Overview

This guide walks you through importing contacts into Business Marketing Messaging from a file. You’ll learn how to format your file, map fields correctly (including custom fields), and complete the import with the right list and subscription options.

Step-by-Step: Import Contacts from a File

Step 1: Prepare your contact file

1. Save your contact list as a .csv, .xls, or .xlsx. 
   Recommended format: CSV UTF-8, comma delimited.
2. Format phone numbers correctly:
   • If you do not include an international prefix, numbers are treated as matching your account’s preset location.
   • If importing numbers from other countries, include the correct international prefix.
   • For local numbers, the leading zero may be omitted—both formats can be accepted (example: 412345678 and 0412345678).
3. (Optional) Include extra columns (e.g., location, appointment time, customer type) if you plan to map them to custom fields.

Step 2: Open the Import tool

Start from All Contacts

1. In the left menu, go to Contacts → All Contacts.
2. Click Import (top left).

Start from Lists

1. In the left menu, go to Contacts → Lists.
2. Click Import (top left).

Step 3: Choose “Import contacts from a file”

1. You will typically see two options:
   • Import contacts from a file
   • Sync contacts (only applicable if your account is connected to an integration such as HubSpot or Shopify)
2. Select Import contacts from a file.

Step 4: Upload your file

1. Click Choose file or drag-and-drop your file into the upload area.

Step 5: Map columns to contact fields (and create custom fields if needed)

1. Match each column from your file to the appropriate contact field.
2. Expand rows (if available) to preview sample data and confirm mapping accuracy.
3. If you need a field that isn’t listed, click + Add custom field and enter:
   • Field name
   • Field type
   • Character limit

Step 6: Finalize import settings

1. Under Add to lists, choose one or more pre-existing lists to add all imported contacts to (optional).
2. Choose what you want to do with the imported rows:
   • Add/update contacts, or
   • Unsubscribe contacts (useful when importing a suppression list from another system)
3. (Optional) If your file includes list names, select the column that contains those list names. 
   Note: If a list doesn’t exist, it will be created.
4. Check the consent/compliance confirmation box, then click Import.

Step 7: Review results (and find past imports)

1. After the import completes, review the results summary. You can download files that show which contacts succeeded and which failed.
2. To review previous imports, go to Contacts → History.

Troubleshooting

• Import fails or contacts show as invalid: Confirm file type is .csv/.xls/.xlsx and re-check phone number formatting (international prefixes where needed).
• Contacts imported but not in the right list: Verify you selected the correct list under Add to lists or mapped the correct “list name” column.
• Contacts are still unsubscribed after import: Re-importing does not re-subscribe. Unsubscribed contacts remain unsubscribed and must be re-subscribed manually.
• Custom field missing from mapping dropdown: Use + Add custom field during mapping, then re-select it from the dropdown.

FAQs

If you need additional assistance, please contact Crexendo Support at 855-211-2255 or email us at support@crexendo.com — our team is happy to help!