How to Import Contacts into Close CRM

Keeping your Close CRM populated with high-quality leads is the lifeblood of any sales team. But getting that data into your system can often feel like a chore. At Add to CRM, we've helped countless businesses streamline their sales processes, and we know that a clunky import process can slow you down. That's why we created this guide. We'll walk you through the traditional methods of importing contacts into Close CRM. But more importantly, we'll show you a much faster, more efficient way to do it—a solution we built to eliminate the manual work for good.

Preparing Your Data for Import

Before you even think about clicking that 'import' button, proper preparation is key to avoiding errors and ensuring your data is useful. From our experience, taking a few minutes to clean up your file can save you hours of headaches later.

• Use the Right File Format: Close CRM accepts data from .csv, xlsx, or .xls (Excel) files. We recommend using a clear header row (e.g., 'Company Name', 'First Name', 'Email') as Close will use these titles to automatically suggest field mappings.
• Clean Your Data: Scan your spreadsheet for inconsistencies. Standardize naming conventions, remove any duplicate rows, and ensure all data is in the correct column.
• Format Key Fields Correctly: Close has specific formatting requirements for certain fields. For phone numbers, always use the + country code prefix (e.g., +18885551234). For dates, use the YYYY-MM-DD format to avoid any ambiguity. If a contact has multiple emails or phone numbers, separate them with a semicolon (;).
• Set Up Custom Fields First: If you're importing data into custom fields, like a specific 'Lead Status' or 'Product Interest', you must create these fields in your Close settings before starting the import. The importer can't create new custom field options on the fly.

Manual Import Process

The manual import process in Close is powerful, but it requires careful attention to detail. We've seen many clients get tripped up by the number of steps involved. Here’s how it works:

1. Navigate to the importer by clicking your name in the top right corner of Close and selecting Import data.
2. Choose your import method. You can upload your prepared .csv or Excel file, or simply copy and paste the data directly from your spreadsheet.
3. Next, you'll need to map your data. For each column in your spreadsheet, you must assign it to a corresponding field in Close (e.g., map your 'Email' column to the 'Contact Email' field). Close will try to guess based on your headers, but you'll need to review each one.
4. If your file has multiple contacts or addresses for the same company in different rows, you can group them together based on a unique column, like 'Company Name'.
5. Finally, you'll configure how to handle potential duplicates and start the import. This part is crucial for maintaining a clean database.

Handling Duplicates and Data Validation

Close gives you options for managing leads that might already be in your system. You can choose to update existing leads by only adding new information to blank fields, completely replacing their data, or simply skipping them. While these options are helpful, the process is entirely manual. After the import, you'll get a summary and a downloadable file of any rows that failed or were skipped, which you then have to review and fix one by one.

Supported Field Types

Close allows you to import data into most of its standard and custom fields. This includes:

• Lead Fields: Company Name, URL, Status
• Contact Fields: Name, Title, Email, Phone
• Address Fields: Street, City, State, Zip, Country
• Custom Fields: Any text, number, date, or choice-based custom fields you've created.

Remember to format data like multiple-choice options with a semicolon (;) between each choice.

Import Limitations

Through our work with various sales teams, we've seen a few common frustrations with the manual import process. There is a 15MB file size limit per .csv upload, meaning large lists must be broken down into smaller files and imported separately. Furthermore, you cannot import activity history like notes, calls, or emails with the standard importer. These limitations are exactly why we decided to build a better way.

Importing Contacts using LinkClose

After seeing so many teams struggle with the tedious and time-consuming nature of manual imports, we knew there had to be a better way. We developed LinkClose as the definitive solution. It's a simple Chrome extension designed to do one thing perfectly: find verified contact information for prospects on LinkedIn and add them to your Close CRM with a single click. We built it to eliminate manual data entry, spreadsheet formatting, and wasted time, allowing your team to focus on selling.

Benefits of using LinkClose

LinkClose is a Chrome extension that finds verified contact information from LinkedIn profiles and automatically adds them to Close CRM. We designed it to be superior to the manual import process in every way:

• Speed: Instead of spending hours preparing spreadsheets, you can add a new lead in seconds, directly from their LinkedIn profile.
• Accuracy: LinkClose provides verified, up-to-date email addresses and phone numbers, reducing bounce rates and connecting you with the right person.
• Efficiency: It completely eliminates the multi-step import process. No more mapping columns, checking for duplicates, or fixing validation errors.
• Seamless Workflow: Add contacts to your pipeline while you're prospecting on LinkedIn. No more switching between tabs or copy-pasting data.

How to get started with LinkClose

Getting started is incredibly simple:

1. Install the LinkClose Chrome Extension.
2. Navigate to a person's profile on LinkedIn.
3. Open the LinkClose extension to instantly find their verified contact details.
4. Click 'Add to CRM' to send the person and their information straight into your Close CRM as a new lead or contact.

Other Import Methods

While manual file uploads and LinkClose are the most common methods, there are a couple of other options for specific situations:

• CRM Migration: If you are moving to Close from another CRM, Close offers a one-time data migration service to help move your entire database over. You can contact their support team at [email protected] for assistance.
• Third-Party Tools: Services like Zapier or Import2 can create automated workflows to sync data between Close and other cloud applications you use.

Try LinkClose Today

Manual importing certainly has its place, but in today's fast-paced sales environment, efficiency is everything. We invested in building LinkClose because we believe your time is better spent building relationships and closing deals, not wrestling with spreadsheets. If you're ready to save hours of manual work and ensure your CRM is always filled with accurate, actionable leads, it's time to change your workflow.

Give LinkClose a try today and experience the fastest way to build your pipeline in Close CRM.