How To Import and Export Contacts

Importing a comprehensive contact list is a cornerstone of effective database management. When done correctly, it ensures your contacts are organized with the best data, facilitating more efficient business operations.

IMPORTANT: If you're not an Admin User, you won't have the ability to import/export contacts. You can adjust your User Settings by visiting: Settings > My Staff > Team Management.

How to Import Contacts to the CRM:

A .csv file with the contacts you want to import

Step 1: Prepare Your .csv File

Row 1 of the file should have essential headers such as ‘first name’, ‘last name’, ‘email’, ‘phone’, ‘additional phones’, ‘tag’, and so forth.
When adding multiple phone numbers for a single contact, list them in the "additional phones" column. This feature allows you to manage multiple phone numbers seamlessly.
Format phone numbers correctly. If a "+" sign is required, add an apostrophe at the start (e.g., '+191668128779').
Avoid using File Upload and Signature Fields in the import.
For DND columns, remember that contacts will be set to DND for all channels unless specified otherwise through workflows and tags.
Clean your list and check for duplicates before importing. This is crucial for maintaining data integrity and avoiding deliverability issues.

Step 2: Import Your Contacts

Two options exist for adding contacts:

Manually create a contact by clicking the “+” sign in the top left corner.
Or, use the import icon (an upward-pointing arrow) to introduce contacts via your .csv file. Choosing “Import Contacts” lets you batch-import, which is both time-efficient and effective.

If the Import/Export icons are not visible, ensure that a user profile has been created under Settings --> Team Management. Need help? Please Contact Support.
Upon selecting 'Import Contacts':

Click “Upload a file” or use drag-and-drop.

Map fields to specify how the data will fit into ’s fields.
- A green check indicates a ready-to-import field.
- "Column Header From File" denotes which .csv column gets imported.
- "Contact Fields" indicates the target field in . Most general fields are automatically recognized. Manual mapping might be necessary for custom fields or unconventional headers.
- The "Additional Phones" column can be mapped for importing multiple phone numbers. Separate them using commas, slashes, or semicolons alongside the primary “Phone” number column.
- For multiple emails, separate them and map them to the "Additional Emails" field.

Proceed to tab 3:

Assign an import name or let default to a date-time format.
Opt to create a “Smart List” for these contacts, if desired.
Under the “Advanced” tab, you can:
- Decide on a strategy for duplicates.
- Add tags or decide the criteria for identifying duplicates.
- Activate the “Add to Workflow/Campaign” option if needed.
- Validate emails (charges might apply).
Finalize by clicking 'Submit'.

Please Note that the Add to Workflow/Campaign toggle only works for new contacts, not for updates via CSV.

Use the Contact ID as a unique identifier (The Find Existing Contacts Based on Dropdown) if the CSV lacks email and phone numbers.

Step 3: Validate the Import

Refresh the Contacts page.
Navigate to Contacts > Bulk Actions to verify the import's status and details.

NOTES:

Every contact record should have at least one phone number or email address for a successful import. Just listing names won’t work.
Address common issues such as error code 1007, which requires adding country codes to phone numbers.
For importing notes for a contact, ensure only one note per contact with a limit of 5000 characters. Use a large text custom field for more extensive notes.

How to Export Contacts from Your CRM

Exporting contacts from your CRM is an essential feature that enhances data management, facilitates smooth transitions between systems, and supports various strategic initiatives. This guide will walk you through the process, its benefits, and some FAQs to address common queries.

Why Export Contacts?

1. Migrating to a New CRM or Account

Benefits: Seamless transition, retention of contact details, no manual data entry.

2. Creating Targeted Marketing Campaigns

Benefits: Improved marketing efficiency, higher conversion rates, personalized outreach.

3. Collaborating with Team Members

Benefits: Enhanced teamwork, consistent information, centralized data management.

4. Generating Reports and Analytics

Benefits: Data-driven decisions, identification of trends, understanding customer needs.

5. Backup and Data Security

Benefits: Protection against data loss, easy data restoration, and increased peace of mind.

Step-by-Step Guide to Export Contacts

Step 1: Accessing Contacts

Who Can Export: Only account admins.
How-To: Log into your account and navigate to the Contacts tab.

Step 2: Selecting Contacts

Process: Browse and select contacts individually or use filters for bulk selection.
Note: You can choose all contacts on a page or the entire list.

Step 3: Customizing Columns (Optional)

Action: Click the Columns button and select the data fields you want in your export.
Additional Email Column: If selected in the smart list, the “Additional Email” column will appear in the export.

Step 4: Exporting Contacts

Action: Click the "Export Contacts" button and confirm the export.

Step 5: Downloading the .csv File

Process: Once the export is complete, download the .csv file.

FAQs on Contact Export

Q1: Can I Export Specific Data Fields?

Answer: Yes, you can customize the data fields in the exported .csv file.

Q2: What About Notes Exceeding 255 Characters?

Answer: Only the most recent note, up to 255 characters, is included. More extended notes are truncated.

Q3: Can I Export from Multiple Accounts Simultaneously?

Answer: Exports are done separately for each account, but you can combine .csv files later.

Q4: Is Automatic Export Possible?

Answer: Currently, this feature is not available.

Q5: How do you Import the .csv File into Another Platform?

Answer: Follow the import instructions of the new platform, typically involving column mapping.