The Swag Address Invites feature under Contacts Module in BlinkSwag dashboard allows you to efficiently manage and track invitations sent to contacts for collecting their shipping addresses — a valuable tool for organizing gifting campaigns and swag distribution.

Overview of Swag Address Invites Interface

Key Columns & Their Functions:

Interface Tools

• Search Bar: Quickly search for invites using an email address or link to locate specific records.

• Invite Button: Use the Invite button to send new Swag Address Invites to one or multiple contacts.

How to Send a Swag Address Invite

Follow these steps to invite contacts to submit their shipping address:

Step 1: Open the Invitation Pop-up

Navigate to the Swag Address Invites section and click the Invite button located at the top-right of the screen.

Step 2: Enter Contact Email(s)

• In the Email field, enter the email address(es) of the recipient(s).
• For multiple contacts, separate email addresses with a comma.

Step 3: Send the Invite

• Click Invite to send the email.
• Each recipient will receive a unique link to submit their shipping address.

Step 4: Cancel (Optional)

If you do not wish to send the invite, click Cancel to close the pop-up without saving changes.

Managing Invites & Tracking Status

Monitor Address Submission

In the Address column:

• Not Submitted — The contact has not yet provided their address. Consider sending a follow-up or reminder.

• Submitted — Address has been provided successfully. Verify details for accuracy before proceeding with shipping.

Resend an Invite

Click the Resend button under the Action column to send another invite email — useful for reminders or if the original invite was missed.

Manage Invite Status

An Active label indicates that the invite is still live and awaiting action from the contact.

Best Practices for Managing Swag Address Invites

1. Regularly Monitor Submissions

   • Check the Address status frequently to follow up with contacts who haven’t responded.

2. Utilize the Resend Feature

   • Send reminder invites to contacts who may have overlooked the initial email.

3. Organize & Search Efficiently

   • Use the search bar to quickly locate specific invites based on email addresses or unique links.

4. Verify Submitted Addresses

   • Always confirm the accuracy of submitted addresses to avoid delivery errors or shipping delays.

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Step 1: Navigate to the Import Option

• Click on the three-dot menu (⋮) next to the Add Contact button under Contacts Module Section.

• Select Import CSV from the dropdown.

Step 2: Download the Sample CSV File

• Download the sample file provided to ensure you follow the correct format and structure for the import.

Step 3: Prepare Your CSV File

• Fill in the CSV file with the required fields such as:

  • Name

  • Email

  • Phone Number

  • Group (if applicable)

• Ensure there are no formatting errors or missing data.

Step 4: Upload & Import

• Upload your completed CSV file.

• Start the import process by clicking Import.

Step 5: Review & Confirm

• If there are any errors, the system will highlight them for correction.

• Once all errors are fixed, confirm the import to successfully add your contacts.

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Organize contacts into teams or groups, such as:

• USA Team
• OS Team
• Vendors
• No Team

This categorization simplifies communication and management.

Advanced Features

Managing Groups:

• Select one or more contacts under Contacts Module using the checkboxes.

• Click the Manage Groups button to:
  • Add contacts to existing groups.
  • Remove them from specific groups.

• Save changes to update group affiliations.

Bulk Actions:

• Select multiple contacts using checkboxes.
• Perform bulk operations like assigning groups or updating statuses via the action menu.

Filtering Contacts:

• Utilize group-specific filters to view segmented contact lists.

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Add a New Contact

• To add a contact click on the “Add Contact“ button located under the Contacts Module in the BlinkSwag Dashboard. This will open the contact entry form.

Enter Contact Details

1. Upload Profile Picture (Optional):

• Click the upload icon to add a profile photo for the contact.

• Ensure the image meets the dimensions of 150×150 px for best results.

2. Personal Information:

• First Name: Enter the first name of the contact (required).
• Last Name: Enter the last name of the contact (required).
• Date of Birth: Optionally, add the contact’s date of birth in the format MM/DD/YYYY.
• Phone Number: Provide a valid phone number for the contact (required).
• Email Address: Enter a valid email address (required).

3. Professional Information:

• Company Name: Specify the name of the company associated with the contact (required).
• Source: Indicate where or how the contact was acquired (e.g., referral, event, website).
• Contact Type: Select a contact type from the dropdown (e.g., Client, Vendor, Team Member). This field is required.
• Contact Group: Choose an existing group (e.g., USA Team, OS Team, Vendors) from the dropdown to categorize the contact.

4. Enable Workflow Webhook (Optional):

• Toggle this option if you want to enable automated workflows for this contact. This can trigger integrations or specific actions upon saving the contact.

Next Step: Once all required fields are completed, click the Next button to proceed to the next section.

Steps to Fill Work Information and Address

1. Work Information:

• Designation (Required): Enter the role or title of the contact (e.g., Manager, CEO).
• Date of Joining (Optional): Provide the date the contact joined your organization or started their current role (format: MM/DD/YYYY).

2. Address Details:

• Suite No/Street1 (Required): Enter the primary address line, such as suite number or street name.
• Street 2 (Optional): Include additional address information, if applicable (e.g., apartment number, floor).
• Country (Required): Select the country from the dropdown menu.
• State (Required): Choose the state or region from the dropdown.
• City (Required): Enter the city where the contact is located.
• Zip Code (Required): Provide the postal code for the contact’s address.

3. Apparel Size (Required):

Select the apparel size for the contact from the available options:

• XS, S, M, L, XL, 2XL, 3XL, 4XL, 5XL.
• This field is particularly useful for gifting or apparel-related tasks.

Completing the Process:

• After filling all the required contact details, click Save to finalize the contact.
• If you need to revisit or modify earlier fields, click the Back button.

In the Contacts section of BlinkSwag, you can easily update contact information and manage actions. Each contact is displayed in a card view for quick viewing and easy management. The contact card provides essential information and several management options through the action menu.

Contact Card Overview

Each contact card displays key details such as:

• Name

• Email Address

• Team or Group Tags

• Company Name

• Country

Actions Available in the Three-Dot Menu (⋮)

Click the Three-Dot Menu on any contact card to perform the following actions:

1. Edit Contact

Use this option to update or modify existing contact details.

Example: Change the contact’s name, email address, company information, phone number, or team/group tags.

Steps:

• Click on the Three-Dot Menu (⋮) located on the top-right corner of the contact card.
• Select Edit from the dropdown menu.
• Update the necessary fields — such as name, email, company, tags, or country.

2. Manage Contact Status (Active/Inactive)

Set a contact’s status based on their availability or relevance.

Example: Mark a contact as Inactive if they are no longer part of the campaign or organization.

Steps:

• Click the Three-Dot Menu on the contact card.

• Select Manage Status.

• Choose either Active or Inactive.

Manage Groups

Assign or remove the contact from specific groups for better organization and targeting.

Example: Add a contact to the “VIP Clients” group or remove them from “Event Attendees.”

Steps:

• Click the Three-Dot Menu on the contact card.

• Select Manage Groups.

• Click the Down Arrow to view available groups.

• Select or deselect groups to assign or remove the contact.

• Save changes.

4. Clone Contact

Create a duplicate of an existing contact to quickly add a new entry with similar information.

Example: Use Clone when adding multiple contacts from the same company or team to avoid re-entering similar data.

Steps:

• Click the Three-Dot Menu on the contact card.

• Select Clone.

• Review and update the duplicated contact details as needed.

• Save the new contact.

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1. Accessing the Contacts Section

Navigate to the Contacts section via the left-hand menu under the Dashboard. This module allows you to:

• View and search contacts.
• Filter contacts by teams or groups.
• Manage contact details and statuses.

2. Overview of the Contacts Interface

Header Options

1. Search Bar: Quickly find contacts by name, email, or group.

2. Filters:

• All Contacts: Displays every contact in the system.
• Group-specific filters (e.g., USA Team, OS Team, Vendors).

3. Three Dot Menu Right side to Add Contact Button

• Send Invitation:
  • Use this option to send invitations to individuals via email.
  • Useful for onboarding new contacts or team members into the system.
• Sync Contacts:
  • Sync existing contacts from external sources (e.g., CRM tools or other systems integrated with BlinkSwag).
  • Ensures your contact list stays updated and consolidated across platforms.
• Sync Integration Contacts:
  • Specifically for syncing contacts from integrations such as third-party tools or software connected to BlinkSwag.
  • Useful for seamless data transfer and real-time updates.
• Import CSV:
  • Quickly upload multiple contacts by importing a CSV file.
  • Steps:
    • Click Import CSV.
    • Choose the file from your system. 

4. Add Contact: Click on Add Contact Button at top right to create a new contact with the provided form.

5. Three-Dot Menu: Access advanced settings or bulk actions (e.g., Edit, Clone).