Keap is a popular CRM solution designed for small businesses, offering powerful tools for contact management, sales automation, and email marketing. Whether you’re migrating data from another system or simply updating your existing contact list, Keap provides an intuitive import tool that supports various data types, including contacts, companies, tags, products, and subscriptions.

This guide will walk you through how to efficiently import contacts into Keap, ensuring your data is correctly formatted and accurately mapped.

Preparing Your Data for Import

Before importing contacts into Keap, it’s crucial to prepare your data to minimize errors and ensure a smooth process:

File Format

• Keap supports the following file formats: CSV, XLS, and XLSX.
• Ensure that your data file is saved in one of these formats.
• Files larger than 10 MB cannot be uploaded. If your file exceeds this limit, split it into smaller files. You can use tools like Split CSV for this purpose.

Column Headers

• Your spreadsheet should have clear column headers in the first row, such as First Name, Last Name, Email, and Phone Number.
• Avoid blank columns and unnecessary data.
• Keap will attempt to auto-map the fields based on these headers. For more details on formatting, check out Keap’s guide on preparing your CSV file.

Data Quality

• Review your data to ensure it is clean and actionable. Remove duplicates and irrelevant information.
• Ensure that critical fields like Email are properly formatted.
• If your data contains special characters (UTF-8), convert your Excel file to a Google Sheet before exporting it as a CSV to avoid errors.

Steps to Import Contacts into Keap

Once your data is ready, follow these steps to import it into Keap:

Step 1: Access the Import Tool

1. Navigate to Contacts > People from the main navigation menu.
2. Click the Import contacts button.

Step 2: Select the Import Type

• Choose the import source. The most common option is My spreadsheet.
• Drag and drop your file into the import window or click Browse to upload it manually.

Step 3: Map Your Fields

• Keap will automatically match your spreadsheet’s columns to its fields where possible.
• Review the mappings and adjust them if necessary.
• For unmatched fields, you can create custom fields by selecting Add as custom field in the dropdown.
• Keap supports various field types, including text, date, and number fields.

Step 4: Indicate Email Permission

• Keap requires you to confirm whether you have explicit permission to send marketing emails to the imported contacts.
• Select Yes if you have permission.
• If you select No, the contacts will be marked as Non-Marketable, meaning they can only receive individual emails, not bulk broadcasts.

Step 5: Add Tags (Optional)

• You can tag your contacts during the import process by selecting existing tags or creating new ones.
• Alternatively, include a Tags column in your spreadsheet to automatically tag contacts upon import.

Step 6: Finalize and Start the Import

• Review your import settings and sample records.
• If everything looks good, click Finish Import to start the process.
• Once completed, you can view the imported list, send a broadcast, or save the import settings for future use.

Updating Existing Contacts

Keap allows you to update existing contacts by importing a new file containing updated information:

1. Ensure that your file includes the Email field, which Keap uses to identify existing contacts.
2. Navigate to the Import contacts page and upload your file.
3. Follow the same steps for mapping fields.
4. Keap will update existing contacts without duplicating them.

Note: Keap does not overwrite email statuses. If a contact has previously opted out, their status will remain unchanged.

Importing Contacts from Google

If you use Google Contacts, Keap offers a direct integration for importing:

1. Go to Contacts > People and click Import contacts.
2. Select Google Contacts as the source.
3. Sign in to your Google account and grant Keap access.
4. Choose the contacts to import (individually or in bulk).
5. Indicate email permission and click Finish Import.

For more information, refer to Keap’s Google contact import guide.

Troubleshooting Import Issues

Here are some common issues and solutions:

• Duplicate Contacts: Keap automatically checks for duplicates based on email addresses.
• Field Mapping Errors: Ensure all columns have clear headers and are correctly mapped.
• File Size Limit: Split large files into smaller ones if they exceed 10 MB.
• UTF-8 Character Issues: Convert Excel files to Google Sheets before exporting as CSV.
• Permission Errors: Always confirm explicit email permission during the import process.

If you encounter persistent issues, consult Keap’s FAQs on contact imports or reach out to their support team.

Import Using Third-Party Tools

Another option is to use a third-party tool or extension to simplify the process of importing contacts into Keap. One such tool is LinkKeap, which allows users to add contacts directly from LinkedIn into their Keap CRM with just a few clicks.

With LinkKeap, you can:

• Automatically capture LinkedIn profile details, including name, email, and job title.
• Reduce manual data entry by syncing contact information directly into Keap.
• Ensure accuracy with real-time validation of contact details.

Post-Import Actions

After importing your contacts, consider the following actions:

• Organize Contacts: Use tags and custom fields to segment your contacts.
• Assign Contacts: Manually assign contacts to specific team members.
• Review Data: Check a sample of imported contacts to ensure accuracy.
• Rollback Imports: If you need to undo an import, Keap allows you to rollback the changes and start over.

Conclusion

Importing contacts into Keap is a straightforward process when your data is properly prepared. Whether you’re migrating from another CRM, updating your existing database, or syncing with Google Contacts, Keap offers flexible options to help you manage your contacts efficiently.

Happy importing!