Importing Multiple Contacts: A Comprehensive Guide

If you need to transfer contact details from another CRM or a marketing campaign, our Upload Contacts feature offers a seamless way to do so. With just a click on the "Upload Contacts" button, you can import anything from a single contact to an entire group with ease. In moments, your spreadsheet will be ready, paving the way for a more efficient workflow.

Preparing for Contact Import

Before you start importing contacts into your CRM, you’ll need to create a spreadsheet. It’s crucial to organize this spreadsheet with clearly defined columns to ensure that all fields match the corresponding fields in your CRM.

Column Values Format: Your spreadsheet should include columns like Name, Email, and Phone Number to guarantee proper data entry. During the import process, ensure that every column header aligns with its corresponding field in the CRM to avoid errors or inaccurate data integration.

Assigning Contact Ownership

To designate an owner for your contacts during the import, include the name of the user in the appropriate format:

• FirstName LastName (e.g., Logan Paul or logan paul)

• LastName FirstName (e.g., Paul Logan or paul logan)

Note: Both the first and last names are required for the system to recognize the user during the upload.

Phone Number Formatting

For the majority of cases, phone numbers formatted in E.164 (e.g., +1 1234567890) will be accepted by the system, regardless of the default country set at the sub-account level. If the country is set to the US, other formats like 123-456-7890 or (123) 456-7890 will also work.

Email Address

By default, the system uses "Email" as the unique identifier, but it allows you to choose other fields for deduplication during the Bulk CSV Upload.

Date Formatting

Accepted date formats include:

• mm/dd/yyyy (e.g., 10/28/2020)

• yyyy/mm/dd (e.g., 2020/10/28)

You can also use dashes (-) or periods (.) instead of slashes (/), and the system will recognize the date field.

Tagging

For tagging, you can use formats like Value 1, Value 2, Value 3 (e.g., Blue, Yellow, Green). The system will recognize tags even if you use ; or . instead of commas.

Steps for Importing Contacts

The process of importing contacts into your CRM involves three critical steps: Upload, Map, and Details. Start by uploading the contact data file, then map the fields to ensure they align correctly with your CRM’s structure, and finally, review and confirm the details to ensure accuracy.

Step 1: Upload

Begin by uploading the contacts from your device. Ensure your file is ready by confirming that:

• The file is in .csv format.

• It contains only one spreadsheet.

• The file size is under 50MB (typically, a .csv file with 4 columns and 10,000 records will be about 500KB).

• It includes a header row where at least one column header corresponds to a field in the system (e.g., First Name, Last Name, Phone Number, Email).

You can choose to:

• Add New Records: For new contacts.

• Update Existing Records: For updating current contacts.

• Both: For adding new contacts and updating existing ones.

Step 2: Map

After selecting the appropriate CSV file, match the columns from your file with the contact fields in our system. Use the preview column to check how well these columns align. The dropdowns allow you to fine-tune which columns should be imported, ensuring a smooth and accurate data integration process.

Note: If you have unmatched columns, you must tick the "Don't import data in unmatched columns" box to proceed.

Step 3: Details

In the final step, you’ll name your import. You can either keep the default name or edit it. You can also choose to create a new contact list by ticking the appropriate box.

Advanced Settings

In the advanced settings, you can:

• Add New and Update Existing Contact Records: This allows you to add new contacts while simultaneously updating an existing list.

• Add New Contact Records: Adds contacts only to a new list.

• Update Existing Contact Records: Merges new contacts with existing ones.

Find Existing Contacts Based on (Primary)

To merge or update your contact list, you can opt to bypass existing contacts based on a primary phone number. If you wish to keep the list current, you can also choose not to update any empty fields for existing records.

Simply tick the box to continue with your synchronization process.

Tags

The tagging feature is a powerful tool for organizing and categorizing your contacts. To add tags to your contacts, simply access the tags box where you can either select from existing tags or create new ones. Tags help you manage your contacts more efficiently by allowing you to filter, search, and group them according to your specific needs. Whether you're working with pre-existing tags or creating new ones, this feature ensures that your contact list remains organized and easily navigable.

Add to Workflow

To enhance your contact management, you can easily add imported contacts to an existing workflow or campaign. By toggling on this option, you can select the desired workflow or campaign, ensuring that your contacts are automatically enrolled in the relevant processes. This allows you to engage with your contacts through automated communications or specific actions tailored to your marketing strategy.

By following these steps, you'll ensure that your contact import process is smooth, accurate, and fully integrated into your CRM system. This approach not only saves time but also enhances the effectiveness of your CRM by keeping your contact data organized and up-to-date.