How to Import Contacts into Capsule CRM

Getting started with Capsule CRM or migrating from another platform? Whether you’re new to Capsule or simply updating your existing database, importing contacts and opportunities is an essential part of keeping your CRM up-to-date.

In this guide, we’ll provide step-by-step instructions on how to import your contacts and opportunities from spreadsheets, highlight key data hygiene practices, and explore third-party tools that can simplify the process.

Preparing Your Data for Import

Properly formatting your data before importing into Capsule CRM can save time and reduce errors.

Data Hygiene Tips

1. Review your data:
   Ask yourself: Do you need to import all existing contacts and opportunities? Exclude outdated or irrelevant data to keep your CRM clean.

2. Format your spreadsheet:
   Use column headers that match Capsule’s fields:

   • For contacts: Include fields such as First Name, Last Name, Email, Phone Number, Address, and Organization.
   • For opportunities: Ensure fields like Opportunity Name, Pipeline, Milestone, Expected Close Date, and Value are properly labeled.

3. Custom Fields:
   If you have specific data not covered by Capsule’s default fields, create custom fields before importing. Only system administrators can create custom fields.

4. Check for duplicates:
   Capsule offers an option to handle duplicate entries during import. Decide whether you want to update existing records or skip duplicates.

Importing Contacts into Capsule CRM

Once your data is ready:

1. Log in to Capsule CRM.
2. Click ‘Add +’ in the top menu and select ‘Import’.
3. Select ‘Contacts’ and upload your CSV or Excel file.
4. Map your columns to Capsule’s fields. You can also create new custom fields at this stage.
5. Preview the data to ensure everything looks correct.
6. Click ‘Import Now’. Capsule will notify you via email once the import is complete.

Importing Opportunities into Capsule CRM

Before importing opportunities, make sure your contacts have already been imported. Capsule requires each opportunity to be linked to an existing contact.

Steps to import opportunities:

1. Click ‘Add +’ and select ‘Import’.
2. Choose ‘Opportunities’ and upload your prepared spreadsheet.
3. Map your fields, ensuring the Contact Name or ID field correctly links opportunities to existing contacts.
4. Handle duplicates:
   • Import all as new opportunities.
   • Ignore duplicates.
   • Update existing opportunities by including the Opportunity ID in your file.
5. Preview your data and click ‘Import Now’.

Migrating Contacts from Google Sheets or Google Contacts

If you’re using Google tools, Capsule makes it easy to migrate your data.

Exporting from Google Sheets

1. Open your spreadsheet in Google Sheets.
2. Click ‘File > Download > Comma-Separated Values (.csv)’.
3. Follow the contact import steps outlined above.

Exporting from Google Contacts

1. Go to Google Contacts and select the contacts you want to export.
2. Click the three-dot menu and choose ‘Export’.
3. Select ‘Outlook CSV’ and download the file.
4. Follow the contact import steps to upload the data into Capsule.

Using Third-Party Tools

For users who prefer automation or require frequent data synchronization, third-party tools can streamline the import process.

LinkCapsule is a powerful third-party tool designed specifically for Capsule CRM users. It allows you to:

• Import contacts directly from LinkedIn into Capsule with one click.
• Sync data from other sources into Capsule without manual formatting.
• Save time by reducing repetitive tasks and ensuring data accuracy.

If you’re managing a large number of contacts and opportunities or regularly updating your database, LinkCapsule can be an invaluable tool.

Best Practices for a Successful Import

1. Test with a small batch:
   Import a small sample of data first to ensure everything is correctly mapped and formatted.

2. Use tags for segmentation:
   Apply tags during import to categorize your contacts for better organization and targeted outreach.

3. Break up large files:
   For large datasets, consider splitting them into smaller files to prevent errors and speed up the import process.

4. Review your data post-import:
   Once your data is imported, double-check key records for accuracy.

Conclusion

Importing contacts and opportunities into Capsule CRM is straightforward if you follow the right steps. By preparing your data carefully, using Capsule’s built-in import tools, and leveraging third-party solutions like LinkCapsule, you can keep your CRM clean, organized, and ready for action.

Happy importing!