Entries & Winners
By James
By James
Review entries, select winners, and export contest data.
Managing Entries
The Entries tab on any contest shows all submitted entries. From here you can search, review, and manage your contest participants. Entry Table Each entry displays: | Column | Description | |---|---| | Email | The entrant's email address | | Name | The entrant's name (if name collection is enabled) | | Phone | The entrant's phone number (if phone collection is enabled) | | Date | When the entry was submitted | | Source | Where the entry came from (UTM source, if available) | | Entries | Total entry count for this email (if multiple entries per customer are allowed) | | Status | Entry status (e.g., entered, winner) | Searching Entries Use the search bar at the top of the entries table to find specific entries. Search works across email addresses and names. Entry Details Click on any entry to see the full details, including: - Full email, name, and phone (decrypted for display) - UTM parameters: source, medium, and campaign - Referrer URL — the page that sent them to the contest - Referral code — a unique code generated for this entry - Total entry count - IP address (for rate limiting reference) - Submission timestamp Deleting Entries You can delete individual entries from the entry list. Deleting an entry: - Permanently removes the entry record - Frees up an entry slot if the entrant wants to re-enter - Removes any associated winner record - Cannot be undone Source Tracking Every entry captures where it came from: - UTM Source — The platform or channel (e.g., "instagram", "newsletter", "google") - UTM Medium — The marketing medium (e.g., "social", "email", "cpc") - UTM Campaign — The specific campaign name (e.g., "summer-launch") - Referrer — The full URL of the page that linked to the contest This data helps you understand which channels drive the most entries. Add UTM parameters to your contest links to track different sharing channels (see Standalone Page). Pagination Entries are paginated for performance. Use the pagination controls at the bottom of the table to navigate through large entry lists. Privacy All personal information (email, name, phone) is encrypted at rest in the database. Data is only decrypted when you view it in the admin.
Selecting Winners
The Winners tab is where you select and manage contest winners. How you select winners depends on the method you chose during contest setup. Winner Stats At the top of the Winners tab, you'll see: - Total entries — All entries submitted to this contest - Eligible entries — Entries that haven't already won a prize - Winners selected — How many winners you've picked so far Random Draw If your contest uses the random draw method: 1. Go to the Winners tab. 2. Select which prize to draw a winner for from the dropdown. 3. The available quantity shows how many more winners can be drawn for that prize. 4. Click Draw winner. 5. The system randomly selects an eligible entry and assigns them the prize. How randomization works: - Each eligible entry has a chance proportional to their total entry count. An entry with 3 total entries has three times the chance of being selected compared to an entry with 1. - Entries that have already won the same prize are excluded. - The draw is instant — the winner appears in the winners list immediately. You can draw multiple winners by repeating the process, up to the prize quantity. Manual Selection If your contest uses the manual selection method: 1. Go to the Winners tab. 2. Select which prize to assign from the dropdown. 3. Browse or search the eligible entries list. 4. Click Select next to the entry you want to make a winner. Managing Winners Once winners are selected, you can: Mark as notified After you've contacted the winner (by email, phone, etc.), click Mark notified to record the notification date. This helps you track which winners you've already reached out to. Mark as claimed Once the winner has claimed or received their prize, mark them as claimed. This keeps your records organized. Add notes You can add notes to any winner record — useful for tracking shipping details, communication history, or special arrangements. Remove winner If you need to remove a winner (e.g., they didn't respond, they're ineligible), click Remove. This frees up a prize slot and makes their entry eligible for future draws. Winner Workflow A typical winner management flow: 1. Draw or select winners after the contest ends 2. Contact winners via email or phone 3. Mark as notified to track outreach 4. Fulfill the prize (ship product, send gift card, etc.) 5. Mark as claimed once the winner has received their prize Important Notes - An entry cannot win the same prize twice. - You can select winners at any time — even while the contest is still active. - Removing a winner does not delete their entry; it only removes the winner assignment. - Winner selection data includes: selected date, notified date, claimed date, and the selection method used (random or manual).
Exporting Data
CSV exports let you download contest entries and winners for spreadsheets, fulfillment, reporting, or external marketing tools. CSV exports are available on the Pro plan. Exporting Entries 1. Open the contest. 2. Go to the Entries tab. 3. Click Export CSV. 4. The export is queued in the background. 5. Open Data exports from the app navigation to track progress and download the file. Entry exports include entrant contact fields, total entries, source data, UTM values, referrer, and submission timestamps. Exporting Winners 1. Open the contest. 2. Go to the Winners tab. 3. Click Export CSV. 4. Open Data exports to download the completed file. Winner exports include winner details, prize details, and selection timestamps. Background Export Jobs Exports run as background jobs so larger contests do not time out inside Shopify admin. Export jobs can be: - Queued — Waiting to start. - Processing — The CSV is being prepared. - Completed — Ready to download. - Failed — Something went wrong; retry the export. - Expired — The download window has passed. Most exports finish quickly, but larger files may take a minute or two. Download Window Completed export files are kept for 7 days. After that, they expire automatically and you will need to create a new export. Retrying Failed Exports If an export fails: 1. Open Data exports. 2. Find the failed job. 3. Click Retry. 4. Wait for the new job to complete. If the retry also fails, contact support with the contest name and export type.