Need help with importing contacts? Attend one of our FREE Online Training Webinars and we’ll walk you through it!

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.

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Import Checklist

You want this to be easy, and it will be! Just make sure that:

  1. You are importing the correct file type. You can import Comma Separated Values (.csv) and Mac OS vCard (.vcf/.vcard) files.

    For detailed steps on saving a Microsoft Excel file (.xls/.xlsx) to a Comma Separated Values file, please see Saving a Microsoft Excel Spreadsheet to a CSV File.

  2. 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.

  3. View header row examples and how to create one

    This file has a header row:

    column-header-example

    But this file doesn’t:

    column-example-no-header

    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).

    csv-example

    For a complete list of the Top Producer CRM header row values, see the Import and Export Fields article.

    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.)

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.

  1. Launch the import tool and select your data file.

  2. 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.

    setup-wizard

    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.

    import-choose-file

  3. 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.

  4. View steps

    You can assign 1 pipeline stage and 1 or more contact types to the contacts you are importing:

    • 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.

  5. Match your data with fields in Top Producer CRM. (vCard users don’t need to do this—go to step 3!)

  6. View steps

    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.

    map-to-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 steps

From the main menu, go to Contacts > Import Contacts. Any imports you’ve done in the last 90 days appear in the Recent Imports section.

recent-imports

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 steps

To 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.

recent-imports

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.

delete-import

You can either retry the import now, or call Customer Care at 1-800-830-8300. 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.

  1. First, organize them:

    Set them to sync with your Google or Outlook account.

    If you haven’t yet set up Google or Outlook Sync, see the Google Sync Setup and Outlook Sync Setup articles for details.

    If you have set up the sync and want to add your imported contacts to the sync list, go to Contacts > Import Contacts. From the Recent Imports list, select an import > select the contacts > click More Options > Add to Sync.

    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.

    Set their pipeline stage so you know where they are in the lead lifecycle.

     

    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.

    Assign contacts to your team members (team accounts only).

     

    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.

  2. 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.

    Apply an action plan.

     

    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.

    Send a Market Snapshot (if you have a license).

    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. For a complete list of the contact fields you can import, see the Import and Export Fields article.

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.

What type of vCard files can I import into Top Producer CRM?

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.

Is there a maximum file size that I can import into Top Producer CRM?

Yes, you can import files as large as 25 MB.

Is there a maximum field length, and what happens if I exceed it?

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.

Can I import more than 1 file at a time?

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:

  1. Open the command line interface (click Start > Run, or press the windows button + r) and type cmd.
  2. 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.
  3. Type copy *.vcf allcontacts.vcf. This assumes your vCard files have a .vcf extension. If they don’t, just enter the proper extension.
  4. Your contacts can now be found in the allcontacts.vcf file.

If you’re using a Mac:

  1. Open up Terminal (Applications > Utilities > Terminal).
  2. 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.
  3. Type cat *.vcf > allcontacts.vcf. (This assumes your vCard files have a .vcf extension. If they don’t, just enter the proper extension.)
  4. The files can now be found in the allcontacts.vcf file.

Where can I launch the import tool?

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.

Does Top Producer CRM check for duplicates when I import my data?

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.

Do I need to download anything in order to import my data?

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!

import-choose-file

Can I continue working in Top Producer CRM while my contacts are being imported?

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.

What happens if one of the fields I'm importing isn't mapped to a field in Top Producer CRM?

If a field isn’t mapped, we’ll show you during the mapping step (see below).

not-mapped

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.

Can I map my data to the same Top Producer CRM field more than once?

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

Can I save my data mappings so I don't have to repeat this process each time I import contacts?

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.

I liked the old import tool. Can I still use it to import my data?

Yes! Contact Customer Care at 1-800-830-8300 if you would like access to the old tool.

Can I assign a contact type to the contacts I'm importing?

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.

set-contact-type

What is the Set Pipeline Stage option that's available on step 2 of the import process?

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.

I'm part of a team and see the Assigned To drop-down list on step 2 of the import process. If I assign the imported contacts to another team member, will I still be able to see them?

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.

assigned-to

I'm a lead coordinator and I want to import leads into Top Producer CRM and then assign them to my team members. How do I do this?

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).

unassigned