Importing Contacts into SimplySync
Importing Contacts into SimplySync
Importing contacts into SimplySync is a powerful way to manage your customer data efficiently. This guide provides step-by-step instructions on how to upload, map, and confirm your contact information using a CSV file. Whether you're onboarding new clients, migrating from another system, or setting up your first campaign, this process ensures your data is organized and ready for use.
Why It Matters
Keeping your contact information visible, organized, and easy to access is essential for your team's productivity. Importing contacts allows you to streamline your workflow, reduce duplication, and ensure your data is correctly formatted for use in SimplySync.
Before You Begin
- User Permissions: Only users with Admin access can import contacts.
- File Format: The file must be in CSV (.csv) format.
- File Size Limit: The CSV file should be under 30 MB. If it's larger, split it into smaller files.
- Single Sheet Requirement: Your CSV file must contain only one sheet/tab.
- CSV Requirement: The first row should NOT be blank! Include a header row in which at least one column header corresponds to a field in the system.
Step-by-Step Instructions
- Navigate to the Contacts Tab: From the navigation toolbox, click on the Import Contacts button.
- Select What to Import: Choose whether you’re importing only Contacts or both Contacts and Opportunities.
- Upload Your CSV File: After selecting to import Contacts, click Next, then upload your CSV file and select the correct import type depending on whether you’re adding new contacts or updating existing ones.
- Mapping Column to Fields: Ensure each column in your file is correctly mapped to the corresponding field in the system. A few things to note:
- Checking the "Don't update Empty Values" checkbox will not update any field if the imported file has empty values and the field does have some value for the opportunity.
- If you decide not to import a certain field, you can choose to keep it unmapped and check the box on the bottom to proceed.
- If Contacts and Opportunities are on the same line in the CSV, they will be automatically mapped to each other.
- Verify, Confirm, and Finalize Selection: Finalize the setup by reviewing your preferences, checking field mappings, and confirming consent before starting the import. This final step ensures that contacts are correctly tagged, sorted, and added to workflows, with your data fully verified.
Common Mistakes to Avoid
- Mismatched headers: Ensure CSV headers match system fields.
- Blank required fields: Every row should have at least one required field (Name, Email, or Phone).
- Using special characters in phone numbers: Remove spaces, dashes, or letters.
- Duplicate records within CSV: Clean the list before importing.
Optional: Import Contacts & Opportunities
If your CSV includes both contact and opportunity information, you can import both at once using the same flow. This is especially useful if you're onboarding new leads directly into your sales pipeline and want to associate them with a stage or deal value during the import. The process remains exactly the same as importing contacts, the only difference is selecting both "Contacts" and "Opportunities" during the initial import setup.
Monitor Import Status
You can monitor the progress and status of the import via the Contacts and Opportunities Bulk Actions Pages. Both contacts and opportunities imports will appear in the same place under Bulk Actions. Click on the "Show Stats" button to view the Stats of the import—you can also download the error log and view further details about the error and how to fix them in the "Error" tab.
Frequently Asked Questions
- Can I import without email or phone? You need at least one of these: name, email, or phone to create a contact.
- Can I skip some CSV columns? Yes, just leave them unmapped during field matching.
- Can I update contact records? Yes, choose "Update" or "Create and Update" and match based on contact ID or email.
- Where do I find previous imports? Go to Bulk Actions to view your import history.
Next Recommended Lesson
Managing Contact Records
Keep learning with SimplySync
Use these SimplySync resources when you want the next step.
