Entries Manager

What you can do in the Entries Manager

To	Do this
Search and filter entries	Use Search and the filters in the sidebar on the right.
See everything one entrant submitted	Open the entry's details. See Entry Details.
Approve, label, copy or delete a few entries	Select them, then use the options at the top.
Approve, label, copy or delete every entry that matches your filters	Use the Actions menu.
Pick a winner at random	Use the Random Entry Picker.
Get entries and uploaded files out of ShortStack	Export entries.
Start voting over	Reset votes or points to 0.

Before you start

• Actions menu options apply to every entry that matches your filters, not only the entries you've selected or can see. Check your filters before you export, label or delete.
• Deleted entries can't be recovered. To set an entry aside instead, label it or unapprove it.
• Custom Filters need the Max plan. So does adding tags when you copy entries to a new list.

Open the Entries Manager

• From the Dashboard: Click Manage in the navigation menu, then Entries, or go straight to the Entries Manager.
• From the Campaign Builder: Click the inbox icon on the Form Container or Entry Display Widget. The icon shows the number of entries.

What's on the page

Area	What it shows
Tile layout	Entries as cards. Each card shows the entry's image or video still, approval status (a green checkmark when approved), votes or points (next to the thumbs-up icon), name and email, date and time submitted, and tags and labels. Hover over a card and click View Details to open it.
List layout	Entries as rows. Click an entry to open its details. Click Columns to choose which Standard and Custom Fields show. Use the Default Menu to save your view, import a view as an Export Profile, or reset to the default.
Filters	The sidebar on the right, with Search at the top and the filter groups below it. A group you've changed shows Not Applied until you click Apply filters (at the bottom of the sidebar or above the entries) or press Enter. Discard changes puts your filters back the way they were. Clear all removes every filter at once.
Sort and Time Zone	Sort by Newest, Oldest, Most Votes or Least Votes. The Time Zone dropdown sets the time zone entries are shown in. It starts at the time zone in your user settings.
Actions	The menu at the top right. Its options apply to every entry that matches your filters.

Search for entries

1. Type a keyword or phrase in Search at the top of the Filters sidebar. To find entries with a label, use the Label filter instead.
2. Click Apply filters or press Enter.

When you search for more than one word, you only see entries that match every word. To find one person, use the Email, First name and Last name filters under Entrant instead.

Match any word

To see entries that match any of the words instead, click Match any word, which appears directly under Search when you type more than one word. Or type | between the words yourself, with or without spaces: Jane | John and Jane|John work the same. This is useful when you paste in a list of Entry IDs. Match all words switches back. Hover over Search tips for a reminder.

Match the start of a word

Search matches whole words. To find every word that starts the same way, add * to the end. For example, chu* finds Chu and Church, but chu only finds Chu.

You can use * in Search, First name, Last name, Address, City, State/Province and Username. IP Address also takes *, to match addresses that start the same way.

Filter entries

After you change any filter, click Apply filters or press Enter to update the entries.

Filter	What it finds
Label	Entries with the labels you choose.
Approved	Approved entries, unapproved entries, or both.
Date	Entries submitted between the From and To dates.
Lists	Entries from other lists. Add them with Select Lists.
Campaigns	Entries from the campaigns you choose in Select Campaigns.
Hashtag Feeds	Entries from the feeds you choose in Select Feeds.
Category	Entries in a category.
Entrant	Email: a full email address, or a domain, such as example.com or @example.com, to find everyone with an address at that domain. First name and Last name. Username: entries from Hashtag Feeds only, because form entries don't have a username. End a name or username with * to match the start of it.
Location	Address, City, State/Province, Zip/Postal Code and Country, when collected. End an address, city or state with * to match the start of it. IP Address: a full IP address, or end it with * to match every address that starts the same way. For example, 203.0.113.* matches 203.0.113.5 and 203.0.113.240.
Votes/Points	Entries with a range of votes or points in each round. Ranges include both ends, and setting From and To to 0 finds entries with no votes in that round.
Referrals	Entries by Refer-a-Friend activity, from October 27, 2026 onward. See Referrals filters.
Other	Has image or No image, and Has video or No video. reCaptcha score: drag the ends of the slider (0 to 1.0) to find entries in a score range, when reCAPTCHA is on. Show Only Test Entries: test entries only. Hide Entries From Hashtag Feeds: everything except entries from hashtag feeds.
Custom Filters (Max plan)	Entries by the value of a Custom Field from the Field Library, such as a store location. Click Choose Custom Filters at the bottom of the sidebar to add them.

Referrals filters

Use the Referrals filters to find entries by their Refer-a-Friend activity:

• Referral status: Any, Direct (not referred), Referred, or Referred by... to find the entries one specific entrant referred. Search for that entrant by name or email address.
• Referrals made: Any, None, or At least a number of referrals. This counts referred entries whether or not they earned points, so entrants who reached a maximum points limit still appear.
• Referral bonus points: Any, None, or At least a number of Refer-a-Friend bonus points.

Referrals filters only find entries created on or after October 27, 2026. Referral details weren't recorded before then, so an older entry won't match, even if it was referred. To check an older entry, see Verifying referrals. The tooltip on the Referrals label in the Filters sidebar shows this too.

Select entries

1. Click an entry to select it. To select several at once, click and drag your cursor across them.
2. Use the options at the top:
   • Approve: Approve or unapprove the selected entries from the dropdown.
   • Label: Type a label, press Enter/Return, then click Save.
   • Copy: Copy the selected entries to a new list.
   • Delete: Confirm in the pop-up, then click Delete. This can't be undone.
3. To clear your selection, click X Clear next to the counter.

Change every filtered entry

The Actions menu at the top right applies to every entry that matches your current filters.

Action	What it does
Approve or unapprove	Choose Approve or Unapprove in the pop-up, then click Submit & Close.
Label	Type labels, separated by commas, press Enter/Return, then click Submit & Close.
Copy to a new list	Name the list in the New List field. Under the advanced options you can add tags (Max plan), reset vote counts, or copy attached media.
Export	See Export entries.
Pick random entries	See Pick a random winner.
Reset votes/points to 0	Choose the rounds to reset, type the confirmation message, then click Reset Votes & Close.
Delete all entries	Type the confirmation prompt, then click Delete. Every entry that matches your filters is deleted for good.

Export entries

1. Filter to the entries you want to export.
2. In the Actions menu, choose to export, then pick a format:
   • Entries: a .csv file of entry data.
   • Uploaded Files: a .zip file of submitted photos and videos.
   • Entries & Uploaded Files: both.
3. Enter the email address to send the export to, and choose an export profile if you use one.
4. Click Export & Close.

For column choices and export profiles, see Exporting entry data.

Pick a random winner

1. Filter to the entries that can win, such as approved entries from one campaign.
2. In the Actions menu, open the Random Entry Picker.
3. Choose whether to weight the draw by vote count, and filter by Custom Fields if you need to.
4. Add a label, such as "Winner", so you can find the winners later.

For a full walkthrough, see How to select winners.

If something goes wrong

What you see	What to do
A search shows no entries	Every word you search for must match. Remove words one at a time until the entry appears. To find a person, use the Email, First name and Last name filters instead.
A partial name, such as chu, doesn't find Church	Search and the name filters match whole words. Add * to the end, such as chu*.
Entries you expect are missing	A filter is still on. Click Clear all in the Filters sidebar and look again. If they're still missing, see Where are the entries?
The Referrals filters miss a referred entry	The entry was created before October 27, 2026. Use Verifying referrals instead.
Username finds no form entries	Username only matches entries from Hashtag Feeds. Use First name, Last name or Email for form entries.
A Custom Filter for a list field shows choices your form doesn't use, such as "choice 1, choice 2, choice 3"	The filter shows the choices in the field's Default Settings, not the ones set in your campaign. Open the field in the Field Library, and in Default Settings, enter the same choices as your campaign's Field Widget. Your forms don't change.
An action changed more entries than you meant	Actions menu options apply to every entry that matches your filters. Labels and approval can be changed back. Deleted entries can't be recovered.

FAQs

Does Delete all entries delete only the entries I can see?

No. It deletes every entry that matches your current filters, including ones you haven't scrolled to. Deleted entries can't be recovered, so check your filters first.

How do I find one person by their full name?

Open Entrant in the Filters sidebar, type their first name in First name and their last name in Last name, then click Apply filters. If you have their email address, type it in Email instead.

How do I find several entries at once, such as from a list of Entry IDs?

Paste the IDs into Search, separated by spaces, then click Match any word. Without it, search only finds entries that match every word. See Match any word.

How do I find names that start with the same letters?

Add * to the end of what you type. chu* finds Chu and Church. Without the *, chu only finds Chu. This works in Search, First name, Last name, Address, City, State/Province and Username.

Can I filter entries by a custom field, such as a store location?

Yes, on the Max plan. Click Choose Custom Filters at the bottom of the Filters sidebar and pick the Custom Fields from your Field Library.

Why don't the Referrals filters find some referred entries?

Referral details are recorded only for entries created on or after October 27, 2026. To check an older entry, see Verifying referrals.

Can I merge multiple lists?

Yes. You can work with the entries from several lists together. In the Filters sidebar, open Lists, click Select Lists, choose the lists you want, then click Apply filters. The Entries Manager now shows the combined entries, and every option in the Actions menu applies to all of them. For example, you can export the combined entries, use the Random Entry Picker to pick a winner from all the lists, or copy the entries to a new list so they live in one place. If a column from one list's own custom fields is missing from a combined export, export that list on its own to include it.

Related resources

• Entry Details
• Working with entries
• Exporting entry data
• How to select winners
• How to collect consumer data without upsetting customers (blog)