Help Desk Guide for Audience/Attendees Section
Manage your audience groups and attendee information
The Audience Management feature in Msg2ai is your comprehensive hub for managing all contacts, attendees, and audience segments. From creating individual audience members to enriching profiles with LinkedIn data, this powerful tool ensures you have complete control over your contact database and can segment your audience for targeted communications.
This guide covers everything you need to know about managing audiences, creating groups, enriching contact data, and utilizing advanced filtering capabilities.
Understanding Audience Management
With the Audience Management module, you can:
- Create and manage individual audience members with detailed profiles
- Organize contacts into audience groups for targeted messaging
- Enrich contact profiles with professional LinkedIn data
- Import contacts in bulk via CSV upload
- Filter and tag audiences for advanced segmentation
- Track LinkedIn enrichment progress across your organization
- Assign contacts to specific AI assistants
Navigating the Audience Management Dashboard
The Audience Management page features two main tabs:
Audience Tab
The Audience tab displays all individual contacts in your database. Here you'll find:
- LinkedIn Enrichment Dashboard – Monitor and manage batch LinkedIn data enrichment operations
- Contact List Table – View all audience members with columns for Assistant, Name, Phone, LinkedIn status, and Company
- Toolbar Actions – Calendar, Upload, Assistant filter, Create Group, Add New Audience, and Filter by Tags
Audience Group Tab
The Audience Group tab lets you create and manage segments of your audience for targeted broadcast messaging and organization.
Creating a New Audience Member
To add a new contact to your audience, click the Add New Audience button. This opens a comprehensive creation form with multiple sections:
Basic Information Section
The Basic Information section contains the essential fields for creating an audience member:
Assistant *
What it is: Select which AI assistant will be associated with this audience member.
How to use: Click the dropdown and choose the appropriate assistant. This determines which assistant will handle communications with this contact.
Why it's required: Assigning an assistant ensures messages are properly attributed and that the contact receives communications from the right assistant context (e.g., event assistant, hotel assistant, etc.).
Full Name *
What it is: The complete name of the audience member.
How to use: Enter the person's full name as you want it to appear in messages and records.
Best practice: Use proper capitalization and complete names (First Last) for professional communication. Names are often used for personalization in messages.
Phone Number *
What it is: The contact's mobile phone number for SMS or WhatsApp messaging.
How to use: Enter the phone number with country code (e.g., +1234567890). The system uses international format.
Important: This is the primary communication channel. Ensure the number is accurate and capable of receiving your chosen message type (SMS or WhatsApp).
Contact Type
What it is: The preferred messaging channel for this contact.
Options: Typically includes Text Message (SMS), WhatsApp, or other available channels.
Why it matters: Some contacts may prefer or only have access to certain messaging platforms. Setting this ensures messages are sent via the appropriate channel.
Start Date
What it is: The date when this contact's engagement or event participation begins.
Use cases: Event start date, check-in date for hotels, program enrollment date, or subscription start.
How to use: Click the calendar field and select the appropriate date in mm/dd/yyyy format. This helps with temporal filtering and scheduling automated messages.
End Date
What it is: The date when engagement or participation ends.
Use cases: Event end date, check-out date, program completion, or subscription expiration.
Benefits: Helps automatically filter active vs. inactive contacts and can trigger follow-up communications after the end date.
Notes
What it is: A free-text field for storing additional information about the contact.
What to include: Special requirements, dietary restrictions, accessibility needs, VIP status, preferences, or any contextual information useful for personalized service.
Example: "Vegetarian, prefers morning sessions, requires wheelchair access, referred by John Smith"
Advanced Sections (Expandable)
The Create New Audience form includes several expandable sections for comprehensive contact management:
Contact Details
Click to expand and add additional contact information such as email addresses, secondary phone numbers, mailing addresses, or emergency contact details.
Contact Preferences
Configure communication preferences including opt-in status, preferred communication times, message frequency limits, and specific topics of interest.
Language Preferences
Set the contact's preferred language for receiving messages. Essential for multilingual audiences to ensure messages are sent in the appropriate language.
LinkedIn Information (All LinkedIn fields)
View and manage LinkedIn profile data including job title, company, industry, location, profile URL, and other professional information gathered through LinkedIn enrichment.
Saving Your Audience Member
After filling out the required fields:
- Click Create Audience to save the new contact
- Click Cancel to discard without saving
LinkedIn Data Enrichment
One of the most powerful features in Audience Management is LinkedIn Data Enrichment, which automatically enhances contact profiles with professional information from LinkedIn.
Understanding LinkedIn Enrichment Dashboard
The LinkedIn Enrichment Dashboard appears at the top of the Audience tab and provides two main workflows:
Step 1: Find LinkedIn URLs
Purpose: Search for missing LinkedIn profile URLs for attendees who don't have them yet.
Status display: Shows "Ready to search: X attendees" and "Attendees without LinkedIn URLs"
Action: Click Search LinkedIn URLs to automatically find LinkedIn profiles based on name and other available data.
Progress tracking: Shows Complete, New, Pending, and Not Found counts so you can monitor the search progress.
Step 2: Enrich Profile Data
Purpose: Fetch detailed professional information (headlines, companies, job titles, etc.) from LinkedIn profiles.
Status display: Shows "Ready to enrich: X attendees" and "Attendees with LinkedIn URLs, not yet enriched"
Action: Click Select attendees to enrich to choose contacts and enrich their profiles.
What you get: Company name, job title, industry, location, and other professional details that can be used for better segmentation and personalization.
💡 Tip: First search for LinkedIn URLs, then enrich the profiles with detailed data. This two-step process ensures maximum data quality and success rates.
Organization-wide Progress Tracking
Click to expand the LinkedIn Enrichment Dashboard section to see comprehensive organization-wide statistics:
Enrichment Statistics
Overall Completion: Visual progress bar showing what percentage of your total attendees have been enriched
Status Breakdown:
- Complete: Attendees with fully enriched LinkedIn data
- Pending: Enrichment requests currently processing
- Available: Contacts ready to enrich (have LinkedIn URLs but not yet enriched)
- Failed: Enrichment attempts that encountered errors
Last updated: Timestamp showing when statistics were last refreshed
Advanced Batch Operations
Click Advanced Batch button to access the batch enrichment modal for processing multiple attendees at once:
Current Status Overview
Displays real-time counts for Total, Complete, Pending, Available, and Failed enrichments across your entire organization.
Batch Configuration
Batch Size Limit: Set how many attendees to process in this batch (Max: 1000)
Number field: Enter the desired batch size (e.g., 500)
Force re-enrichment: Check this option to re-fetch data for contacts that were previously enriched (useful for updating stale data)
Batch Summary
Eligible Attendees: Shows how many contacts meet the criteria (marked as "available")
Will Process: Confirms exactly how many will be enriched in this batch
Estimated Time: Provides an approximate duration (e.g., "5-15 minutes")
Starting the Batch
Click Enrich [X] Attendees to start the batch process. The system will process enrichment in the background and update statuses as it progresses. Click Cancel to exit without starting.
Understanding the Audience Table
The main audience table displays all your contacts with the following columns:
Checkbox (Select)
Select individual audience members for bulk actions like adding to groups, deleting, or batch enrichment.
Assistant
Shows which assistant is assigned to each contact. Contacts may show "Unassigned" if not yet linked to an assistant.
Name
Displays the full name of the audience member. Click on a name to view or edit the complete profile.
Phone
Shows the contact's phone number in international format. This is the primary messaging destination.
Displays the LinkedIn enrichment status with visual indicators:
- New: LinkedIn URL found but not yet enriched
- Enriched: Profile data successfully fetched
- Pending: Enrichment in progress
- Failed: Enrichment encountered an error
- — (dash): No LinkedIn URL available
Company
Shows the company name from LinkedIn enrichment data. Displays "—" if not available or not yet enriched.
Actions Menu (⋮)
Click the three-dot menu to access individual contact actions like Edit, Delete, Add to Group, Send Message, or View History.
Filtering and Organizing Audiences
Filter by Assistant
Use the All Assistants dropdown to filter the audience list by specific assistant assignment. This helps you focus on contacts relevant to particular campaigns or events.
Filter by Tags
Click Filter by Tags to open an advanced filtering panel with powerful segmentation options:
Category Filter
Select "All Categories" or choose a specific category to narrow down available tags. Categories might include Industry, Location, Job Level, Interest, or custom categories you've created.
Search Tags
Use the search box to quickly find specific tags by name. Helpful when you have many tags across multiple categories.
Minimum Confidence Slider
What it is: Adjusts the confidence threshold (0% to 100%) for automatically assigned tags.
How to use: Slide right to include only high-confidence tags (more precise), or left to include lower-confidence tags (broader reach). Shows current percentage as you adjust.
Available Tags
Displays count of available tags (e.g., "Available Tags (0)"). Select tags from this list to filter your audience. Multiple tags can be combined for advanced segmentation.
Apply Filter / Cancel
Click Apply Filter to update the audience table based on your tag selections. Click Cancel to close without applying changes.
Bulk Operations and Tools
Calendar Integration
The Calendar icon button allows you to:
- View audience members by date ranges
- Filter contacts by their start/end dates
- See upcoming engagements and expirations
Upload Contacts (Bulk Import)
Click the Upload icon to import multiple audience members at once:
Supported format: CSV files with proper column headers
Required fields: At minimum, include Name and Phone Number
Optional fields: Assistant, Start Date, End Date, Email, LinkedIn URL, Company, Tags, etc.
Benefits: Save hours of manual entry when onboarding large groups like event attendees or conference registrants
Create Group
The Create Group button allows you to organize contacts into audience groups:
- Select multiple contacts using checkboxes
- Click Create Group to assign them to a new or existing group
- Groups can be used for targeted broadcast messages
- Note: You must select a specific assistant before creating groups
Pagination and Navigation
At the bottom of the audience table:
Records Per Page
Dropdown to select how many contacts to display per page (e.g., 20, 50, 100). Adjust based on your preference for browsing large lists.
Page Counter
Shows current range (e.g., "Showing 1 to 8 of 8") so you know where you are in the full list.
Previous / Next Buttons
Navigate between pages of results. Buttons are disabled when at the first or last page.
Best Practices for Audience Management
- Keep Data Current: Regularly update contact information and use LinkedIn enrichment to maintain accurate professional details
- Use Consistent Naming: Standardize how you enter names for better searchability and professional appearance
- Leverage Start/End Dates: Always set dates to enable automatic filtering and time-based automation
- Enrich Strategically: Prioritize LinkedIn enrichment for VIPs, speakers, sponsors, or key contacts where professional context matters
- Organize with Groups: Create logical audience groups (e.g., "VIP Attendees," "Day 1 Registrants," "Hotel Guests Floor 3") for targeted messaging
- Tag Comprehensively: Use tags for advanced segmentation by interest, behavior, demographics, or any custom criteria
- Bulk Import Wisely: When uploading CSVs, ensure data is clean and properly formatted to avoid errors
- Monitor Enrichment Progress: Regularly check the LinkedIn Enrichment Dashboard to ensure enrichment is progressing and address any failures
- Assign Assistants Properly: Ensure every contact is assigned to the appropriate assistant for proper message routing
- Document in Notes: Use the Notes field liberally to capture context that will help personalize future interactions
Common Use Cases
Event Management
Import attendee list from registration system, enrich with LinkedIn data to understand attendee backgrounds, create groups by registration type (Speaker, Sponsor, Attendee), and use tags to segment by industry or interest for targeted session recommendations.
Hotel Guest Management
Create audience members for each guest with check-in/check-out dates, use notes to track room numbers and special requests, group by floor or stay duration, and send targeted messages based on length of stay or loyalty status.
Conference Networking
Enrich all attendee profiles with LinkedIn data, filter by company or job title to identify target connections, create groups for networking sessions (e.g., "Founders Breakfast," "Tech Leaders Meetup"), and facilitate introductions between relevant attendees.
Ongoing Programs
Maintain participant database with rolling start/end dates, use tags to track progress (e.g., "Week 1," "Completed Module 2"), create groups for cohorts, and send scheduled messages appropriate to each participant's timeline.
Troubleshooting Common Issues
LinkedIn Enrichment Failing
Possible causes: Invalid LinkedIn URLs, rate limits reached, contact names don't match LinkedIn profiles, or privacy settings blocking data access.
Solution: Verify LinkedIn URLs are correct, wait before retrying if rate limited, check spelling of names, or manually add LinkedIn data for contacts with strict privacy settings.
Can't Create Group
Issue: The "Create Group" button is grayed out or produces an error.
Solution: Ensure you've selected a specific assistant from the "All Assistants" dropdown. Groups are assistant-specific, so you must choose one first.
Bulk Upload Errors
Common issues: Incorrect column headers, phone numbers in wrong format, dates not in proper format, or missing required fields.
Solution: Download a sample CSV template if available, ensure phone numbers include country codes (+), use mm/dd/yyyy for dates, and verify all required fields (Name, Phone) are present.
Contacts Not Appearing
Check: Your current filter settings (Assistant filter, Tag filters, Date filters) may be hiding contacts.
Solution: Reset all filters to "All Assistants" and clear any tag filters to see the complete list, then reapply filters as needed.
Summary
The Audience Management feature is the foundation of effective, targeted communication with Msg2ai. By maintaining accurate contact records, enriching profiles with professional data, organizing contacts into strategic groups, and leveraging advanced filtering, you can ensure every message reaches the right person with the right context. Whether you're managing a one-time event with hundreds of attendees or maintaining ongoing relationships with guests and customers, Audience Management provides the tools you need for sophisticated, personalized communication at scale.