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How do I import contacts from a spreadsheet?

  • The most important thing in an import is that your spreadsheet must be in the correct format (for example FIRSTNAME and SURNAME in separate columns) and the column headings must match the names of the fields on the database.
  • At the top left of your screen you will see a blue Import link, clicking on that will take you through to the import screen. 
  • Sample headings can be seen on the import screen at the bottom, you can copy and paste those directly off the page and onto your spreadsheet. Some headings can be repeated - for example the Notes and Address headings. These will then be listed one underneath the other. 
  • Columns with numbers - eg phone numbers - cells should be formatted as "text" so the number shows up exactly in the way it is entered. 
  • Phone numbers should be entered into your spreadsheet the way you would dial them from South Africa (assuming the country in your user profile is set to South Africa) e.g. 021 789 1234 / 072 123 4567. If the phone number is an international number you must include the + sign, country code and area code, e.g. +44 20 1234 1234.
  • If you don't have data for a particular field for a contact, leave the cell blank. If you don't have the data for a field for any of the contacts on that sheet, delete the column.
  • Once formatted, save your file as a .CSV file, and check the fields you want to identify duplicates by. The fields you want to identify duplicates by must be on the spreadsheet, otherwise it will not work.
  • On the import screen browse for this file and click 'Preview'.
    • If there are fields that are red - the import will not continue, as there are severe issues with the file.
    • If there are orange fields, the import will continue, but those fields will not be imported.
    • If the fields are yellow, the data could not be fixed by the system, but will be imported as is.
    • If the fields are pinkish - these contacts are already on the system, and you need to decide whether you want to overwrite them, or leave them out of the import. To overwrite you need to check the checkbox before you click on Import, and to leave them out you need to leave the checkbox unchecked. Please remember that if you choose to overwrite - if your email column is empty for that specific contact, and there is an e-mail address on the CRM systm and you overwrite - you will lose that contacts email address.
    • If there are green fields, the system has fixed the formatting error, and it will be imported in the corrected format and green is also used to identify the headings that you are using for the import.
    • When you are ready to save, tick the check box and save.
  • Your contacts will now be imported and placed in a group called ~csv_Date.
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