Importing Contacts

Learn how to import an existing external database Contacts into the iVvy system.

When setting up an iVvy you have the ability to import your existing contacts in companies directly into the CRM so when you enter events you will not have to re-enter the individual contact and company details. Please note this includes any organisational or venue specific information through the use of Custom Contact or Custom Company Fields. We recommend you set these up before you import your contacts.

This import also has the ability to remove any duplicate entries and apply subscription groups to clean up and organise your data upon entry into the system.

Download Import File Template: 

1. Navigate to CRM > Import > Contacts > Import File.
2. Scroll to the bottom of the page and select Download import file template
3. Add your contact information to the import template 

Note: You need to ensure you complete First Name, Last Name and Email. Please ensure you save the file as a CSV file type. 

To Import a Group of Contacts: 

Once your import document is ready please complete the following;

1. Navigate to CRM > Import > Contacts > Import File.

2. Click "Upload a File" and browse for the csv file on your computer.

3. Choose Delimiters; select ”Comma“. (If the file is not separated by a comma, but another character, choose this instead).

4. Update Duplicates; select ”Yes“ if you think you may have a contact on your csv file that is already in your iVvy database. This will tell your database to update your existing contact to match the information in your csv file.

5. Email Status: Select the relevant option

   • Subscribed: If the contact is sent an email campaign, the contact will be sent the correspondence.

   • Unsubscribed: If the contact is sent an email campaign, the system will not sent as the recipient is unsubscribed for mail. 

   • Bounced: If you are aware that the recipient emails are not correct, you can mark them as bounced until you can confirm details with the contact. No email will be sent to a bounced contact. 

6. SMS Status: Select the relevant option

   • Subscribed: If the contact is sent an SMS campaign, the contact will be sent the correspondence

   • Unsubscribed: If the contact is sent an SMS campaign, the system will not sent as the  recipient  is  unsubscribed  for SMS. 

7. Select the Subscription Groups you want the contacts in your csv file to belong to.

8. Are contacts Meeting Bookers?; Selecting Yes will create a new meeting booker user for each imported contact

9. Read through the Disclaimer and tick ”Yes“ if you can confirm that all the contacts in your csv file have given you authorisation to add them.

   Due to strict SPAM laws, we cannot allow purchased lists or unauthorised contacts to be uploaded to your database.

10. Click "Next". If the csv file has been formatted and saved correctly, you will see a table appear with the information from the first few rows or your csv file.

11. Ignore the first row by ticking the box. This row contains your headings and is for your reference only.

12. Select the Column Headings. At the top of the remaining columns, you‘ll find a drop down menu.
    Currently the column heading will say ”Ignore Column“ Change this to a more accurate heading by clicking the the ”v“ icon and selecting a field from the list.
    (The list will contain all your default fields, as well as any custom fields you have created beforehand.) You can ignore any columns that contain information you don't want to upload by leaving the column heading as "Ignore Column".

13. When you are done selecting the column headings, select "Start Import".

14. When the page refreshes your new contacts will appear in your list. In this view you can add or remove contacts from subscription groups, as well as view their status. 

It may take some time for all the contacts to be added to your system.