Managing your Contacts

Adding a contact manually to your media list

You don’t need a file to add a contact. If you're working with only a few names, simply enter the details manually.

1: Open your media list

Go to Media Lists in the left-hand menu and open the list you want to update.

2: Add a contact manually

1. Click Add contacts in the top right.
2. Select Add contact manually from the dropdown.
   
   
3. Fill in the details; the Email field is required, while the rest is optional. Click Create contact to save.
   
   
4. Select the newly created contact and click Add to lists to save it on one or more of your lists.

You can edit every field (unlike contacts from the Media Database) and delete it at any time.

Importing contacts into media lists

If you already have your own list of media contacts, you can import it directly into AI PR Toolkit instead of adding each contact manually. Here’s how to upload your file and match the fields correctly.

Step 1: Create a media list

Read the "Creating and editing media lists" section to get started. 

Step 2: Add contacts

Inside your media list, you can import contacts in two ways:

1. Click Add contacts in the top right and choose Import from file from the dropdown.
2. Click Import from file directly below the search field in the list view.

Both options will open a file picker where you can upload an XLSX, XLS, or CSV file.

Step 2: Match your columns

You’ll now see the Match your columns with ours screen.

Review if all the columns are matched properly. You can edit column names or skip what you don’t want to import right now.

• Use the dropdown under each column to select the correct field (e.g., Email, First Name, Outlet).
  Note: You must assign one column to Email, otherwise, you won’t be able to continue.
• If you don’t want to import any particular column, choose Don’t import.

Click Continue to proceed once you’re done.

Step 3: Review errors

If your file contains incomplete or invalid data, AI PR Toolkit will flag it and show a summary. You can either:

• Click Fix now to edit the invalid contact details manually.
• Or click Skip invalid records to delete them and move forward with the valid ones.

Once the process is complete, your contacts will be added to the list. You can edit or update them at any time.

Editing contact details

For contacts saved in your media lists, you can update selected information, such as bios or custom email greetings. This is useful when you want to personalize your outreach or keep lists organized.

Note: Contacts from the Media Database are updated automatically, so only specific fields can be edited. Contacts you’ve imported or added manually can be edited freely.

How to edit a contact

1. Choose any contact in your media lists or in the Media Database.
2. Click on the contact to open their profile.
3. In the top-right corner, click Edit contact.
4. You will see a form with several editable fields. The elements you can update:
   • Bio – A summary of your contact’s professional life, favorite topics, etc.
   • Greetings – How the contact will be addressed in your emails (e.g., “Hi Anna”).
   • Phone – Add one or more phone numbers.
   • Social Media –  Add any URLs to social profiles (Twitter, LinkedIn, personal blog, etc.).

These changes are only visible to you and won’t affect the global version of the contact.

Fields that can’t be edited

Some contact information is synced with the AI PR Toolkit database and locked to ensure consistency. These fields appear in the form but can’t be changed:

• First name and Last name
• Country, City, State, Address
• Role
• Media type
• Outlet
• Time zone
• Covered topics

Non-editable fields are marked with a padlock icon.

Information available on paid plans only

Some contact details are only visible if you're on a paid plan. This includes email addresses, phone numbers, and social media profiles.

How to export your contact list

If you’re on the Pro plan, you can export contacts from any media list you’ve created. Base plan users can pay extra to export contacts.

Here’s how to export your contact list:

1. Go to Media Lists and open the list you want to export.
2. Click Export list in the top-right corner, to download the entire list, or select contacts using checkboxes and click Export selected to download only the ones you need.

3. In the export window:
   • Select a file format: XLSX, XLS, or CSV.
   • If available, check the box labeled Include [number] contacts from Media Database.
     1. This shows how many contacts in your list come from the PR Toolkit database.
     2. You can uncheck this option to export only your imported contacts (those are not subject to export limits).

4. Click Export contacts to request your export. We’ll email you a link to download the file once it’s ready. Your current export limit is shown in the Export contacts pop-up.