A step-by-step guide on how to use the Bulk Message creator to filter and export a specific list of your contacts as a CSV file.
✨ When You Need This Guide
This guide is your go-to resource when you need to download a list of your contacts. Use this if:
You need to download a list of your contacts to reupload and bulk tag
You want to get a spreadsheet of all patients who had an appointment in the last year.
You need to export a list of all patients who have been assigned a specific tag.
How It Works (Using the Bulk Message Tool)
To export contacts, you will use the powerful filtering tools within the Bulk Message creator. You will build a recipient list as if you were going to send a message, but instead of sending, you will export the generated list as a file. This allows you to create highly specific lists based on tags, appointment history, and more.
✅ How to Filter and Export Your Contacts
Navigate to the Bulk Message Page. Go to CONTACTS > Send Bulk Message.
Set Your Recipient Criteria. This is how you will filter your contact list. Use the Recipient Criteria dropdown to choose how you want to build your list. Common options include:
Past Appointment: To get a list of all patients seen within a certain timeframe.
Tagged With: To get a list of all patients who have been assigned a specific tag.
Define Your Criteria. Based on your choice, new options will appear. For example, select a specific Tag or set a Date Range. To get the largest possible list, choose Past Appointment and set a date range of 1-2 years.
Prepare the Preview. The system requires text in the message box to activate the preview button. You can type a single letter or word like "export" in the SMS Message box.
Click Preview. This will take you to a new screen showing all the contacts that match the criteria you set.
Export Your List. On the preview screen, click the Export Contacts button.
A CSV file containing your filtered contact list will be generated and downloaded to your computer.
💡 Common Questions
What You Might Notice | Why It's Happening | What to Do |
When I click 'Preview', no patients are loading or the list is empty. | This means that no contacts in your system match the specific criteria you selected. For example, no patients had an appointment in the date range you chose, or no one has the tag you selected. | Go back and broaden your filter criteria. Try selecting a wider date range or a different tag. If you are trying to get a list of all contacts, select a criteria like Past Appointment and set the date range to be several years long. |
The Preview button is grayed out and I can't click it. | The system requires some text to be present in the message box before it will allow you to generate a preview list. | This is a required step. Simply type any character or word (like "test") into the SMS Message box. This will make the Preview button clickable. |
What format is the exported file in? | The file is exported in a standard CSV (Comma Separated Value) format. | You can open this file with any spreadsheet program, such as Microsoft Excel, Google Sheets, or Apple Numbers. |
🎉 You'll Know It's Working When:
A .csv file is successfully downloaded to your computer after you click the "Export Contacts" button.
When you open the file, it contains the specific list of contacts that matched the filters you set.
💬 Need Help? We're Here!
If you have other questions about exporting your contacts, our support team is ready to help. Contact us at 800-563-0469 or support@getaloha.com.