Importing Contacts into Realty Excellence CRM Using a CSV File

Importing Contacts into Realty Excellence CRM Using a CSV File

Effective lead management begins with consolidating all your contacts in one centralized system. Realty Excellence CRM allows you to effortlessly import contacts using a CSV file, enabling you to quickly engage with them through automated emails, texts, and workflows. This guide provides a step-by-step walkthrough of the import process.

Prerequisites Before Importing

Before uploading your file, please ensure it meets the following requirements. The file must be in CSV format only, as other formats like Excel or Google Sheets are not supported. Additionally, the file size should be under 30MB, and it must contain a single sheet only. The first row of the file should include headers that match the CRM fields to ensure proper mapping during the import process.

[Insert Screenshot #1: CSV sample with headers highlighted in red]

Common Mistakes to Avoid

• Ensure headers exactly match the CRM fields to avoid mismatches.

• Each row must contain at least one of the required fields: Name, Email, or Phone.

• Phone numbers should not include spaces, dashes, or special characters.

• Clean your contact list beforehand to remove any duplicate entries.

[Insert Screenshot #2: Example of bad CSV format with errors marked in red]

Step-by-Step Import Process

Step 1: Access Contacts
Navigate to your CRM dashboard and select the Contacts tab.

Step 2: Initiate Import
Click Import Contacts, then choose between Add new or Update existing.

• Add new: For uploading new leads.

• Update existing: For refreshing information on current contacts.
  [Insert Screenshot #4: Import contacts popup, red arrows pointing at options]

Step 3: Upload Your CSV File
Drag and drop your CSV file or select it manually. The CRM will identify existing contacts using:

• Contact ID.

• Email.

• Phone number.

Step 4: Map Columns to CRM Fields

• Match each CSV column with the correct field in Digital Business Suite.

• Use the checkbox "Don't update empty values" to avoid overwriting existing data.

• Unmapped columns can be skipped.

• Mandatory fields must be mapped.

Step 5: Verify & Finalize

Review all details thoroughly before proceeding.

• Verify that all CSV columns are correctly mapped to the corresponding CRM fields.

• Confirm that all required fields are properly assigned.

• Ensure your contact list has the necessary permissions for communication.

• Once everything is confirmed, click Import to complete the process.

Optional Steps Before You Import

Before you hit “Import,” you can make your contact list work smarter by setting up these options:

1. Add Contacts to a Workflow

Let automation do the heavy lifting. Workflows send welcome emails, follow-ups, or special offers the moment someone is added.

• Example: Quiz leads can instantly get a welcome email plus an invite to book a free consultation (just an example).

2. Apply Tags

Tags keep your list organized and easy to manage.

• Example: Label contacts as “Client” or “Team” so you can filter and track them later.

3. Create a Smart List

A Smart List is a dynamic group based on shared traits. This makes targeted communication effortless.

• Example: Build Smart Lists for prospects who filled out your quiz, clients who purchased, or partners you collaborate with—then send the right message to each group at the right time.

Once you’ve set things up, double-check that everyone on your list has permission to be contacted (this is crucial!). Then go ahead and click “Import.”

Advanced: Importing Opportunities Alongside Contacts

If your CSV file contains pipeline details such as Stage, Status, and other relevant information, you can import opportunities simultaneously with your contacts. To do this, simply select the Contacts + Opportunities option during Step 2 of the import process.

Monitor Import Progress

To monitor the import progress, navigate to Bulk Actions and select Show Stats. This allows you to track the status of your import, review any errors, and download error logs if necessary.

[Insert Screenshot #10: Bulk Actions screen, red marking around “Show Stats”]

FAQs

Q: Can I import contacts without an email or phone number?
A: Yes, as long as the Name field is included. At least one of these three fields is required.

Q: Can I skip certain columns during the import?
A: Yes, you may leave any columns unmapped.

Q: Is it possible to update existing records?
A: Yes, by selecting the Update or Create & Update option, using Contact ID or Email to match records.

Q: Where can I find records of past imports?
A: Past imports can be accessed under the Bulk Actions section.

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