Bulk Send from a Template

Bulk send lets you create and send many signature requests from a single template in one guided flow. You assign fixed recipients once (for example your sales rep), choose which template label receives a different person on each send (for example the customer), build a list from your contact book or a CSV file, then Subnoto creates and sends one envelope per list row.

Note

Plan requirement Bulk send is available on Pro and Ultimate plans. See pricing for details.

When to use bulk send

• You send the same document to many people with the same internal signer(s) each time
• You already use a template with the right fields and recipient labels
• You have a contact list or CSV export from another tool

For a single signature request with hand-picked recipients, use Sending from a Template instead. To let people request a signature via a public form link, use Template Forms.

How to start

You can open bulk send from:

• Templates list — Actions menu (three dots) → Prepare bulk send (when your plan includes the feature)
• Template edit page — Prepare bulk send in the sidebar or actions

You are taken to Bulk send from template for that workspace and template.

Before you begin

1. Template recipients — Your template should have at least two recipient labels when you need one role to change per send (for example client and sales). With only one label, every envelope uses that role for the list row you select.
2. Template status — The template must be draft or active.
3. Signatures — Each successful send uses signatures from your team’s monthly allowance. The app warns you if the batch would exceed your remaining limit.

Walkthrough

1. Choose the variable recipient

   If the template has more than one recipient label, select which label receives a different person on each envelope (for example client). All other labels are fixed for the whole batch.

2. Assign fixed recipients

   For each fixed label (for example sales), select a contact, team member, or enter details manually — the same person is used on every envelope in the batch.

3. Build the recipient list

   • Select rows from your contact book, or
   • Click Upload CSV and import a file (see CSV format below).

   The counter shows how many recipients are selected (maximum 100 per batch).

4. Configure send options (optional)

   • Append each person’s name to the envelope title
   • Signature order, read-all-pages requirement, expiration, reminders
   • Custom invitation message with placeholders @name, @firstname, @lastname, @email (replaced with the variable recipient’s details per envelope; all signers on the same envelope receive the same message)
   • Sender display name

5. Start the batch

   Click Send to N recipients. Subnoto processes envelopes one after another with a short pause between each send. Progress shows per row (pending, sending, sent, failed). When finished, you can open successful envelopes or Retry failed for rows that errored.

CSV format

Upload a .csv file with a header row and one row per recipient. Column names are case-insensitive in the header row.

Required columns

Column	Description
email	Signer email
firstname	First name
lastname	Last name

Optional column

Column	Description
phone	Phone number (if used by your workflow)

Example file

Save as UTF-8 text, for example bulk-recipients.csv:

email,firstname,lastname,phone
[email protected],Jane,Doe,+33601020304
[email protected],John,Smith,
[email protected],Marie,Dupont,+33611223344

Caution

CSV tips

• Use a comma as the separator and avoid commas inside cell values (the importer does not handle quoted fields).
• Rows missing email, firstname, or lastname are skipped.
• If the file has more than 100 data rows, only the first 100 are imported; a warning is shown.
• After import, you can switch back to Use contacts to pick from your contact book instead.

Limitations

Topic	Limit
Plans	Pro and Ultimate only
Batch size	Up to 100 list recipients per run
Sending	Sequential (not parallel); brief pause between each envelope
Fixed vs variable	Exactly one template label is variable per batch; all others are fixed
CSV	Simple comma-separated format; required columns only; no Excel-specific features
Retries	After a run completes, you can retry failed rows only (not re-send successes from that screen)
Progress	Keep the browser tab open while the batch runs; closing the page may interrupt in-progress work

Tip

Large lists For more than 100 recipients, split into multiple batches of 100 or use the API with your own orchestration.

Related pages

Creating and Editing Templates Upload a document, add recipient labels, and place signature fields

Sending from a Template Create a single signature request and assign each recipient yourself

Adding Recipients Build and manage your contact book for faster recipient selection