Import Your Contacts

Keeping your contact data organized starts with a clean, accurate import. BIGContacts offers a free and easy-to-use import tool that allows you to upload contacts—including custom fields—from any properly formatted CSV file.

Note: This tool imports contact data only. Historical emails, notes, tasks, meetings, and opportunities cannot be transferred.

Accessing the Import Tool

From the left menu, go to Contacts → All Contacts, click the + Add Contact button, and choose Import.

Alternatively, you can also go to Admin → My Account → Import Contacts.

Step 1: Download the Import Template

Before starting, download the Import Template provided in BIGContacts to ensure correct formatting.

• Make sure your spreadsheet’s first row is a header row with column labels (e.g., First Name, Last Name, Email, Phone, Company).

• Align your data with the standard fields in BIGContacts.

• If you need additional data columns (like Custom ID or Lead Source), create custom fields before importing.

• Save the file in .CSV format.

You can download the template directly from the import screen by clicking Download Import Template.

Step 2: Choose Merge Preference

When uploading, you’ll be asked how to handle duplicates. Choose one of the following:

• Merge Contacts: Updates existing records if First Name and Last Name are an exact match.

• Don’t Merge Contacts: Adds all entries as new contacts (recommended for most imports).

Tip: If you plan to delete an import later, always choose Don’t Merge Contacts.

Step 3: Upload your Spreadsheet

• Click on "Browse" and select a CSV file.
• Then, click "Continue to Next Step".

Step 4: Map Your Fields

You are now on the "Mapping Screen". Here, review all the header names to ensure they are mapped to the correct fields in your BigContacts account. 

Once you have confirmed that all mappings are correct, scroll to the bottom of the page and click the "Continue to Next Step" button located in the bottom right corner.

FINAL STEP: Preview Screen

You are now at the final step of the import process, known as the "Preview Screen." This screen lets you see how a contact will appear once the import is complete. It's a useful way to confirm that all the data is mapped correctly to the appropriate fields.

At this stage, your contacts have not been imported yet. If you’re satisfied with the preview, click the "Finish" button to complete the import.

Note: Importing a large spreadsheet may take several minutes. If you're not satisfied with the preview, click the "Back to Mapping Fields" button in the lower left corner to return to the mapping screen and make any necessary adjustments.

Special Import Options

Assign Contacts to a User

To automatically assign imported contacts:

1. Go to Admin → Users → Add/Edit Users.

2. Copy each user’s User ID from the table.

3. In your CSV file, add a column titled Assigned To and paste the correct User ID next to each contact.

Add Custom Fields

If your contact data includes fields not built into BIGContacts (like Account Number or Industry), you can easily create custom fields directly from a contact form.

1. Go to Contacts → All Contacts.

2. Open any contact and click Edit Contact from the Action menu.

3. In the contact form, click Customize Form at the bottom-right.

4. Use the Form Maker to add new custom fields under the appropriate section (e.g., Contact Information, Address, Job Details).

5. Click Save once done.

When importing contacts later, make sure the column headers in your CSV file exactly match the names of your new custom fields. This ensures all data maps correctly during import.

Add Tags

Tags help organize contacts into segments.

• No need to pre-create them — BIGContacts will generate new tags automatically.

• To add multiple tags, separate them with commas (e.g., prospect, newsletter, VIP).

• To prevent losing tags during a re-import, always include a Tags column with all existing tag values.

Sync Contacts with the Marketing Module

To automatically sync imported contacts with your marketing campaigns:

1. Add a column named Marketing Contact in your CSV.

2. Enter Yes next to each contact you want to include.

Deleting an Import

If you imported data incorrectly, you can delete it easily:

1. Go to Admin → My Account → Import Contacts.

2. Click View Import Files.

3. In the right-hand column, check for the delete option:

• “Delete imported contacts” – available if you selected Don’t Merge Contacts.

• “This file cannot be deleted” – appears if you merged contacts during import.

Important: Deleted imports permanently remove those contacts and their history. Always confirm before deleting.

Best Practices for a Smooth Import

• Keep your header names clear and consistent.

• Avoid blank columns in your spreadsheet.

• Always double-check your mapping before finalizing.

• Create custom fields before importing if needed.

That's everything you need to know about importing contacts. Please contact our support team if you encounter any issues or questions.