Entries & Winners
By James
By James
Review entries, select winners, and export contest data.
Managing Entries
Open a contest's Results stage to search, review, segment, moderate, and export its entries and identified gallery voters. On mobile, Results opens with Entries selected; use Overview, Entries, and Draw winners at the top to change panes. Entry, referral, and referrer tables appear as labelled rows, so each record remains readable without horizontal scrolling. Result summary The top of Results shows entries, views, conversion rate, and selected winners. The entries area includes search and a Pro Export CSV action. Entry segments - All entries — every entrant record. - Photo entries — a visual gallery of submissions, approval state, and vote totals. - Votes — email-identified voters, the selected photo, marketing-consent state, and vote date. Anonymous votes contribute to totals but do not create voter rows. - Referrals — successful referral activity and referrer rankings. - Hidden — entries or photos removed from public gallery visibility. The normal entry list includes the entrant's available contact details, submission time, total earned entries, source information, and status. One record is kept per email address; repeated permitted entries and bonus rewards increase its total. Referral reporting Select Referrals to see Successful referrals and Active referrers, then switch between: - Referred entries — the referred entrant, the referring entrant, total entries, source, and entry date. - Top referrers — rank, entrant details, successful referrals, referral bonus entries, total entries, and latest referral date. The segment count is the number of successful referrals. Search works in both views, and large result sets are paginated. For setup, reward caps, and the entrant experience, see Referral Sharing. Photo moderation In Photo entries, use All photos, Awaiting approval, and Rejected to review the queue. When Manually approve photos is enabled on the Photo upload action, each new submission starts as Awaiting approval and stays out of the public gallery until you click Approve. Click Reject to keep it out of the gallery; a rejected card can be approved later. Approval or rejection does not delete the entrant or remove their random/manual draw eligibility. The dashboard also shows Needs attention > Approve photos while a contest has pending submissions. UserLoop sends an operational review alert when the first photo enters an empty queue, with additional alerts limited to one per 24 hours while more photos arrive. For approved photos, the card menu lets you hide or unhide the photo without changing its approval decision. Hiding a photo removes it from the public gallery and Most votes, but the entrant remains eligible for random and manual selection. Use Delete photo to remove only the uploaded image. It removes the photo from the gallery and Shopify Files, deletes votes for that photo, and subtracts entries earned by the Photo upload action while keeping the entrant with at least one entry. Use Delete to remove the entire entrant record, its uploaded photo, and all winner eligibility. Neither deletion can be undone. Photo entry action menu showing separate Delete photo and Delete options Voter reporting When the Photo upload action uses Require email to vote, identified voters appear in Results > Votes and in the combined All entries feed. The Votes table shows email, optional name, the photo selected, whether marketing consent was given, and the vote date. A voter can change their choice without creating another voter record. See Photo Contests and Public Voting for gallery installation, vote identity, consent, and moderation setup. Changing a live bonus action Saving edits to an existing bonus action preserves its entrant completions, including photos and answers. Removing the action is destructive: the editor warns when completions exist, and Remove anyway permanently deletes those action submissions. Entrants keep bonus entries they already earned, so their total in Results does not decrease. Choose Keep action if you need to retain the submissions. See Bonus Entry Actions for the plan-aware action workflow. Acquisition data Entries can retain the referrer, entry surface, and UTM source, medium, and campaign. Use the Launch-stage UTM builder to create distinct tracked links for different channels. Privacy Entrant and identified-voter contact information is encrypted at rest and decrypted only for authorized admin display and export. CSV files contain readable personal information, so store and share them securely and delete them when no longer needed.
Selecting Winners
Winner selection happens inside the contest's Results stage, beside the entry data and remaining prize quantities. On mobile, open Results and tap Draw winners at the top; use Overview or Entries to return to campaign metrics or entrant data. Random, manual, and most-votes selection are available on both Free and Pro plans. When drawing is available Drawing is locked until the contest ends. If you are ready to stop an active campaign early, click End contest & draw now, review the warning, and confirm. The dashboard also shows Needs attention > Select winner when an ended contest has confirmed entries and no winner decision. Click Review winners to open Results. Choose a prize with remaining quantity, then select a method. Random draw Random draw is weighted by total earned entries. An eligible person with three entries has three chances compared with one chance for a person with one entry. Invalid or unconfirmed entries and people who already won another contest prize are excluded. Gallery visibility and approval status do not remove an otherwise confirmed entrant from the random draw; delete an invalid entry if it must be removed from every winner method. After the reveal, choose Keep, Redraw, or switch to a manual pick. Manual pick Search eligible entrants and choose a specific person. Photo details and vote totals are available for photo contests to help you review the choice. Most votes This method is available when the contest has a photo-upload action. The highest-voted confirmed, visible photo that has not already won is eligible. Hiding a photo excludes it from Most votes. Approval and rejection control public gallery visibility but do not by themselves remove existing votes or most-votes eligibility, so also hide a rejected photo if it must not win by votes. If multiple eligible photos share the highest count, choose among the tied leaders. Vote totals and eligibility are checked again when you confirm. Selecting a winner, or resolving the contest with No winner, closes public voting; the gallery then highlights the winner when one was selected. See Photo Contests and Public Voting for vote collection, gallery setup, and moderation. Multiple prizes and quantities Results shows the remaining quantity for each prize and the total number already drawn. Select winners until the configured quantity is filled. One entrant can win only once within a contest. Set up prize delivery After keeping a winner, click Set up prize delivery. On Free, choose Handle redemption yourself and I'll contact them. Contact and fulfill the prize outside UserLoop; no claim link or automated email is created. On Pro, the wizard also provides: - A fully discounted Shopify draft for review. - An automatic fully discounted Shopify order. - Secure delivery-detail collection without creating an order. - Send with UserLoop and winner email resends. - Secure claim windows of 3, 7, 14, or 30 days. Winner cards track Notified, Claimed, Order, and Fulfilled. Expired claims can be set up again on Pro with a fresh link; a declined winner can be removed so you can draw a replacement. See Sending and Fulfilling Winner Prizes for detailed steps and plan behavior. Other winner actions - Mark notified when you chose to contact the winner yourself. - Remove a winner who is invalid, declined, or unresponsive; the entrant becomes eligible again. - Export winner data on a plan that includes CSV exports. You can also resolve the contest with No winner when no prize should be awarded. This closes winner selection and photo voting without deleting prizes or entries. Use Reopen winner selection if that decision needs to be reversed. Winner actions affect real campaign records. Confirm the contest has ended, the entrant is eligible under your terms, and the correct prize is selected before keeping a result.
Exporting Data
CSV export is available on the Pro plan for entries and winners. Exports run in the background and the completed file is made available when processing finishes. Export entries 1. Open the contest. 2. Go to Results. 3. Click Export CSV in the entries area. The entries file includes: - Contact and entry details: Email, optional Name and Phone, Entry Date, Source, UTM fields, Customer ID, and Surface. - Contest outcome fields: Total Entries when bonus actions are configured and Winner. - Entry state: Entry Status, which shows whether the entry is confirmed or still pending required actions. - Consent evidence: Email Marketing Consent, Email Marketing Consent At, SMS Marketing Consent, SMS Marketing Consent At, Marketing Consent Source, and Marketing Consent Version. Consent values are Yes only when the entrant opted in. The timestamp records when consent was captured; source and version identify the contest surface and disclosure shown at that time. Export winners Use the winner export action for a file containing: - The winner's contact details, total earned entries when applicable, prize, selection method, selection time, notification and claim timestamps, and notes. - Winner lifecycle fields: Winner Status, Invalidated At, and Invalidation Reason. - Prize redemption fields: Redemption Status, Fulfillment Mode, Claim Submitted At, Declined At, and Shopify Order. - The underlying entry status and the same email/SMS consent evidence included in the entries export. Selection method is recorded as Random draw, Manual selection, or Most votes. Use consent fields before marketing imports Before importing entrants into an email marketing platform, filter the file to rows where Entry Status is confirmed and Email Marketing Consent is Yes. Before importing phone numbers into an SMS platform, filter to rows where Entry Status is confirmed and SMS Marketing Consent is Yes. The exported consent fields help you identify what UserLoop recorded, but you remain responsible for applying the legal and platform requirements that apply to your marketing activity. Other common uses - Prize fulfillment and winner outreach. - Campaign acquisition analysis. - Compliance and internal record keeping. Handle exports securely CSV files contain decrypted personal information. Restrict access, store them securely, avoid unnecessary sharing, and delete them in accordance with your privacy and retention policy. Spreadsheet software can interpret values beginning with formula characters. UserLoop escapes potentially dangerous formula-like fields in generated files, but you should still open untrusted exports cautiously and avoid re-enabling formulas in entrant-supplied data.
Sending and Fulfilling Winner Prizes
After selecting a winner, use the redemption workflow to notify them, collect any delivery details, and track the prize to completion. Winner selection is available on Free and Pro; automated winner delivery is a Pro feature. Plan availability - Free — select winners, choose Handle redemption yourself, and use I'll contact them. You contact the winner and manage delivery outside UserLoop. No claim form, claim link, automated email, or Shopify order is created. - Pro — use Send with UserLoop, secure claim links, address collection, Shopify draft or automatic-order creation, and email resends. On Free, the automated choices carry a Pro badge and the wizard links to View plans. Mobile winner redemption dialog on the Free plan with automated delivery options marked Pro and manual redemption selected Before you start - Keep the correct winner and prize in Results. - Use Pro when you want UserLoop to send winner emails, create claim links, collect addresses, or create Shopify drafts and orders. - For Shopify draft or automatic-order fulfillment, the prize must be linked to a Shopify product. - Review your contest terms before replacing a winner or changing a response deadline. 1. Open prize delivery 1. Open the contest and go to Results. 2. Find the winner card. 3. Click Set up prize delivery. The card initially shows Setup required. If Pro setup is still incomplete after 24 hours, UserLoop sends the merchant an action-required reminder. 2. Choose how the prize is handled Choose one option in Winner redemption: Create a draft for review — Pro UserLoop securely collects the winner's details and creates a fully discounted Shopify draft. Review the prize and address in Shopify, then click Create order and fulfill it normally. This is the recommended option for Shopify product prizes. Create the order automatically — Pro UserLoop collects the details, creates a fully discounted order, and puts it in the normal Shopify fulfillment queue without draft approval. Collect delivery details only — Pro UserLoop securely collects and stores the address, then tells you it is ready. Arrange delivery yourself and click Mark prize fulfilled when complete. Handle redemption yourself — Free and Pro Contact the winner and arrange everything outside UserLoop. No claim form or Shopify order is created. Mark the prize fulfilled when you are done. Shopify draft and automatic-order options are available only for prizes linked to a Shopify product. If the product has multiple variants, the winner chooses an option on the claim form. 3. Set the claim window — Pro For any option that collects details, choose 3, 7, 14, or 30 days. The claim link closes after the deadline. UserLoop sends a reminder when an active claim enters its final 48 hours. If the deadline passes, the winner card changes to Claim expired and the merchant receives an action-required email. 4. Choose who sends the notification - Send with UserLoop — Pro — edit the subject and message, review the preview, then click Send and start. UserLoop adds the secure claim link when one is needed. - I'll contact them — Free and Pro — UserLoop does not email the winner. On Pro, a redemption method that collects details provides a secure claim link for you to send. Manual redemption does not create a claim link. The claim link contains a private token. Do not paste it into public tickets, campaign posts, screenshots, or shared documents. 5. Review and start The review step confirms the winner, prize, redemption method, sender, and deadline. For Shopify fulfillment, approve optional draft-order access if prompted. This grants the access needed to create and complete prize drafts and orders. Click Send and start or Save instructions. The winner card then tracks the journey: 1. Notified — the email or merchant notification step is complete. 2. Claimed — the winner submitted their details. 3. Order — a Shopify draft or order is ready, or manual delivery is underway. 4. Fulfilled — the prize has been completed. What the winner submits The secure claim page can collect the product variant, full name, optional phone, address, city, optional region, postal code, and country or region. The winner can also decline the prize. Declining requires confirmation and permanently closes that claim link. Manage an active redemption Use the winner-card menu to: - Resend winner email on Pro while an automated claim remains active. - Mark prize fulfilled after manual delivery or Shopify fulfillment. - Remove a winner who is invalid, declined, or unresponsive. For a Shopify draft, click View draft, review it in Shopify, and create the order. For an automatic order, click View order and fulfill it from the normal queue. If your plan changes If a store moves from Pro to Free, claims already in progress can still be submitted, retried, and completed, and their scheduled reminders continue. Starting a new automated redemption or resending a UserLoop winner email requires Pro. Use manual redemption for new winners while the store is on Free. Expired, declined, or failed claims - Claim expired — on Pro, click Set up delivery again for a fresh link and deadline. Otherwise handle delivery manually or remove the winner before drawing a replacement. - Declined — remove the winner before drawing a replacement if your terms allow it. - Needs attention — open the details, approve Shopify access or correct the product, variant, country, or address issue, then click Try again. UserLoop retains the submitted claim and reuses an existing draft when possible, so a safe retry can continue without intentionally creating a duplicate prize draft. For winner-selection rules, see Selecting Winners. For plan details, see Billing & Plans. For common fixes, see Troubleshooting.