We know how important importing contacts is to your business. That’s why we’ve made it quick and easy to import contacts into Top Producer CRM, so you can spend time growing your business—not entering contact information.
Import Checklist
You want this to be easy, and it will be! Just make sure that:
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You are importing the correct file type. You can import Comma Separated Values (.csv) and Mac OS vCard (.vcf/.vcard) files.
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If you’re importing a CSV file, then it should contain a header row. If it does, we’ll try to match the data in your file to the correct fields in Top Producer CRM.
View header row examples and how to create one
This file has a header row:
But this file doesn’t:
Spreadsheet programs like Microsoft Excel make it easy to create CSV files.
The first row in your file should contain the column titles/field names (First Name, Last Name, Home Phone, etc). The rows below should contain the actual data (John, Smith, 916-555-3265).
When you’re done, go to File > Save As > from the Save as type drop-down list, select CSV (Comma Delimited) (*.csv) for Windows users, or CSV (Macintosh) (*.csv) for Mac users. (Just click OK or Yes when Excel prompts you, and then close.)
Note: The maximum recommended contact limit is 50,000 contacts.
Importing Your Contacts
Importing your contacts into Top Producer CRM is as easy as 1-2-3. Feel free to continue working in Top Producer CRM while your contacts are being imported. We’ll email you when it’s done.
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Launch the import tool and select your data file.
View steps -
Select the pipeline stage and contact type(s) you want to assign to your imported contacts. Also, if you’re part of a team, you can assign the imported contacts to a team member.
View steps - Pipeline stage: Helps you define where your sales opportunities are in the lead lifecycle so you can get an accurate view of your pipeline at any time.
- Contact type: Helps you categorize your contacts so you can easily find them later. If assigning multiple contact types, make sure they are separated by a comma.
- Assigned to: Select a team member’s name from the list if you want to assign the imported contacts to them. Or, select Unassigned if you want to assign them to different team members after the import.
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Match your data with fields in Top Producer CRM. (vCard users don’t need to do this step, and can click Start Import immediately.)
View steps
From the Setup Wizard, select Import contacts into Top Producer CRM from a CSV or vCard file > click Close wizard and start importing contacts.
Or, if you’ve already set up Top Producer CRM, from the main menu, go to Contacts > Import Contacts.
From the Import Contacts page, click Choose file to import and select your import file.
You can assign 1 pipeline stage and 1 or more contact types to the contacts you are importing:
If you’re importing a CSV file, now’s the time to make sure your data is imported into the correct fields in Top Producer CRM. For example, you’ll want to make sure that the contacts’ first names are imported into the First Name field in Top Producer CRM.
If your CSV file contains a header row (see step 3 in the Import Checklist above), we will try to match each column in your data file to the correct field in Top Producer CRM. Nobody’s perfect though, so make sure you scan each column to make sure everything looks good!
If you need to make a change, or the columns aren’t mapped, just select the correct field from the Map to drop-down list.
Leaving a field unmapped
Fields that aren’t mapped display Not Mapped in the Map to list. If you leave a field unmapped, it won’t be imported into Top Producer CRM. If you want to import these fields, just map them or select Add to Contact Notes from the Map to list to add them to your contact notes.
Skipping a field
Don’t want a particular field imported into Top Producer CRM? No problem, just select Not Mapped from the Map to drop-down list.
Mapping data to the same field multiple times
Most fields can only be mapped to once, and will disappear from the Map to list once mapped. For example, you can only map your data to the First Name field once, and when you do, it won’t appear in the Map to list for selection. For a list of the fields you can map to multiple times, see the FAQ below.
When you’re done, click Start Import. We’ll send you an email when the import is done.
Confirming Your Import
All done! Now you likely want to view the list of contacts to make sure everything is the way you want it.
View stepsFrom the main menu, go to Contacts > Import Contacts. Any imports you’ve done in the last 90 days appear in the Recent Imports section.
Click an import to view all of the contacts.
From the Imported Contacts page there’s so much you can do with your imported contacts! You can add contacts to sync with Outlook or Google, perform a mail out, assign an action plan and more. See I’ve imported my data. What do I do now? below for details on what you can do.
Tip: If you want to get a closer look at each contact, select the contacts > click Mass Open. You’ll be able to view the selected contact’s records and flip through the list by clicking Next >.
What to do if it was less than perfect
It happens… Your data may not be imported exactly the way you want it. That’s why we’ve made it easy to delete the imported contacts to get you back on track again.
View stepsTo delete imported contacts, from the main menu, go to Contacts > Import Contacts. In the Recent Imports section, click the import that contains the contacts you want to delete.
From the Imported Contacts page, select the check boxes beside the contacts (or click the check box in the header to select all) > click Delete.
You can either retry the import now, or chat with Customer Care by clicking the chat button at the bottom-right of this page or within your Top Producer product. We’d be happy to help.
I’ve imported my data. What do I do now?
Wondering what you should do after you’ve imported your data? The Recent Imports list (accessible from Contacts > Import Contacts) is where you want to be if you want to perform actions on your imported contacts.
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First, organize them:
Categorize them using contact types now, so you can easily find them later.From the Recent Imports list, select an import > select the contacts > click Mass Update. From here you can assign Contact Types to all selected contacts.
From the Recent Imports list, select an import > select the contacts > click Mass Update. From here you can select the Contact Status that reflects where they are in your pipeline.
From the Recent Imports list, select an import > select the contacts > click Mass Update. From here you can select the team member from the Assigned to drop-down list.
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Then, follow up:
Do a mail out.From the Recent Imports list, select an import > select the contacts > click Schedule Activity. From here you can select the Type of mail out > select your Template > click Print Preview.
From the Recent Imports list, select an import > select the contacts > click Mass Update. From here you can select the Action Plans you want to apply.
From the Recent Imports list, select an import > select the contacts > click Mass Open. From the contact’s record, go to Perform Action > Create Market Snapshot. From here you can specify the details, and then click Next to send one to the next contact.
FAQs
What data can I import into Top Producer CRM?You can import contacts into Top Producer CRM, including their name details, contact and primary property information, notes and more.
Other data, such as listings/closings and referrals currently cannot be imported into Top Producer CRM using the Import tool. If you want to import this data into Top Producer CRM, just call Customer Care at 1-800-830-8300.
- Primary Person: Contact Type, Source, First Name, Last Name, Initial, Nick Name, Title, Job Title, Company, Gender, Birthday, Email Address, Web Address, Other Email(s), Other Web Address(es), Home Phone, Business Phone, Business Phone Extension, Other Phone, Other Phone Extension, Other Phone Numbers, Mobile Phone, Pager Number, Fax Number, Pipeline Stage
- Secondary Person: Secondary First Name, Secondary Last Name, Secondary Initial, Secondary Title, Secondary Gender, Secondary Birthday
- Primary Property: House Number, Direction Prefix, Street/Address, Street Type, Direction Suffix, Suite Number, P.O. Box, Building Floor, City, County, State, Zip, Country
- Other Properties #1: Other House Number (1), Other Direction Prefix (1), Other Street (1), Other Street Type (1), Other Direction Suffix (1), Other Suite Number (1), Other P.O. Box (1), Other Building Floor (1), Other City (1), Other County (1), Other State (1), Other Zip (1), Other Country (1)
- Other Properties #2: Other House Number (2), Other Direction Prefix (2), Other Street/Address (2), Other Street Type (2), Other Direction Suffix (2), Other Suite Number (2), Other P.O. Box (2), Other Building Floor (2), Other City (2), Other County (2), Other State (2), Other Zip (2), Other Country (2)
- Add to Contact Notes: Notes or any data that doesn’t fit elsewhere can be put into notes.
You can import vCard files (.vcf/.vCard) created on a Mac OS machine into Top Producer CRM. If you want to import vCard files you’ve created on other devices into Top Producer CRM, just call Customer Care at 1-800-830-8300.
Yes, you can import files as large as 25 MB.
The maximum length for each field varies. If you exceed the limit, it will be shortened. For example, the Contact Type field can contain up to 64 characters. If you exceed this, the Contact Type you are importing will be shortened to 64 characters.
You can import as many files into Top Producer CRM as you like, but only 1 file at a time.
I have multiple vCard files and since I can only import 1 file at a time, can I combine these files into 1?
Yes.
If you’re using Windows:
- Open the command line interface (click Start > Run, or press the windows button + r) and type cmd.
- Change to the directory where all of your vCard files are. For example, if your vCard files are in the new_contacts folder, type cd c:\new_contacts > press Enter.
- Type copy *.vcf allcontacts.vcf. This assumes your vCard files have a .vcf extension. If they don’t, just enter the proper extension.
Your contacts can now be found in the allcontacts.vcf file.
If you’re using a Mac:
- Open up Terminal (Applications > Utilities > Terminal).
- Change to the directory where all of your vCard files are. For example, if your vCard files are in the new_contacts folder, type cd /new_contacts > press Enter.
- Type cat *.vcf > allcontacts.vcf. (This assumes your vCard files have a .vcf extension. If they don’t, just enter the proper extension.)
The files can now be found in the allcontacts.vcf file.
If you’re setting up Top Producer CRM, you can access the import tool from step 4 of the Setup Wizard. Otherwise, from the main menu, go to Contacts > Import Contacts.
No, but we have a really quick and easy way for you to find duplicates and merge them! For details, see Cleaning Up Duplicate Contacts.
No, the days of downloading and installing a wizard to import your data are over. Simply click the Choose file to import button to select your file and you’re ready to go!
Yes! We’ll send you an email when the import is done. The email will be sent to the address you entered in the My Account area.
If a field isn’t mapped, we’ll show you during the mapping step (see below).
If you leave it unmapped, it won’t be imported into Top Producer CRM. If you want to import these fields, just map them or select Add to Contact Notes from the Map to list to add them to your contact notes.
Most fields can only be mapped to once, and will disappear from the Map to list once mapped. For example, you can only map your data to the First Name field once, and when you do, it won’t appear in the Map to list for selection.
You can map the following fields as many times as you like:
- Add to Contact Notes
- Other Email(s)
- Other Web Address(es)
- Other Phone Numbers
When you define your data mappings, we save them, so the next time you import contacts the mapping settings you used last time will be used. Currently there is no other way to save mapping settings.
Yes, you can assign 1 or more contact types on step 2 of the import process. If assigning multiple contact types, make sure they are separated by a comma.
This lets you select 1 stage for the contacts you are importing, which defines where they are in the lead lifecycle. Assigning statuses allows you to easily address the unique needs of each stage and provides an accurate view of your pipeline at any time. For details, see the Tracking the Lead Lifecycle Using Statuses article.
This depends on your contact access. If you currently can only see contacts that are assigned to you, then you will not be able to see the imported contacts after you assign them to another team member. If you currently can see all contacts regardless of who they’re assigned to, then you will be able to see them even if you assign them to another team member.
Your responsible agent (account owner) sets the contact access for your team. For details, see the Setting Contact Access for Teams article.
During the import, just select Unassigned as shown below. (Don’t forget to change their pipeline stage to New since you’re importing leads!)
Once the import is complete, you can assign these leads to your team members from the Sales Pipeline (just click the Home icon on the main menu).
