How to Import Contacts into Ontraport

Keeping your CRM data fresh and accurate is fundamental to any sales or marketing effort. For Ontraport users, importing contacts is a core task, whether you're migrating from another platform or adding a new list of leads. At Add to CRM, we've helped countless businesses streamline their CRM processes, and we know the ins and outs of data management. We created this guide to walk you through the traditional process of importing contacts into Ontraport. While we'll cover the manual steps in detail, we also want to be upfront: we saw the frustrations and time sinks involved and built a much better, automated solution to solve them.

Preparing Your Data for Import

Before you even think about uploading a file, proper preparation is key to a successful import. From our experience, taking a few minutes to clean your data upfront can save you hours of headaches later.

• Use the Right File Format: Ontraport exclusively accepts CSV (Comma-Separated Values) files for imports. Make sure you save or export your spreadsheet in this format.
• Clean Your Data: Consistency is crucial. Standardize data in columns like 'State' (e.g., use 'CA' for all entries, not a mix of 'CA,' 'Calif.,' and 'California'). Remove any contacts you don't have permission to email and delete columns you don't need to import.
• Create Clear Headers: The first row of your CSV should be a header row with clearly labeled columns (e.g., 'First Name', 'Last Name', 'Email', 'Company'). This makes it significantly easier to map your data to Ontraport's fields during the import process.
• Check Custom Fields: Does your data include information that doesn't have a default field in Ontraport, like a legacy customer ID? Before you import, go to Contacts > Settings > Field Editor in Ontraport to create custom fields for this data. This ensures every piece of information has a home.

Manual Import Process

The manual import process in Ontraport is a multi-step procedure. While thorough, we've observed that it can be time-consuming for busy teams. Here’s how it works:

1. Navigate to the Import Tool: In your Ontraport account, go to the Contacts collection, then click Settings and select Import Contacts.
2. Upload Your CSV File: You can either drag and drop your prepared CSV file into the window or click Browse Computer to select it.
3. Verify Your Information: Ontraport will show you a preview of your data. It's critical to check the box that says “Don’t include header row” to prevent the system from trying to create a contact out of your column titles.
4. Configure Import Settings: This step is vital for data integrity. You'll need to tell Ontraport how to handle contacts in your file that already exist in your CRM. You must also review and check all the boxes in the Usage Agreement section to proceed.
5. Map Your Fields: Here, you'll match the columns from your CSV file to the corresponding contact fields in Ontraport. If you named your headers clearly, Ontraport may map some automatically, but you'll need to manually review each one. For any unmapped columns, you can select the correct Ontraport field from a dropdown menu.
6. Add Rules (Optional): You can create rules to perform actions on your contacts as they are imported, such as adding a specific tag or adding them to an automation campaign.
7. Finalize and Wait: Once you click submit, the import begins. Depending on the size of your list, this can take several minutes. Furthermore, all lists go through an approval process by Ontraport's team to ensure anti-spam compliance, which can take up to 24 hours.

Handling Duplicates and Data Validation

Ontraport gives you three options for handling duplicates, which it identifies using a unique field (we recommend 'Email'):

• Merge and underwrite: Adds new data to blank fields but won't change existing data. This is the safest option.
• Merge and overwrite: Replaces existing data with the data from your import file. Use this with caution, as you can accidentally erase valuable information.
• Create new entry: This creates a new record for every row, which can lead to a messy database full of duplicates that require manual cleanup.

Supported Field Types

Ontraport supports various field types, including Text, Numeric, Dropdown, and Date. It's important to format your data correctly. For example, dates in your CSV must match the date format selected in your account's localization settings. If you want to import multiple tags for a contact, they must be in a single cell, separated by commas.

Import Limitations

Beyond the potential for human error, the manual process has limitations we've seen frustrate clients. The 24-hour review period for email permissions can delay marketing campaigns. Additionally, role-based email addresses (e.g., sales@company.com, info@company.com) are automatically imported as 'Transactional Only,' meaning you can't include them in bulk email sends. These hurdles slow down the very processes you're trying to accelerate.

Importing from LinkedIn

After seeing so many teams get bogged down by spreadsheets, data cleaning, and import delays, we decided to build a better way. We developed LinkOntra to eliminate the manual import process entirely for prospecting on LinkedIn. It's a browser extension that finds verified contact information on LinkedIn profiles and adds contacts directly to Ontraport in one click. No more CSV files, no more mapping fields, and no more waiting.

Benefits of using LinkOntra

LinkOntra is a Chrome extension that finds verified contact information from LinkedIn profiles and automatically adds them to Ontraport. We designed it to be superior to manual importing in every way:

• Instantaneous Speed: Add a new contact from LinkedIn in seconds, not the minutes or hours it takes to prepare and process a CSV file.
• Verified Accuracy: LinkOntra finds verified, up-to-date emails and phone numbers, dramatically reducing bounce rates and connecting you with real decision-makers.
• Ultimate Efficiency: Forget downloading, cleaning, formatting, and uploading files. Add contacts directly from the source where you're prospecting.
• Seamless Workflow: The entire process happens inside your browser on LinkedIn. You never have to switch tabs or break your focus.

How to get started with LinkOntra

Getting started is incredibly simple:

1. Install the Chrome Extension: First, install LinkOntra from the Google Chrome Web Store and connect it to your Ontraport account.
2. Go to a Person's Profile: Navigate to the LinkedIn profile of a prospect you want to add to your CRM.
3. Find Contact Details: Open the LinkOntra extension to instantly find the person's verified contact information.
4. Click 'Add to CRM': With a single click, the prospect's profile and contact details are synced directly to Ontraport as a new contact. It's that easy.

Other Import Methods

For full transparency, there are other ways to get contacts into Ontraport. Developers can use Ontraport’s API to build custom integrations that programmatically add contacts. For very large or complex migrations, Ontraport also offers a paid Concierge Service where their team will handle the import for you. You can reach them at concierge@ontraport.com for a quote.

Try LinkOntra Today

While the manual import process in Ontraport is functional, it's a relic of a time before better tools existed. At Add to CRM, we believe your time is better spent building relationships and closing deals, not wrestling with spreadsheets. We built LinkOntra to give you back those hours. If you're ready to stop managing data and start using it, it's time to modernize your workflow. Try LinkOntra for free today and experience the fastest way to grow your Ontraport contact list.