How to Import Additional Information into Existing Contacts

Keeping your contact database accurate and up to date is crucial. But let’s be real—manually editing each record isn’t practical. Whether you’re updating existing details, adding new data, or linking contacts to businesses, doing it efficiently saves time and prevents messy duplicates.

BIGContacts makes importing additional information easy without overwriting or disrupting your existing data. Follow these steps to update your records correctly and safely.

Why You Might Need to Import Additional Information

You may want to update existing records instead of creating new ones when:

• Adding missing details – like new phone numbers, emails, or job titles.

• Updating contacts in bulk – when company details change.

• Linking multiple people to a business – to associate several employees with one company record.

• Avoiding duplicate records – to keep your CRM clean and consistent.

The import tool ensures your data stays organized and accurate — as long as you follow the correct process.

How to Add Additional Information to Existing Business Contacts

Step 1: Export Your Current Business Contact List

Before you start, export your existing contacts to ensure your new data matches the correct records.

• Go to the "Reports" tab in your BIGContacts account.
• Select "Company Name" from the field list.
• Apply filters to refine your list if needed.
• Click "View Results," then "Manage Results," and choose "Export to Excel."
• Save the file and open it in Excel.

Step 2: Add Your Updates

• Do NOT change business names—this is how BIGContacts matches new data to existing records.
• Add new columns with updated details (e.g., new phone numbers, email addresses, or lead sources).
• Double-check for typos or inconsistencies to avoid mismatches.

STEP 3: Import the Updated Spreadsheet

• Go to Admin → My Account → Import Contacts.

• Click Choose File to upload your spreadsheet.

• Map your fields carefully — align your Excel columns with BIGContacts fields.
• Click Next and complete the import.

Tip: You can download the Import Template from this screen to ensure your data matches the correct format.

What Happens During Import?

• If the data is identical to what’s already there, it remains unchanged.
• If the new data is different, the system overwrites the old values (e.g., changing a "Prospect" to a "Client").
• Phone numbers, emails, and addresses are always added as new entries instead of replacing existing ones.

How to Add Additional Information to Individual Contacts

If you’re updating people instead of businesses, the process is similar—just make sure you’re matching by individual contact names instead.

Step 1: Export Your Current Individual Contacts

• Navigate to "Reports" and select "Individual Contact Name" from the field list.
• Apply filters if needed.
• Click "View Results", then "Manage Results", and export to Excel.

Step 2: Add and Organize Your New Data

• Ensure that names match exactly as they appear in BIGContacts.
• Add new details in separate columns (e.g., social media handles, new email addresses, or updated job roles).

Step 3: Import and Verify the Changes

• Upload the file using the import tool.
• Map the fields accurately.
• Complete the import process.

BIGContacts will update the records without creating duplicates while keeping all previous interactions intact.

How to Link New Individual Contacts to Existing Business Records

Need to connect new employees to their company records? Here’s how to do it without duplicating the business record.

Step 1: Export Your Business Contacts

• Go to "Reports" and select "Company Name".
• Apply filters if needed and export to Excel.

Step 2: Add Individual Contacts

• Insert a new row for each individual contact under the relevant business name.
• Ensure that company names match exactly to prevent duplication.

Step 3: Import and Link Contacts

• Upload the spreadsheet.
• Map your fields so BIGContacts knows where to place the new data.
• Import and confirm that new contacts are properly linked.

Special Notes on Linking Contacts to Businesses:

• If multiple individuals need to be linked to the same company, each person should have their own row.
• The company name must match exactly with what’s already in BIGContacts.

Final Thoughts

Managing your contact database doesn’t have to be a headache. With BIGContacts' import tool, you can:

• Bulk update business and individual records without duplicates
• Link new team members to companies easily
• Save time while keeping your data organized

By following these steps, you’ll streamline your contact management and ensure your team always has access to the most up-to-date information.

Need help? Reach out to BIGContacts support, and we’ll get you sorted. Happy importing!