Importer

The Importer lets you bulk import and export Listings and Contacts using spreadsheets. From the Importer home screen, choose one of the four options: Listings Import, Listings Export, Contacts Import, or Contacts Export.

Both import wizards walk you through the same core steps: upload, trim, assign columns, validate. They finish on a live results screen that shows the outcome of every row as it is processed. You can press Restart at any point to abandon the run and start again from the upload screen.

Before you start

• Download the template. The first screen of each import wizard has a Download our template button. Starting from the template guarantees your columns line up with what the CRM expects. The export pages can also download the same template.
• Supported files. You can upload .xlsx or .csv files. If your workbook has more than one sheet, the CRM will ask you which sheet to import.

How the CRM matches your rows to existing records

• Contacts are matched by the Contact Id column. A row with a Contact Id updates that existing contact; a row without one creates a new contact.
• Listings are matched by the Property Code column. A row whose Property Code exists in the system updates that listing; otherwise a new listing is created.

If you are re-importing data you exported earlier, keep these ID columns intact. Without them the CRM will create new records instead of updating the existing ones.

Updates overwrite what you map

When a row updates an existing record, every column you mapped is written, including blanking a value when the cell is empty. Only map the columns you actually want to change, and un-map (ignore) the rest.

TIP

Values such as Status, Source of Enquiry, Listing Stage, Salesperson, etc. are matched by name. Make sure they use the exact same spelling as in your CRM, otherwise validation will flag them and the import cannot proceed until they are fixed.

Importing Contacts

1. Upload Contacts. Click or drag your file into the upload area (or download the template first if you need it). The CRM reads the file and moves to the next step automatically. If the workbook has multiple sheets, select the one to import and press Confirm.

2. Trim Spreadsheet. Check that the CRM has picked up your data correctly. Using the controls in the footer you can set which row contains your column headers and which row your data ends on. You can also exclude individual rows you don't want imported by clicking the remove icon on the left (and re-include them the same way). Press Continue.

3. Assign Columns. Match the columns in your sheet to the CRM's contact fields. The CRM suggests matches automatically; review each column and adjust using the dropdown in its header. Columns left as ignore are excluded from the import, and a banner shows how many columns are unmapped, with a Go to next unmapped column shortcut. Press Continue.

4. Validate Import Data. The CRM checks every cell against the system: reference values (Projects, Salespersons, Sources of Enquiry, Statuses, Categories, Subscriptions, and so on) as well as formatting rules. Invalid cells are highlighted red. Hover over one to see what's wrong, or use the Go to next error button to step through them. You can resolve errors by ignoring a whole column (via the menu in its header) or ignoring individual rows; anything else needs to be fixed in your spreadsheet and re-uploaded. All errors must be resolved before you can continue.

5. Review Import. The CRM shows how many contacts will be created and how many updated, with a per-row status table so you can confirm the split is what you expect.

6. New Contact Defaults. If any new contacts are missing a Status, Category, or Salesperson 1, this step lets you pick the values to apply to them. Status defaults to New Lead and Category to Prospect; you must choose a Salesperson. These defaults only fill in blanks on new contacts. They never change values you supplied in the sheet, and never touch existing contacts. (If every new contact already has these values, or you are only updating existing contacts, this step is skipped.)

7. Press Start import. The upload begins and you are taken to the results screen (see The results screen below).

Importing Listings

The listing import follows the same upload → trim → assign columns pattern as contacts, with a few listing-specific steps around the Property Code:

1. Upload Listings, Trim Spreadsheet, and Assign Columns are identical to steps 1 to 3 of the contact import above.

2. Generate Property Codes (only appears when some rows have no Property Code). Every listing needs a Property Code. For rows without one, the CRM can generate a code as {Project Code}-{Lot Number}:

   • Rows that name a Project with a Project Code get their code generated automatically.
   • Rows with a lot number but no Project can be linked to a Project you pick on this screen.
   • Rows that can't have a code generated (missing lot number, or an unrecognised Project) are flagged in red. Fix them in your sheet and re-upload, or add explicit Property Codes.

3. Check New vs Updates. The CRM checks every Property Code against the system and shows you which rows will create new listings and which will update existing ones. Two situations block the import until fixed:

   • the same Property Code appearing on more than one row of your sheet, or
   • a generated code that already exists in the system (which would overwrite real data).

4. New Listing Defaults (only appears when new listings are missing values). Choose the Listing Stage (pre-filled with Listed), Property Type, and Salesperson 1 to apply to new listings that don't specify them, plus an optional Project to link any new listings that don't have one. As with contacts, defaults only fill blanks on new listings, never on updates.

5. Validate Import Data. Same as the contact validation step: invalid cells are highlighted red and all errors must be resolved (fix your sheet, or ignore the offending column/row) before you can proceed. The Property Code column cannot be ignored.

6. Press Start import to begin the upload and watch the results screen.

The results screen

Both imports finish on an Upload progress screen that updates live while the CRM processes your file:

• A progress bar and running totals show Succeeded, Warnings, Failed, and Pending counts.
• Each row in the table shows its status, the action taken (New or Updated), and any message from the CRM, for example why a row failed.
• Newly created contacts have their CRM-assigned Contact Id filled in as they are processed.
• If any rows fail, a Download failed rows button exports just those rows as a spreadsheet you can correct and re-import.

When it finishes, an Import Complete badge appears. Press Begin a New Import to run another import.

Exporting Listings

1. Open Listings Export from the Importer home screen.
2. Select the Project whose listings you want to export (required).
3. Tick the fields you want included. Select All and Deselect All buttons are available, and the Property Code is always included.
4. Press Export Listings. The file downloads as an Excel spreadsheet.

Exporting Contacts

1. Open Contacts Export from the Importer home screen.
2. Optionally filter which contacts to export by Projects of Interest, Salesperson, and Subscriptions, or open the filter icon for the full set of advanced contact filters.
3. Tick the fields you want included. The Contact Id is always included.
4. Press Export Contacts. The file downloads as an Excel spreadsheet.

Exports are re-importable

An exported file matches the import template column-for-column, so you can edit an export and import it straight back in. The included Contact Id / Property Code columns ensure the CRM updates the existing records rather than creating duplicates. Both export pages also have a Template button if you just want a blank template.