the results will include contacts with these providers only within that specific sequence.

Last updated on Oct 22, 2026

Custom fields

Custom contact fields let you store extra information about your contacts that is not included by default. You can use these fields to keep your data organized and to personalize your emails using custom variables. Reply currently supports two types of custom fields: - Text fields for words or short phrases - Number fields for numeric values only You can create up to 50 custom fields per account. These fields are shared with all team members. 💡Important: Number fields accept only numbers. Text values are not supported. If you need more than 50 custom fields, please contact our support team via chat or at [email protected]. How to add a custom field? To create a new custom field: 1. Go to Settings → Contacts. 2. Scroll to the Custom fields section. 3. Expand the section and click Add custom field. 4. Give your field a name in the Field label box. 5. Choose the field type: Text or Number. 6. Save! You can also check the Use this field as a phone field box. When this option is enabled, the field can be used for calling, and the value saved in this custom field will be treated as a phone number. 💡Note: - Number fields support numbers only. Letters, symbols, and mixed formats are not supported. - Custom fields do not support the following symbols in their names: ^ . ! @ # $ % & * ( ) - Custom field names cannot contain only numbers. They must include text, or a combination of text and numbers. How to edit a custom field? To edit a custom field: 1. Go to Settings → Contacts. 2. Scroll to the Custom fields section. 3. Expand the section to see your list of fields. 4. Hover over the field you want to update and click the ⚙️ icon (Edit custom field). 5. Rename your field label. 6. Save! 💡You cannot change an existing custom field from the Text to Number field type if at least one contact already has a value in that field. How to delete a custom field? If you no longer need a custom field: 1. Go to Settings → Contacts. 2. Scroll to the Custom fields section. 3. Expand the section to see your list of fields. 4. Hover over the bin icon next to the field you'd like to remove and click Delete custom field. 5. Then, type in DELETE to confirm the action. You can only delete custom fields one by one, not in bulk.

Last updated on Oct 22, 2026

Why do contacts have the Missing data status?

From time to time you can notice a red toggle next to your sequence with the Missing Data notification: Some contacts inside the campaign may have the same status. This article will help you understand the problem and quickly fix it. Reasons for the Missing Data Before we move to the fix, here are some reasons for this error status. It can be handy, so let's dive in 👇 - The data for the variable is missing - for example, you use the {{Company}} variable, but leave the contact's Company field empty. - LinkedIn URLs are missing or invalid - prospects don't have a LinkedIn profile link, or the link added is broken or doesn't open correctly. - The phone number is invalid - you use an incomplete number format or have extra symbols (+-). - AI variable includes another missing variable - for example, if your template uses an AI variable that includes {{Company}}, but the {{Company}} field is empty, it will trigger a Missing data error. - Account Industry is missing – The Account Industry field depends on the Account field. If the Account is empty, the Industry will be empty too. Steps to fix The fastest way to check what is missing is through the Preview tab. Here are the steps you need: 1. Open the sequence; 2. Go to the Preview tab; 3. Hover over the red icon to see what's missing: Now that you have your missing field, we can move to fixing the status. There are 4 options to choose from: - Add the data to the contact's field. - Remove the variable from the step (this will remove it for all the contacts). - Add the missing field in the Preview tab. - Upload a CSV file with all the data that is missing (we'll update all the contacts at once). If you don't see any missing variables in the Preview tab, the issue might be with missing or invalid LinkedIn URLs. To check this: 1. Go to the People tab and apply this smart filter: Status: Missing data is set to True. 2. Open a prospect's profile and check if they have a LinkedIn URL. 3. Make sure the link works – it might be missing, broken, or the LinkedIn page may have been deleted. 💡 Important: Once you add all the missing fields, we will reactivate the contacts automatically. If the status remains, you may double-check the fields or change it manually. Steps to manually reactivate contacts Sometimes the status remains even after the changes. In this case, you can change it from Missing Data to Active manually. Here's how to do it: 1. Set up the filter to find contacts: 2. Select all contacts; 3. Click the Change status icon: 4. Click on the "+" next to Active: 5. Save the changes and done! This will do the trick! You can restart the sequence by turning the toggle off and on to apply the changes faster. If you have any questions left, feel free to message our Support team in chats or at [email protected].

Last updated on Oct 22, 2026

How to filter prospects by creation source?

In Reply, you can easily filter prospects based on their creation source. For example, you can filter contacts based on whether they were added via Reply Data, Salesforce, Pipedrive, HubSpot, AI SDR, Website visitor, LinkedIn search, Calendly, API integrations, CSV imports, manually, or other methods. This allows you to quickly identify and work with prospects from a specific source, making it easier to manage your outreach and focus on the most relevant contacts. To filter prospects by creation source filter, follow these steps: 1. Open the People page and click on the Create new filter button. 2. Enter a Filter name (optional). Giving it a name isn’t required, but if you save the filter, it will be easier to find and reuse later. 3. From the dropdown menu in the Property field, choose creation source. 4. Next, select the appropriate condition: - "Is" to view all contacts associated with the specified value. - "Is not" to exclude contacts with the defined creation source. 5. Select the corresponding value from the available creation sources: - Other - Added through sources not listed below. - Reply Data (DataSearch, ChromeExtension) - Added from Realtime B2B data or Findy search. - Salesforce - Synced from Salesforce. - Pipedrive - Synced from Pipedrive. - Import CSV - Imported in bulk using a CSV file. - Manually - Added manually. - Reply API - Added via API. - HubSpot - Synced from HubSpot. - AI SDR - Added automatically via Autopilot in AI SDR. - Website visitor - Added through the Website Visitors feature. - LinkedIn search – Added from LinkedIn search on the People page. - Calendly – Created from a Calendly meeting booking integration. 6. Click on the Apply button to view instant results. Alternatively, you can click Save to both see the results and save this filter for future use. If you have set up a native integration with HubSpot, Pipedrive, Salesforce, or Copper CRM, a dedicated property will appear in your smart filter. You can use this property to filter contacts that were created through these integrations. To filter contacts using the native integration property, follow these steps: 1. Open the People page and click on the Create new filter button. 2. From the dropdown menu in the Property field, choose your native integration, for example, HubSpot. 3. Next, select the appropriate condition for your filter. In the example below, the condition “Is set” is selected, which will filter contacts that have a record in your HubSpot profile. 4. Click on the Apply button to view instant results. Alternatively, you can click Save to both see the results and save this filter for future use.

Last updated on Oct 22, 2026

Add contacts using LinkedIn search

You can import contacts to Reply directly from LinkedIn without preparing a CSV file. Depending on your LinkedIn subscription, you can use a LinkedIn People search, a Sales Navigator search, or a Sales Navigator saved list. - With a LinkedIn account without Sales Navigator, you can import contacts from LinkedIn People searches. - With a Sales Navigator account, you can import contacts from LinkedIn People searches, as well as Sales Navigator searches and saved lists. 💡 When using Sales Navigator, the search runs through your LinkedIn account, so you can use advanced filters like shared experiences, shared groups, and more to find leads that are highly relevant to you. To add contacts from LinkedIn: 1. Connect your LinkedIn account. 2. Go to the main People page, or open your sequence and switch to the People tab. 3. Click Add contacts → LinkedIn search. 4. Select your LinkedIn account and paste your search URL into the LinkedIn URL field. 5. Choose how many contacts to extract. 6. (Optional) Select an existing Reply list or create a new one where contacts will be added. 7. If you're adding contacts directly to a sequence, choose what to do with existing contacts in other sequences: - Move to this one – contacts will be moved to the new sequence and removed from the current one - Skip – contacts will be skipped and will not be added to the new sequence - Add to this one and keep in current – contacts will be added to the new sequence while also staying in the current one 8. Click Extract contacts. You can import up to 2,000 contacts per day per LinkedIn account. If you add contacts from the People tab inside a sequence, they'll be added to that sequence once the import is complete. 👉 See also: - Step #2: Importing contacts

Last updated on Oct 22, 2026

Export contacts to CSV

Reply allows you to export contacts from the People page or from a specific sequence to a CSV file. You can choose between exporting basic contact information or all available contact and activity data. Exporting contacts helps you review, manage, or share your contact data outside of Reply. To export contacts from Reply: 1. Open the People page in Reply and select the contacts you want to export. 2. Open the More drop-down menu and click Export to CSV. 3. Choose the export type: - Basic fields - All fields - All fields with replies - Basic fields with Clicks - Basic fields with Opens - Basic fields with bounces Based on the export type, the CSV file will include the following columns: - Basic fields: Email, First Name, Last Name, Title, Account Name, City, State, Country, TimeZone, Added On, Phone, Last Touch, Sequence, Status, Opted Out, InboxCategory, LinkedIn, Will Start At. - All fields: First Name, Last Name, Email, Title, Phone, City, State, Country, Account Name, TimeZone, Added On, Last Touch, Sequence, Status, Opted Out, InboxCategory, LinkedIn, Company size, Industry, SalesNavigator, Opens, Views, Deliveries, Replies, Bounces, CurrentStepStatus, MeetingBooked, CurrentStep, CallResolution, MeetingIntent, Owner, Provider, Replies_by_sms, Replies_by_LinkedIn, Domain, ValidationStatus, and Will Start At + your Custom fields. - All fields with replies type includes all columns from the “All fields” file, plus the following additional columns: Reply Subject, Reply Body, Reply Text Body, and Reply Date. - Basic fields with Clicks include all columns from the "Basic fields" file, plus the following additional columns: SequenceId, Sequence Name, Sequence Step Number, Sent Date, Link URL, Click Date. - Basic fields with Opens include all columns from the "Basic fields" file, plus the following additional columns: SequenceId, Sequence Name, Sequence Step Number, Sent Date, Open Date. - Basic fields with bounces include all columns from the "Basic fields" file, plus the following additional columns: Bounce Date, Bounce Type, Delivery Status Text Body. 💡Note that when you export contacts from a specific sequence, the system creates a CSV file named after your sequence. In this case, statistics take into account only the metrics from this specific sequence and do not count the metrics from all sequences in which the contact participated.

Last updated on Oct 22, 2026

AI prompts [Beta]

AI prompts let you create a prompt that generates up to 6 outputs and maps them to custom contact fields. Unlike AI custom fields, which use one prompt for one field, AI prompts let you enrich multiple fields for a batch of contacts at once. For example, you can create a prompt to find three competitors for a company and save each competitor to a separate custom field. 💡AI prompts require Reply credits. - 1 AI prompt enrichment = 1 Reply credit per contact, regardless of how many output fields are filled. - You're only charged for contacts where at least one field gets a value. If nothing could be generated for a contact, its credit goes back to your balance. - Previews on the sample contact are free, up to 100 a day. After that, and for every preview on one of your own contacts, a preview costs 1 credit. This feature is currently available in beta. To use it, enable beta in your account settings. Create an AI prompt To create a new prompt: 1. Go to Settings → Contacts. 2. Find the AI Prompts section and click Create new prompt. 3. Enter your prompt or select a template from the library. 4. Select the variables you want to use in your prompt. 5. Click Generate outputs from prompt. New Prompt Action form with a competitor research prompt and the Generate outputs from prompt button highlighted Reply will analyze your prompt and identify up to 6 outputs it can generate. Each output will be pre-mapped to a custom field. You can review and change the mapping or create a new custom field if needed. To add more outputs, click Add output manually and select the Text or Number field type. AI prompt outputs mapped to new custom fields, with the Add output manually option highlighted You can also generate a preview using a sample contact or your own contact. Click Save once you are done. AI prompt output mapping with the Sample contact tab, Generate preview button and Save button highlighted 💡Currently, AI prompt outputs can only be mapped to custom fields. Enrich contacts with AI prompts After you've created an AI prompt, you can use it to enrich selected contacts. To enrich multiple contacts: 1. On the People page, select the contacts you want to enrich and click the AI Enrichment icon. 2. Select Enrich with prompts, choose the prompt, and click Run. 3. Select how to proceed when conflicts occur: keep the existing data or override it with the new data, then click Confirm & Run. 4. You will see the notification once the enrichment is done. Click to view in the notification opens a CSV file with each contact's email, the generated values, and a status for every field: - Enriched - the field got a value. - Missing variables - the contact is missing data the prompt needs, such as an empty {{Domain}}. - No results found - the AI couldn't find an answer for this contact. - Insufficient credits - your credits ran out before this contact was reached. - Failed - something went wrong. The reason is usually shown next to it. The generated values are added to the custom fields mapped to the AI prompt. You can view these fields on the contact card and have this information in the contact's activity. The activity shows the prompt that was used and when the enrichment happened. To see which prompt was used for a specific field, hover over the prompt icon next to the field. You can edit the generated field values manually. Manual changes are also shown in the contact's activity history. Edit or delete an AI prompt In Settings → Contacts, find the prompt in the AI Prompts section, click the three-dot icon (...) next to it and choose Edit or Delete. Deleting a prompt doesn't delete its custom fields. The fields, and the values already filled in for your contacts, stay where they are.

Last updated on Oct 22, 2026

Track direct and manual emails stats in contact card

You can see stats for each direct email or email sent from a manual step and make informed decisions based on whether the prospect opened and viewed the email. Emails tab of a contact card listing six emails with their date, subject and source, and the delivered, viewed, clicked and replied icons outlined in green When you send a direct email and the prospect replies, a thread is created, the same as when this is done via a sequence. So the difference is in where the thread was originated from: a sequence or not a sequence, i.e. a direct email. How it works 1. Log into your Reply account and go to People > Contacts. 2. Click a Contact to open the contact card. 3. Send a direct email to the Prospect from the contact card by clicking ... at the top and then Send email. Contact card with the more actions menu open and Send email outlined in green Note: You can also send an email from a manual email task in Reply's Chrome Extension. Manual emails generated inside a sequence will be considered a part of the sequence, and not a one-shot email. 4. Click the arrow on the left side of the contact card and switch to the Emails tab to be able to view the stats. For each email sent to the Prospect, the Emails tab shows (see outlined in green in the first screenshot): - Date the email was sent - Subject of the email - Source of the email: "One-shot email" is displayed for any direct email sent either from the contact card or from a manual email task in Chrome Extension. If you send an email and get a reply from a sequence, you will see the name of the sequence here - Email stats: see if the email has been delivered, prospect opened & viewed the email and how many times they did it (hover over the icons). If there are no deliveries, clicks and views, the icons are disabled.

Last updated on Oct 22, 2026

How do I manage contact stages?

Contact Stages help you understand how much you're interacting with your contacts. These stages are labels like Interested, Engaging, Not Interested, Do Not Contact, and others. By labeling each contact, you can see the big picture of your outreach efforts. This helps you communicate and follow up more effectively. 💡 Important: Contact stages are not the same as contact statuses. Reply automatically assigns contact statuses based on the type of interaction. Editing stages While you cannot add new contact stages yet, you can fully edit the existing ones including the name, label color, and description. Here is how you can do it: 1. Go to the Settings; 2. Open the Contacts tab; 3. Expand the Contacts stages block: 4. Hover over the stage and click on the ⚙️ icon to edit; 5. Make changes and click Save: 💡 Important: - You cannot create a new stage; you can only edit the existing one. - The maximum length of a stage's name is 21 symbols, while the maximum length of a description is 512 symbols. Setting stages Once you have prepared some contact stages, you can start assigning them to your contacts. Here is what you can do: 1. Go to the People page; 2. Select needed contacts; 3. Click on the More list to expand it; 4. Choose Set stage: Once the stages are assigned, you can double-check them in the separate column: This is it! If you need any other information about contact stages, feel free to message our Support team in chats or email them at [email protected].

Last updated on Oct 22, 2026

How do I blacklist contacts and domains?

Reply allows you to blacklist unwanted contacts and organizations to prevent contacting them. Even if you move a blacklisted contact to a sequence, they will not receive your emails. Blacklisting a contact If you want to blacklist a particular person instead of adding the whole domain to the blacklist, follow these steps👇 1. Select the contact on the People tab; 2. Click on More to expand the drop-down menu; 3. Choose Blacklist: 4. In the popup window, click Blacklist 1 contact:  Blacklisted contacts are marked with a black dot, so they are easy to spot! 💡When you blacklist a contact, their LinkedIn URL is also blacklisted. If another contact with the same LinkedIn URL is added later, they will be automatically blacklisted as well. Blacklisting contacts by domain To blacklist all contacts within a particular domain (for example, domain.com), check the steps below: 1. Select any contact that belongs to the domain; 2. Click More to expand the drop-down menu; 3. Choose Blacklist: 4. In the popup window, click Blacklist domain: Once it is done, you can find the blacklisted domain with the number of contacts in your Settings. 💡Removing the domain from the blacklist also removes the associated contacts' emails. Blacklisting a domain There is also an option to blacklist domains using CSV upload and entering the domain details manually. Here is how you can do it: 1. Move to the Blacklist section of your Settings; 2. Click the Add Domains button; 3. Pick the option you want. Please make sure to enter domains in the following format - domain.com (without http://, or www.). Then you may either upload a CSV with the domains or enter each manually. It is up to you!

Last updated on Oct 22, 2026

Email validation statuses

Reply checks each email address by different parameters to classify it into 3 groups. Once the validation is done, we assign different statuses based on the results: Valid, Risky, and Invalid. Valid A green icon next to the contact's email indicates the address is safe and valid. The verification has been completed and no high-risk factors have been detected. Valid emails are safe to put into the sequences. Here is what the Valid status looks like if you hover over the icon: Risky The Risky status means the recipient's mail server stated the recipient exists but may still result in a bounce, or is of low value. We recommend treating the Risky status as Valid. The best practice is to add up to 20% of Risky emails to avoid high bounce rates. Here are the reasons the email is marked as Risky: - Domain is a well-known DEA (disposable e-mail address provider). - Catch all - the external mail exchanger accepts fake and non-existent e-mail addresses, so the email may not exist / we cannot verify its existence. - Honeypot - the external mail exchanger hides a honeypot/spam trap. Invalid The last status you can see is the Invalid one. The contacts with invalid statuses do not receive your sequence emails.  The email address is considered invalid if the response has one of the following errors: Syntax errors - A quoted-pair within a quoted word is not closed properly. - An unexpected quoted-pair sequence has been found within a quoted word. - A new word boundary start has been detected at an invalid position. - An invalid character has been detected in the provided sequence. - The number of parentheses used to open comments is not equal to the one used to close them. - An invalid sequence of two adjacent dots has been found. - The local part of the e-mail address has an invalid length. - An invalid folding white space (FWS) sequence has been found. - The at-sign symbol (@), used to separate the local part from the domain part of the address, has not been found. - An invalid quoted word with no content has been found. - The email address has an invalid total length. - The domain part of the email address is not compliant with the IETF standards. DNS errors - The domain of the e-mail address does not exist. - The email address's domain does not have any valid DNS records and couldn't accept messages from another host on the Internet. Mailbox errors - The mailbox for the e-mail address does not exist. - The external mail exchanger refused to accept messages. - The external mail exchanger does not support international mailbox names, while the supplied address pretends to have one.

Last updated on Oct 22, 2026

Contact card

Once you add a contact to your Reply account, the system creates a multi-functional contact (profile) card. This article will help you check the history of interactions in a few minutes. Action icons and statuses Apart from checking the history and contact fields, you can see and use different action icons 👇 - Make/log a call - Enrich - Move to sequence/list - Change status - Set stage - Log a meeting/call - Send personal email - Blacklist/Unblacklist - Delete Right below the action icons, you'll find the prospect's status. Each contact can have up to 4 statuses. If the contact participates in your teammate's campaign, you can hover over the statuses and see more (if anything). Activity tab This page helps you check the history of the activity starting with the person's creation. All the links in the Activity log are clickable, so you can move anywhere. To open the Activity tab follow these steps: 1. Click on the contact in the list; 2. Hover over their card; 3. Click on the arrow: If you hover over the date of the action, you will also see a detailed time: Sequences tab This page shows the sequences this contact is linked to now and in the past. It is possible to expand the History/Active sections by clicking the +- signs: You can also move to any of these sequences by clicking on them (if they are not deleted). Emails tab On the Emails tab, you can check all sent emails to this prospect and when this happened. You can open each thread and reply to the prospect’s emails directly from here. That is it! If you have any other questions left, feel free to message our Support team in chats.

Last updated on Oct 22, 2026