When a media newsletter collects many emails from Instagram, when should Contacts be exported?

Contacts collected from Instagram should be exported just before you send your next newsletter or welcome email to ensure the list is fresh and new subscribers are included immediately.

The best time to move your new leads from Instagram to your email service provider (ESP) isn't about a magic time of day; it's about aligning the export with your newsletter's sending schedule and the experience you want to create for new subscribers.

Align Exports with Your Newsletter Cadence

The simplest rule is to match your export frequency to your sending frequency. This ensures that no one who signs up misses the next issue they are expecting.

• Weekly Newsletter: If you send your newsletter every Friday, make it a habit to export your new Instagram contacts on Thursday or Friday morning. This way, everyone who signed up during the week gets the latest edition without a long wait.

• Daily Newsletter: For daily publications, you should perform a daily export. Integrating this into your morning workflow ensures your list is always up-to-date.

Waiting too long to export can create a disconnect. A follower who is excited about your content today might forget they even signed up if their first email from you doesn't arrive for two weeks.

Consider Your Welcome Sequence

If you have an automated welcome email sequence—a series of introductory emails for new subscribers—you should export your contacts more frequently, perhaps even daily. The goal is to get new subscribers into that sequence as soon as possible after they sign up on Instagram.

A prompt welcome email confirms their subscription, delivers any promised freebie, and starts building a relationship while their interest is at its peak. Using a tool like StarLovin to capture leads in DMs makes the first part of this process seamless.

A Simple, Repeatable Workflow

Building a routine is the best way to manage your growing list. A consistent process ensures no leads are left behind and your audience data remains organized.

1. Automate Collection: Set up an Instagram automation that asks for and collects email addresses in the DM when someone comments a keyword on your post or Reel.

2. Let Leads Accumulate: Your leads are automatically saved in your StarLovin Contacts list, giving you full ownership and a central place to view everyone who has signed up.

3. Export on Schedule: Based on your newsletter cadence (e.g., weekly), export the new contacts as a CSV file.

4. Import to Your ESP: Upload the CSV file to your email marketing platform (like Mailchimp, ConvertKit, or Beehiiv) and add the new subscribers to your main list or welcome sequence.

By timing your exports strategically, you create a smooth and professional experience that turns enthusiastic Instagram followers into loyal newsletter readers.