Preparing contacts before sending

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Why does my campaign say “Preparing contacts before sending”?

Introduction

When you send a campaign through ActiveCampaign, you may notice that it displays a status of "Preparing contacts before sending." This status indicates that the system is working diligently to identify the contacts who should receive your campaign. Understanding this process is essential for effective communication with your audience, as it ensures that messages are delivered to the appropriate recipients.

The duration for this preparation phase can vary; typically, it may take anywhere from a few minutes to up to an hour. Factors such as the number of contacts you are sending to and the presence of various lists or segments can affect this timing.

How to Access This Feature

The "Preparing contacts before sending" status is a part of the campaign sending process within ActiveCampaign. To access this feature, follow these steps:

1. Log in to your ActiveCampaign account. 2. Navigate to the **Campaigns** section. 3. Create a new campaign or edit an existing one. 4. Once you initiate the sending process, you will see the status "Preparing contacts before sending" if it's applicable.

Step-by-Step Instructions

To ensure your campaign is prepared properly, you can follow these step-by-step instructions:

1. **Create a New Campaign**:

  * In the **Campaigns** section, click on **Create Campaign**.
  * Choose the type of campaign you wish to send (e.g., standard email, automated email, etc.).

2. **Select Your Contacts**:

  * Choose the contact list(s) that you want to send the campaign to.
  * You may also add contacts manually or import lists if necessary.

3. **Set Up Your Campaign**:

  * Design your email, add content, and configure settings such as subject lines and sender information.

4. **Review and Send**:

  * Once you are satisfied with your campaign, click on the **Send** button.
  * At this point, the campaign will enter the "Preparing contacts before sending" status.

5. **Monitor the Status**:

  * Stay updated on the progress. If it takes longer than an hour, consider contacting the Customer Experience Team for assistance.

Configuration Options and Settings

While there are no specific configurations for the "Preparing contacts before sending" phase, there are elements that can influence its duration:

• **Contact Lists**: Ensure you are aware of which lists are being targeted.
• **Exclusion Lists**: If you use large exclusion lists, this may have an impact on the preparation time.
• **Segments**: Complex segments with multiple conditions can also delay the process.

Monitoring the number of total contacts and understanding the criteria can help you anticipate how long the "Preparing contacts" phase will take.

Best Practices

To streamline the preparation process and avoid delays, consider these best practices:

• **Limit the Number of Lists**: Sending to too many lists simultaneously can slow down the preparation phase. Aim to consolidate where possible.
• **Manage Exclusion Lists**: Keep exclusion lists concise to minimize any delays.
• **Optimize Segments**: Simplify your segmentation rules to facilitate quicker processing times.
• **Regularly Clean your Contact Database**: By maintaining an updated list of contacts, the system can process campaigns more quickly.

Troubleshooting

If your campaign remains in the "Preparing contacts before sending" status for more than an hour, here are steps you can take:

1. **Check Your Campaign Settings**: Ensure all configurations are correct and that you are targeting the intended audience. 2. **Wait and Observe**: Allow some additional time, particularly if you are sending to a large group of contacts. 3. **Contact Support**: If the status persists beyond an hour, reach out to our Customer Experience Team for assistance. They can provide insights and help resolve any underlying issues.

FAQ

1. What does it mean when my campaign is "Preparing contacts before sending"?

It means that ActiveCampaign is identifying and preparing the contacts who will receive your campaign.

2. How long does it typically take to prepare contacts?

The preparation can take from a few minutes to up to an hour, depending on various factors, including the number of contacts.

3. What should I do if my campaign is stuck in the preparation phase?

If it remains in this state for more than an hour, consider contacting the Customer Experience Team for support.

4. Can I still edit my campaign while it is preparing contacts?

No, once you initiate sending, you cannot make edits to the campaign until the preparation is complete.

5. How can I speed up the preparation process?

By reducing the number of lists you send to, managing exclusion lists, and simplifying segments, you can often speed up this process.

6. Does the size of my exclusion list affect the preparation time?

Yes, a larger exclusion list can slow down the preparation of contacts significantly.

7. Is there a way to track the progress while my campaign is preparing?

Currently, you will need to wait for the status to update once the preparation phase is complete; it does not provide live tracking updates.

For further assistance with unique situations and detailed inquiries, please feel free to reach out to ActiveCampaign support through your dashboard.

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