Campaign Audience Guide

What is a Campaign Audience?

A campaign audience is the contact list your email or outbound IVR campaign sends to. You build audiences by importing contacts from a source — Velaro's native CRM, a connected CRM like HubSpot or Dynamics 365, or a CSV file.

Every contact list deduplicates by email address. If a contact already exists in a list, they will not be added twice.

Importing Contacts from Velaro CRM

Velaro CRM is your native contact database — anyone who has chatted, filled out a form, or been added manually in Velaro. You can import a filtered snapshot directly into a campaign list.

How to import from Velaro CRM:

1. Open Email Campaigns or IVR Campaigns

2. Create or edit a campaign and click + Import from CRM next to the Contact List field

3. Choose Velaro CRM as the source

4. Set filters: require email, require phone, company name, country, or created-after date

5. Click Preview to see how many contacts match

6. Name your new list (or add to an existing one) and click Import

How data syncs: One-time snapshot. The list captures contacts matching your filters at the moment of import. To refresh, run a new import and add to the same list.

Deduplication: Contacts already in the target list are skipped automatically. Your list will never contain duplicate email addresses.

Connecting External CRMs (HubSpot, Dynamics 365, Pipedrive, Salesforce)

If you use an external CRM, connect it under Integrations first. Once connected, you can import contacts from it into any campaign list using the same + Import from CRM flow.

Supported CRM sources:

• HubSpot — filter by lifecycle stage, list membership, or owner
• Dynamics 365 — filter by account type, lead status, or territory
• Pipedrive — filter by pipeline, deal stage, or custom field
• Salesforce — filter by campaign membership, record type, or owner

How data syncs: One-time import at the time you run it. Scheduled sync (automatic nightly refresh) is coming in a future update.

Contact List Limits and Quotas

Your account has a contact pool limit — the maximum number of active contacts across all lists. When the limit is reached, CSV imports and CRM imports will be blocked until contacts are removed or your limit is increased.

To check your current usage, go to Email Campaigns → Contact Lists. Your current contact count and limit are shown at the top.

Data Safety and Contact Records

Contact records in Velaro are stored safely and never permanently deleted during a merge or import operation. The IsActive flag soft-deletes records — they remain in the database and can be recovered.

Important notes about Velaro CRM contacts:

• Each contact is linked to their conversation history. Contact records are shared between the CRM, campaigns, and conversation transcripts.
• Velaro CRM does not currently have automatic duplicate merging. If two records exist for the same person (different emails), they will both be imported separately.
• If you need to clean up duplicates, remove the unwanted record from the list manually — the original contact and their conversation history are not affected.

Setting Up Your First Campaign List

1. Go to Email Campaigns or IVR Campaigns

2. Click the Contact Lists tab in the left panel

3. Click + New to create a list, or use + Import from CRM when creating a campaign

4. Give the list a descriptive name (e.g., "Q2 2026 — Velaro CRM — US customers with email")

5. Add contacts via CSV upload or CRM import

6. Select the list when creating your broadcast or IVR campaign

Migration From Other Systems

If you are moving contacts from a previous system (HubSpot, Salesforce, Zoho, etc.) to Velaro, export a CSV from that system and upload it using the CSV import on any contact list. Required column: Email. Optional: Name, Phone, Tags.

Full CRM-to-Velaro migration wizards are planned for a future release. These will let you pull contacts, deal history, and notes directly from your old CRM into Velaro without a CSV export.