2.13 Contact Import (CSV): Uploading Past Client Lists or Leads

Purpose:

Efficiently upload larger lists of contacts from spreadsheet files (.csv format) into Close Master. Ideal for migrating data from a previous CRM, uploading past client lists for nurturing, or adding leads collected from an event sign-up sheet.

Process (CRITICAL: Formatting is Key!):

  1. Prepare Your CSV File (CRUCIAL First Step): Proper formatting is essential for a successful import.
    • File Format: Must be a .csv (Comma Separated Values) file. You can usually save spreadsheets from Excel, Google Sheets, or Numbers in this format (File > Save As or File > Download > .csv).
    • File Size: Keep file size reasonable (check Close Master documentation for specific limits, but often under 50MB or a certain row count per import is recommended). Split very large lists into smaller files.
    • Header Row: The first row of your spreadsheet MUST contain clear column headers describing the data in each column (e.g., First Name, Last Name, Email, Phone, Street Address, City, State, Zip Code, Source, Tags, Notes, Agent Assigned).
    • Mandatory Fields: At a minimum, you usually need columns for Name (can be First Name and Last Name separately, or a single Full Name column) and either Email or Phone for each contact row. Rows missing these might be skipped.
    • Phone Number Formatting: For best results, format all phone numbers in the international E.164 standard, including the country code and no special characters (e.g., +15551234567 for a US number).
    • Date Formatting: Use a consistent date format (e.g., YYYY-MM-DD or MM/DD/YYYY). Specify the format during the import mapping process.
    • Tags Column: If importing tags, include a column named Tags. List multiple tags for a single contact separated by commas within the same cell (e.g., "Past Client, Sphere, Buyer 2022").
    • Owner / Assigned User Column: If assigning contacts to specific agents during import, include a column with the agent's full name exactly as it appears in Close Master (Settings > My Staff).
    • Custom Fields: Include columns with headers matching the exact names of your Custom Fields in Close Master (Settings > Custom Fields).
    • Clean Your Data: Before exporting to CSV, review your spreadsheet for typos, inconsistencies, missing essential data, and remove any contacts who haven't opted into communication.
  2. Navigate to Import Tool: Go to the main Contacts section in Close Master. Look for an Import Contacts button (or potentially an icon like an upward arrow).
  3. Upload CSV File: Click Select File or drag your prepared .csv file onto the upload area.
  4. Map Fields (CRUCIAL Step): This is where you tell Close Master which column in your spreadsheet corresponds to which field in Close Master.
    • The system will display the headers from your CSV file (left side) and provide dropdown menus (right side) showing available Close Master fields (Standard and Custom Fields).
    • Carefully match each relevant column from your file to the correct Close Master field. For example, match your Email column header to the Email field, Street Address to Address 1, Agent Assigned to Assigned User.
    • Skip columns in your file that you don't need to import.
    • Ensure mandatory fields (Name, Email/Phone) are mapped.
    • If importing dates, specify the format used in your file.
  5. Configure Import Options (Advanced Settings): Before starting the import, review the additional options:
    • Import Name: Give this specific import job a descriptive name for tracking (e.g., "Past Client List Import - Oct 2024").
    • Create / Update Options: Choose how to handle duplicates:
      • Create new contact record: Imports all rows as new contacts (may create duplicates if they already exist).
      • Update existing contact record: Only updates contacts already in Close Master that match based on Email or Phone (skips new contacts).
      • Create contact record and update existing: (Often Recommended) Creates new contacts if they don't exist, updates existing contacts if a match is found.
    • Don't update Empty Values: Check this box (Recommended) to prevent the import from accidentally overwriting existing data in Close Master with blank cells from your spreadsheet.
    • Add Tags: Apply one or more Tags to all contacts included in this specific import batch (e.g., add tag Import: Past Clients Oct 2024).
    • Add to Workflow / Campaign: Optionally add all imported contacts directly into a specific automated Workflow sequence (use with caution, ensure consent!).
    • Validate Emails: Option to use email validation service during import (may incur costs).
  6. Confirm Consent: You will likely need to check a box confirming that you have obtained necessary consent to contact the individuals on your list according to relevant regulations (TCPA, CAN-SPAM, GDPR, etc.). Only import lists for which you have proper permission.
  7. Submit Import: Click the Submit or Start Import button.
  8. Monitor Progress: The import process runs in the background. You can track its progress and see if any errors occurred:
    • Navigate to Contacts → Bulk Actions tab. Find your named import job in the list.
    • Check the Status (Processing, Completed, Completed with Errors).
    • View Stats (Total Records, Successful, Failed).
    • If Errors Occurred: Click the Download Error File link. This provides a CSV file containing only the rows that failed to import, along with an error message explaining why (e.g., "Invalid Email Format," "Missing Required Field," "Duplicate Contact - Skipped").
    • Fix Errors: Open the error file, correct the issues identified in the error messages, save the corrected file (containing only the previously failed rows).
    • Re-Import Failed Rows: Go back to the Import Contacts tool and upload the corrected error file to import only those records that previously failed.