Our new Data Import allows you to import Companies and Contacts in bulk from an Excel spreadsheet, helping you store all of your data in one place. To learn how to use the Data Import tool, check out this article.
The following guide will provide help when filling out the Data Import Excel template.
All the fields in this section are compulsory to complete when importing data into Prospect CRM.
Company Name: E.g. "Purple Trading Company".
Type Description: The type of a company represents what type of relationship you have with the business e.g. "Prospect", "Customer", "Supplier" etc. This field is a drop-down on the Company record.
Contact Last Name: E.g. "Smith".
Contact Role: The role of a contact determines what type of job they have at the organisation e.g. "Main Decision Maker", "Junior Buyer", "Main Buyer", "Marketing Contact", "Sales Person" etc. Contact Roles are useful for Email Marketing to ensure you're targeting the correct audience. This field is a drop-down on a Contact record.
Contact Email Flag: Set this to "1" to subscribe the Contacts to your email marketing communications, or "0" to unsubscribe the Contacts. This flag is on a Contact record.
Contact Physical Mail Flag: Set this to "1" to subscribe the Contacts to your physical mail marketing communications, or "0" to unsubscribe the Contacts. This flag is on a Contact record.
Contact Opt In: Set this to "1" to mark these Contacts as opted-in to your marketing communications, or "0" to mark them as opted-out. This flag is on a Contact record.
Contact Swap Flag: Set this to "1" to authorise swapping of contact details with third party companies you work with, or "0" to mark them as unauthorised for this purpose. This flag is on a Contact record.
All fields in this section are optional to complete when importing data into the CRM.
Company Summary: If you wish to provide a summary about each Company, enter your notes here.
Company Alternate Reference: Enter an alternative reference if you require one for Companies you're importing.
Account Manager Email Address: If you wish to assign an Account Manager to each of your Companies, enter their email address here. Please note: the Account Manager needs to be set as a CRM user. Click here to read how to add users.
Company Name: If you're creating a Company Group with different locations, enter the different location names here.
Company Sales Ledger ID: Please enter the customer account code from your Inventory Management/Accounting System if this company is already a customer.
Company Purchase Ledger ID: Please enter the supplier account code from your Inventory Management/Accounting System if this company is already a supplier.
Industry Description: Industry is a great way to segment your customers. Simply type in the industry description you wish to assign. Please note: the Industry needs to already exist within the Industry drop-down list. Click here to read how to configure your Industry list.
Company Summary: If you wish to provide a summary for each Company, enter your notes here.
Company Phone Number: This is the Companies main contact phone number.
Company Website: If you have the company's website address, enter the URL here.
Address (1-5), Country, Postal Code/Zip Code: This is the full address for the company.
Contact Title: The title of the Contact e.g. Mr, Ms, Mrs etc.
Contact First Name: The Contact's first or forename.
Contact Email: If you have the Contact's email address enter this here. We'll use the contact email address as a unique reference for de-duping your data.
Contact Phone Number: This should be the direct dial or telephone number for the Contact.
Contact Mobile/Cell Phone Number: If you have the contact's mobile/cell phone number, enter this here.
Contact Department: Departments can be helpful when dealing with large organisations. If you know which department that the Contact works in, enter this here.
Contact Job Title: Job Title is a free text field, so if you know the contact's exact job title, enter this here. Remember, you have the Contact Role to help categorise their role within the business too.
Priority Description: Company Priority helps to segment your companies by priority e.g. highlights who your key prospects or customers are. Please note: the priority needs to already exist within the Priority drop-down list. Click here to read how to configure your priority list.
Custom Fields: You can also include any custom fields you have within your CRM.
Now that you've populated the Data Import Template, click here to see how you can import this data into Prospect CRM.