How to Import Contacts into Insightly

Last updated on: February 19, 2025

Importing contacts into Insightly CRM is a critical step when setting up your CRM for effective contact management. Whether you’re transitioning from another system, importing a mailing list, or consolidating data from various sources, this guide will walk you through the entire import process to ensure accuracy and efficiency.

Preparing Your File for Import

Before you begin importing your contacts, it’s essential to ensure your file is correctly formatted. Proper preparation reduces errors and ensures a smooth import.

File Format

  • Insightly supports only CSV file format for importing contacts.
  • Ensure your file is saved in CSV format.

Column Headers

  • Include clear and relevant column headers in the first row of your file.
  • Each column should represent one field, such as First Name, Last Name, Email, and Phone Number.
  • If your file contains unique data that doesn’t match Insightly’s default fields, consider creating custom fields in Insightly before importing.

Data Organization

  • Ensure each row represents a single contact.
  • Delete any unnecessary or blank rows and columns.

Special Characters

  • Insightly accepts the Unicode character set to support special characters (e.g., ã, Ù, ø).
  • Avoid using Excel directly to save CSV files if your data includes UTF-8 characters. Instead, use a tool like Google Sheets.

Running the Import

Once your file is ready, follow these steps to import contacts into Insightly:

Step-by-Step Process

  1. Navigate to the Contacts Tab:

    • Click the Contacts tab in your Insightly account.
    • In the sidebar, click the Import link. If the sidebar is hidden, click the Show Sidebar icon.

  2. Select Import Method:

    • Choose Import Contacts from a CSV File.

  3. Upload Your File:

    • Click Select File and browse to choose your CSV file.
    • Click Next.

  4. Choose Import Action:

    • Add New Records: Adds new contacts and skips duplicates.
    • Update Existing Records: Updates contacts that match the Record ID field in your file.
    • Add New Records and Update Existing Records: Combines both actions—updates existing contacts and adds new ones.

  5. Set Import Options:

    • Check or uncheck Skip the first row when importing depending on whether your file includes headers.
    • Optionally, check Trigger Automations to initiate workflow automation for the imported contacts.
    • Check Send Notifications if you want Insightly to send notifications about these changes.

  6. Map Your Fields:

    • Insightly will display three columns: Insightly Fields, Headers from Your File, and First Record in Your File.
    • Match each column from your file to the appropriate Insightly field.
    • Refer to Insightly’s field mapping guide for more detailed instructions.

  7. Start the Import:

    • Once you’ve mapped all fields, click Start This Import.

  8. Confirmation:

    • A confirmation message will appear, indicating that your file has been placed in the import queue.
    • Insightly will send you an email once the process is complete.

Post-Import Actions

After the import, there are several actions you can take to organize and manage your newly imported contacts:

Grouping Contacts

  • Create groups for specific categories of contacts to simplify management.

Assigning Contacts to Users

  • If your team is using Insightly, assign the imported contacts to specific users for follow-up or management.

Adding Contacts to Pipelines

  • If the imported contacts are part of an ongoing sales process, add them to a relevant pipeline.

Reviewing Import Results

  • Insightly provides a detailed import log that highlights any issues or skipped records.

Undoing an Import

Common Issues and Troubleshooting

Here are some common issues you might encounter during the import process and tips on how to resolve them:

Duplicate Records

  • Insightly uses Record ID or Email to identify duplicates during import.
  • If duplicates are found, Insightly will either skip or update them based on your chosen import action.
  • Refer to Insightly’s duplicate check guide for more details.

Unmapped Columns

  • Ensure all necessary columns are mapped to fields in Insightly. Unmapped columns will not be imported.

Field Type Mismatch

  • Ensure that the data type in each column matches the corresponding Insightly field.
  • For example, dates should be in mm/dd/yyyy format.

Using Third-Party Tools

If you frequently gather leads from LinkedIn or other online sources, consider using third-party tools like LinkSight, our Chrome extension for Insightly. With LinkInsight, you can:

  1. Get Verified Contact Information:
    • Collect verified contact details directly from LinkedIn profiles.
  2. Add Contacts Instantly:
    • Add new contacts to Insightly in one click.
  3. Streamline Your Workflow:
    • Save time by eliminating manual data entry.

Learn more about LinkInsight and how it can enhance your CRM experience.

Conclusion and Next Steps

Importing contacts into Insightly CRM is a vital step in setting up your CRM for success. By following the steps outlined in this guide, you can ensure a smooth and accurate data migration.

If you want to streamline your contact management process, consider using LinkInsight, our Chrome extension designed to make importing leads from LinkedIn quick and effortless.

Need more help? Visit Insightly’s support page for additional resources and assistance. Happy importing!

 

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