Managing Multiple Email Addresses for a Contact in Captivation Hub

Captivation Hub lets you store multiple email addresses on a single contact record, keeping personal, work, and alternate addresses all connected to the same person. Each contact can have one primary email and up to 10 additional email addresses.

How To Add Additional Email Addresses

Add alternate addresses directly from the contact record when the same person uses multiple emails.

1. Go to Contacts and open the contact.
2. Locate the Email Address area in the contact details.
3. Click Add Another Email.
4. Enter the additional email address.
5. Repeat as needed for other alternate addresses.
6. Click Save Changes.

Limit: You can add up to 10 additional email addresses per contact. Once that limit is reached, the option to add another address is no longer available.

How To Set the Primary Email Address

The primary email is stored in the contact's standard Email field. Choosing the right primary address matters because it's what Captivation Hub uses in features that rely on that field.

1. Open the contact record.
2. Locate the Email Address area.
3. Find the email you want to make primary.
4. Click the star icon next to that address.

Note: Only one email can be primary at a time. Double-check the selected address before using the contact in campaigns or automations that rely on the standard Email field.

How To Import Additional Email Addresses

CSV imports are useful when you need to add alternate addresses across many contacts at once.

Step 1 — Prepare the CSV

1. Create a separate column labeled Additional Email.
2. Enter alternate email addresses in that column.
3. If a contact has multiple additional emails, separate them with commas.

Example: billing@example.com, personal@example.com, assistant@example.com

Step 2 — Start the Contact Import

1. Go to Contacts and click Import.
2. Under Import records from CSV, click Start CSV import.

Step 3 — Upload and Map Additional Emails

1. Upload the CSV file and continue to field mapping.
2. Map the alternate-email column to Additional Email.
3. Review the remaining mappings and complete the import.

How To Export Contact Email Data

Contact exports use the fields currently visible in the Contacts table. Set up the table fields before exporting so the CSV includes the email information you need.

1. Go to Contacts → Smart Lists.
2. Filter or select the contacts you want to export.
3. Open Manage Fields and make the email-related columns visible.
4. Select the contacts, click Export, and confirm.

Captivation Hub processes exports in the background. You can review completed bulk actions from the Bulk Actions area.

How Multiple Emails Work When Merging Contacts

Merging duplicates combines information into one record. The merge screen lets you review conflicting values before the records are combined.

Step 1 — Select the Duplicate Contacts

1. Go to Contacts → Smart Lists and locate the duplicate contacts.
2. Select them, click More, and select Merge.

Step 2 — Review and Complete the Merge

1. Choose which contact should remain as the Master.
2. Review the fields that differ between records, including the available email addresses.
3. Choose which values to keep and confirm which email should be primary.
4. Review everything one final time, then click Merge Contacts.

Important: Contact merges cannot be undone. Review everything carefully before clicking Merge Contacts.

How To Find Contacts by Additional Email in Workflows

The Find Contact workflow action searches the primary Email field by default. Enable additional-email matching when a workflow needs to locate contacts whose matching email is stored as an additional address.

1. Go to Automation → Workflows and open or create a workflow.
2. Add the Find Contact action.
3. Select Email as a match field.
4. Enable the option to include additional emails in the search.
5. Finish configuring the action and save.

Frequently Asked Questions

How many email addresses can one contact have?
One primary email and up to 10 additional email addresses — 11 total.

Can I change which email is primary?
Yes. Open the contact's Email Address area and click the star icon next to the address you want to make primary.

Can I import multiple email addresses for one contact?
Yes. Put alternate addresses in an Additional Email column, separate multiple values with commas, and map that column to Additional Email during import.

Can Find Contact search additional email addresses?
Yes. When Email is selected as a match field, enable the option to include additional emails in the search.

What happens to email addresses when contacts are merged?
The Merge Contacts screen lets you review the available addresses and choose which to keep as primary before the merge completes.

Can I undo a contact merge?
No. Merges cannot be undone, so review everything carefully before confirming.