Adding Contacts to Your CRM

Adding Contacts to Your CRM

👥 Adding Contacts to Your CRM

Building your database is the first step to success! Whether you are adding a single new connection or migrating your entire book of business, Back At You makes the process simple. 📈✨

There are two primary ways to get your contacts into Back At You: adding them one by one or using the Bulk Upload tool for large lists.

👤 Option 1: Adding Contacts Individually

Use this method for quick entries after a phone call or meeting.

  1. Navigate to CRM: Click on Contacts 👥 on your left navigation bar.

  2. Create New: Click the + Create Contact button.

  3. Enter Details: Fill out the basic information fields.

  4. Finalize: Select Create. The contact is now live in your account!

📂 Option 2: Bulk Upload (Importing a List)

To save time, you can import an entire spreadsheet at once.

Step 1: Prepare Your File 📝

  • Ensure your contact list is in an Excel spreadsheet.

  • Save as CSV: Click "Save As" and choose the CSV (Comma Delimited) file type. This format is required for a smooth import.

  • Pro-Tip: Most email providers (Outlook, Gmail) have an Export option that will automatically save your contacts as a CSV for you!

Step 2: Start the Import Walkthrough 🚀

  1. Open Import Tool: On your main CRM Dashboard, click the More Actions dropdown menu in the upper right and select Import.

  2. Upload File: Click Choose File to select the CSV from your computer.

  3. Configure Settings:

    • First row contains field names: Select Yes (if your spreadsheet has headers like "First Name," "Email," etc.).

    • File Format: Comma separated value.

    • Import into: Select Contacts.

    Note: Unless you are specifically importing leads, leave the Lead Source box blank.

  4. Click Next.

Step 3: Map Your Columns 🗺️

This is the most important step! You need to tell the system which column in your file matches which field in Back At You.

  • Match Fields: Scroll through and match each column to the appropriate field.

  • Ignore Data: If there is a column you don't need, leave the field set to IGNORE.

  • Click Next.

Step 4: Review & Finish ✅

Review the summary before finalizing:

  • File Fields: The number of columns you matched.

  • Total Contacts: The total number of rows (people) in your file.

  • Lines Skipped: These are usually blank rows at the bottom of your file.

  • Click Next to start the process, then click Finish once complete.





💡 Best Practices for Managing and Importing Contacts

To keep your CRM database clean, compliant, and actionable from day one, follow these strategic guidelines:

  • Standardize Your Spreadsheet Headers Before Uploading: Ensure your CSV file has clean, distinct header names (e.g., First Name, Last Name, Primary Phone, Email) before importing. This saves time and minimizes errors during the mapping phase.

  • Tag and Segment Upon Import: Assign Contact Tags (e.g., Sphere of Influence, Past Client, Hot Lead, Open House 2026) during or immediately after the bulk upload process. Organizing contacts upfront allows you to trigger targeted email campaigns right away.

  • De-duplicate and Format Phone Numbers/Emails: Scan your CSV file for missing @ symbols in email addresses or inconsistent formatting in phone numbers before uploading. Cleaning your data in Excel first prevents failed contact creation or bounced communications.

  • Always Run a Test Batch: If you are importing a large database (hundreds or thousands of records), test the import process using a small sample file of 5–10 contacts first. This lets you verify that custom fields map correctly before executing the full upload.

  • Establish a Daily/Weekly CRM Maintenance Routine: Get into the habit of logging new contacts individually immediately after open houses, networking events, or phone calls. Prompt data entry ensures follow-up tasks and automated communications start without delay.