Import contacts

When you move to a new system, your old patient and prospect lists are your most valuable asset. With Import you can bring hundreds of contacts in from a CSV file at once, map the fields correctly and tag them so they're ready to use straight away.

Before you start

• Importing is usually limited to Admin users.
• The file must be CSV (in Excel: Save As → CSV UTF-8). One sheet, with a header row first.
• There's a file size limit (around 30 MB); split larger lists into parts.

1. Preparing the file

A well-prepared file is 80% of a successful import:

If the file has a field your account doesn't have (e.g. Treatment Interest), create it first under Custom fields or create a new field on the mapping screen.

2. Uploading the file

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Contacts

ImportAdd Contact

Smart ListsBulk ActionsTasks

Import Contacts

1Upload2Map fields3Details

ContactsContacts and Opportunities

1

patients_2026.csv

1,248 rows · 412 KB

2

Import type

Create and update contactsCreate new contacts onlyUpdate existing contacts only

3

CancelNext

1. Click Import on the Contacts screen and choose what to import: Contacts only, or Contacts and Opportunities (to place contacts straight into a pipeline stage; see Import opportunities).
2. Drag and drop or select your CSV file.
3. Choose the import type: Create and update contacts (adds new ones, updates existing ones), create new contacts only, or update existing contacts only. If unsure, choose Create and update.

3. Mapping fields

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ImportAdd Contact

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Import Contacts

1Upload2Map fields3Details

Column in fileSampleContact field

first_nameJonasFirst Name

last_nameWeberLast Name

phone+491512345678Phone

emailjonas.weber@web.deEmail

treatmentAll-on-4Treatment Interest2

internal_notecalled twiceDon't import

1Don't update empty values3

You can create a new custom field for columns that don't match.

BackNext

1. Check which contact field each column goes to. The system tries to match headers automatically; fix any wrong ones from the dropdown. Mark columns you don't want (like internal notes) as don't import.
2. Map custom columns to custom fields (e.g. treatment → Treatment Interest).
3. If you're updating existing contacts, tick Don't update empty values so blank cells in the file don't wipe data already on the record.

4. Tags and final check

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Contacts

ImportAdd Contact

Smart ListsBulk ActionsTasks

Import Contacts

1Upload2Map fields3Details

Tags

import-2026-10implantde

1

Create a Smart List for new contacts

Import – Implant DE – Oct 2026

2I confirm these contacts agreed to be contacted.3

BackImport4

1. Add a common tag to every imported contact. Always use an import tag (e.g. import-2026-10): if something goes wrong, you can find, fix or delete these contacts in one click.
2. Optionally create a smart list for the new contacts automatically.
3. Confirm that these people have agreed to be contacted.
4. Click Import.

The import runs in the background. Track it under Contacts → Bulk Actions; Show Stats shows how many rows succeeded and lets you download a log of failed rows.

How are duplicates handled?

The system matches existing contacts by email and phone. With Create and update, a matching contact is updated rather than created again. Matching follows the duplicate contact preference in Business Profile; see Duplicates and merging.

Common issues

Some rows weren't imported. Download the error log from Bulk Actions; it's usually an invalid phone/email or an empty required field.

Characters are garbled. The file wasn't saved as UTF-8. Save it again and re-upload in update mode.

Phone numbers were saved with the wrong country. The numbers were uploaded without country codes. Fix the file and re-import with Update existing contacts only.

Related articles

• Contacts overview
• Bulk actions
• Duplicates and merging
• Import opportunities