Importing Contacts Using a CSV File

This guide explains how to import contacts into your CRM using a CSV file. You will learn how to upload your file, map the data fields, and complete the import process. You also have the option to import opportunities alongside your contacts.

Important: The CRM only supports importing contacts through CSV (.csv) files. Other file formats, such as Excel spreadsheets or Google Sheets, are not accepted.

Prerequisites for Importing Contacts

Before you begin the import process, ensure you meet the following requirements:

• User Permissions: You must have Admin-level access to import contacts.
• File Format: Your file must be in CSV format.
• File Size Limit: The CSV file must be smaller than 30 MB. If your file is larger, split it into smaller files.
• Single Sheet: The CSV file should contain data from only one sheet or tab.
• Header Row: The first row of your CSV must not be blank. It should contain headers, and at least one header must correspond to a field in the CRM.

Common Mistakes to Avoid

• Mismatched Headers: Ensure the column headers in your CSV file match the field names in the CRM.
• Blank Required Fields: Each row of data must contain at least one of the following: a name, an email address, or a phone number.
• Special Characters in Phone Numbers: Remove any spaces, dashes, or letters from phone numbers.
• Duplicate Records: Clean your list to remove duplicate entries before importing.

Step 1: Navigate to the Contacts Tab

From the main navigation, click on the Import Contacts button.

Step 2: Select What to Import

Choose whether you want to import only Contacts or both Contacts and Opportunities.

Step 3: Upload Your CSV File

After selecting your import type, click Next and upload your CSV file. You will then select whether you are adding new contacts or updating existing ones.

Note: When updating contacts, the CRM identifies existing records by checking, in this order: Contact ID, then Email, then Phone. This matching process helps prevent duplicates. You can adjust these deduplication settings if needed.

Step 4: Map Columns to Fields

Map each column from your CSV file to the corresponding field in the CRM.

• If you check the "Don't update Empty Values" option, fields that already contain data will not be overwritten if the corresponding CSV cell is empty.
• If you do not wish to import data from a specific column, you can leave it unmapped. You must check a box to confirm you want to proceed with unmapped columns.
• A message will remind you to map all mandatory fields or choose to ignore data from unmapped columns.
• If contact and opportunity data are on the same row in the CSV, they will be linked automatically.
• If your CSV contains data for fields that do not exist in your CRM, you must first create them as Custom Fields before you can complete the import.

Step 5: Verify, Confirm, and Finalize

Review your settings before starting the import. This final step ensures your contacts are correctly tagged, added to workflows, and organized.

You can configure the following optional actions:

• Create a SmartList for the newly imported contacts.
• Add the imported contacts to a workflow.
• Apply tags to the contacts for easy segmentation.

Double-check that all mandatory field mappings are correct and that any custom fields are assigned properly. Unmapped columns will be ignored.

Optional: Import Contacts and Opportunities

You can import contacts and their associated opportunities simultaneously. This is useful for quickly adding leads directly into your sales pipeline with their deal information.

The process is the same as importing contacts alone, except you select both Contacts and Opportunities at the beginning. Your CSV file must include columns for opportunity data, such as Pipeline, Stage, Status, or Opportunity Name.

Monitor Import Status

You can track the progress of your import on the Bulk Actions page, which is accessible from both the Contacts and Opportunities sections. Click the Show Stats button to view import statistics. If there are errors, you can download an error log from the Error tab for details on how to resolve them.

Frequently Asked Questions

Q: Can I import a contact without an email or phone number?
A: No. To create a contact, you must provide at least one of the following: a name, an email address, or a phone number.