How to prepare a contact import file

    CategoryContacts and Companies
    Article typeDocumentation
    Estimated reading time 4 min read
    Last reviewedRecently reviewed
    Applies toGEVADE CRM accounts where the feature is enabled
    Access requiredAccess may depend on your user permissions
    Plan/configuration noteFeature availability may depend on your selected plan and account configuration

    Summary

    Prepare your import file by organizing data into clear columns with descriptive headers, ensuring the file is saved as a .CSV, and standardizing formats like phone numbers and dates.

    Who this article is for

    Anyone preparing data for migration into GEVADE CRM.

    Overview

    A successful contact import starts with a clean file. Taking the time to properly format your data before uploading will prevent errors, missing information, and duplicate records in your CRM.

    Before you begin

    • Open your spreadsheet in Excel, Google Sheets, or Numbers.
    • Identify which columns contain standard data and which will require custom fields.

    Step 1: Step 1: Clean Up Headers

    Ensure the first row of your spreadsheet contains clear, descriptive headers (e.g., 'First Name', 'Last Name', 'Email', 'Phone'). Remove any empty columns or rows at the top of the file.

    Step 2: Step 2: Standardize Data Formats

    Check that phone numbers include country codes if applicable. Ensure dates are in a consistent format that the CRM can recognize. Remove any extraneous special characters.

    Step 3: Step 3: Separate Names

    If your file has a single 'Full Name' column, it is highly recommended to split this into separate 'First Name' and 'Last Name' columns before importing to allow for personalized email merge tags.

    Step 4: Step 4: Create Custom Fields

    If your spreadsheet contains data that doesn't fit into standard CRM fields (e.g., 'Favorite Color', 'Membership ID'), log into GEVADE CRM and create those custom fields first.

    Step 5: Step 5: Export as CSV

    Save or export your finalized spreadsheet specifically in the Comma Separated Values (.csv) format. Other formats like .xlsx or .numbers will not work.

    Configuration note

    Review contact data carefully before bulk imports. Clean contact records depend on correct data entry, field setup, duplicate checks, imports, permissions, and ongoing maintenance. The cleaner your file, the smoother the import process.

    Important clarification

    Importing hidden columns or formatting: Spreadsheets often contain hidden columns or complex formatting that can disrupt the CSV structure. Always review the raw CSV output if possible.

    Resolution guidance

    Why is the CRM combining all my data into one column during import?

    This usually happens if your CSV is using a delimiter other than a comma (like a semicolon). Ensure your spreadsheet software is exporting a standard comma-separated file.

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