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Adding prospects to Woodpecker
Adding prospects to Woodpecker

After you create your prospects list, it's time to add it to Woodpecker.

Weronika Wróblewska avatar
Written by Weronika Wróblewska
Updated over a week ago


How many prospects can I add to Woodpecker?

You can import up to 20,000 prospects in one CSV or Excel (XLS or XLSX format) upload. Moreover, you can add a maximum of 20,000 prospects to a single campaign, though such a big number isn't recommended. Read more »

How big a file can be? Are there any limitations?

Your Excel file can't be bigger than 5 MB. There are no limitations to a CSV file.

Add prospects to a campaign

As you scroll down below the email sequence, you'll see the Prospects section. There are four options for adding prospects to your campaign:

Gif with choosing which way to add prospects to a campaign

1. From file – if you have a long list of prospects, collected in a spreadsheet (a CSV, XLS, or XLSX file.)

  1. Prepare your spreadsheet. It should contain at least a column with email addresses. There should also be some columns that will correspond to fields in Woodpecker (such as First Name, Company, or Website); this is not required but recommended – the better the database, the greater your options for personalizing your emails. These custom fields we call snippets. Next, save your spreadsheet to file in a CSV, XLS, or XLSX format (when saving, make sure you have UTF-8 encoding selected).

Example spreadsheet

Learn more:

2. Back in Woodpecker, Click "Add prospects" in the Campaign edit view and select “Import”. In the new screen, click “Browse…”, and select your file, then click “Upload and Import”.

Gif showing how to add prospects by importing from file

3. In the next screen, map Woodpecker fields to those in your spreadsheet. Any unmapped fields will not be imported. If the first row contains column headers, check “Ignore the first row when importing”, right below. When this is done, click “Import”.

Picture with arrows poitning to fields to match imported data

4. In this last screen, you are given a summary of your input and choices. Before you click “Add” to confirm and add these prospects to your campaign, you can also:

  • review the list of all imported prospects (click “see details”) – here you can deselect any that you don't want to add, using the checkboxes in the leftmost column;

  • check any errors in imported prospects' data (click “download” on the right) – that's a file containing any entries that returned an error;

  • preview your emails (click “Preview” below) – you'll be shown what the emails will look like once they are sent;

  • send a test email to your own address (click “Send Test Email”) – the whole sequence of emails from your campaign, containing example data, will be sent to your own address.

Summary screen

Re-importing prospects

If you wish to add already existing prospects to a new campaign or update their data, please check our article about duplicates here.

2. From database – you can select individual prospects from your database in Woodpecker, once it is populated.

  1. Click "Prospects" in the Campaign edit view and select “From database”.

  2. Select any prospects you previously uploaded, and click “Add” to add them to your campaign.

Please remember that you can filter your prospects by Status, Campaign they are in, Contacted (YES/NO), the file they were Imported from, or by Tags.

Pictur showing how to add prospects from a database

3. From integrations – if you have a list of prospects in another app connected to Woodpecker

  1. Click "Prospects" in the Campaign edit view and select "From integrations".

  2. You will be transferred to the Marketplace, where you can choose an app connected to your account.

  3. Depending on the integration, go to its site and add prospects from there.

Gif with choosing the option to add prospects from Integrations

4. Manually – if you'd like to add just a few prospects.

  1. Click "Prospects" in the Campaign edit view and select “Manually”.

  2. In the table that appears, in the first column, type in the prospect’s email address (required). Hit [Enter] to add another.

  3. Fill the other fields with the information you want to use (First name, Last name, etc.).

  4. Click “Add” to add these prospects to your campaign.

    Picture showing how to add prospects manually by entering an email address

Add prospects to the Prospects database

There are 3 ways you can add prospects directly to your Woodpecker database:

Options for adding prospects in the main Prospects tab

Create a campaign for newly added prospects

Once you've uploaded some prospects to Woodpecker, you can create a campaign for them. To do so follow these steps:

  1. Checkmark one or more prospects.

  2. Click "Actions".

  3. Select "Create campaign".

You'll be redirected to the newly created campaign.

Picture with step-by-step instruction on creating a campaign from prospects in main database

Already contacted prospects

In case some of the selected prospects have already been contacted, you'll be notified about it. Decide whether to include those contacts or remove them from your campaign. Click 'Create campaign' to finalize the process.

Options to Include or remove already contacted prospects

Adding prospects to a running campaign

Choose a running campaign you’d like to add prospects to. Click on the ‘Add prospects’ button and select how you want to do it. If you’re not sure about which option to choose, read more about them in this article.

Options for adding prospects to a running campaign

You don’t have to save the changes, simply add new prospects and your campaign will still be running.

When your campaign is already sending follow-ups, they take priority over opening emails. That being said, it can take longer to deliver the first message to your newly added prospects, but the sending will absolutely start from the First Step of a campaign.


You're receiving an error while trying to import your prospects to Woodpecker.

Download the error file and check it. There, you will see the fields which couldn't be mapped correctly. Make sure you don't include the column "STATUS" with values like "Verified" or "Non-verified". As a status, you can use only statuses available in Woodpecker. Learn more about our statuses »

You'd like to add the same prospects to another campaign. It doesn't work and shows duplicates.

Sometimes you may want to add already existing prospects to a new campaign. You can read our article with detailed instructions on how to add duplicates here »

The Prospect list takes a long time to load.

Clean your browser history and cache. You can also switch to Mozilla Firefox, as it proved to work better with Woodpecker.

Emails unrelated to the campaign show up in the Inbox

When you add a prospect with the same domain as your email address (so a company one), you might see emails not directly connected to your campaign in the Inbox, even if you’ve selected to download only emails connected with a prospect or a campaign in Woodpecker. This has to do with the Woodpecker scanning emails for anything connected to your campaigns' content, prospects, or domain, as it will rather fetch unnecessary emails than miss anything important. Learn more about it here »

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