How to Import Contacts into Salesmate

Keeping your CRM data fresh and accurate is fundamental to any successful sales operation. For Salesmate users, importing contacts is a core task, but as we've seen from helping countless businesses, it can be a surprisingly tricky and time-consuming process. At Add to CRM, we live and breathe CRM efficiency, which is why we put together this guide.

We'll walk you through the official manual import process step-by-step. But we'll also show you a much better, faster way. We developed our own solution, LinkMate, to automate this entire process, and we think you'll love it.

Preparing Your Data for Import

Before you even think about uploading a file, a little prep work can save you a lot of headaches. From our experience, getting these things right from the start is the key to a successful manual import.

• Use the Right File Format: While Salesmate accepts a few formats, we always recommend using a CSV (Comma-Separated Values) file. It's the most reliable and least likely to cause unexpected errors during the upload.
• Clean Your Spreadsheet: Open your file and delete any empty columns. A spreadsheet with columns stretching far to the right can confuse the importer. Keep it tidy and only include the data you intend to import.
• Check Your Column Headers: Take a look at the default fields available in your Salesmate account (under Setup > Modules). For the smoothest import, rename the column headers in your spreadsheet to match the field names in Salesmate exactly (e.g., rename "Headcount" to "Number of Employees").
• Create Custom Fields First: If you have data that doesn't fit a default Salesmate field, create a custom field in Salesmate before you import. If you wait until the mapping stage, you'll have to abandon the import, create the field, and start all over again.

Manual Import Process

Once your CSV file is prepped and ready, you can begin the manual import. This process requires careful attention to detail, especially during the field mapping stage.

1. Log in to your Salesmate account.
2. Click the Profile Icon in the top-right corner and select Setup from the dropdown menu.
3. In the Setup menu, navigate to the Manage Data section and click on Import Or Migrate.
4. Choose the modules you want to import data into. For contacts and their associated companies, you would select both Contacts and Companies.
5. Upload your prepared CSV file by dragging and dropping it into the window or by clicking to select it from your computer.
6. Click Next to move to the field mapping screen. This is the most critical step.
7. For each column in your CSV file (shown on the left), you must select the corresponding field in Salesmate (on the right). You also need to assign it to the correct module (Contact or Company).
8. If you haven't prepared your file properly, you'll see unmapped fields. Salesmate will not import data for columns that aren't mapped to a field, leading to incomplete records.
9. After mapping all your fields, click Next to preview the import.

Handling Duplicates and Data Validation

Salesmate gives you options for handling records that may already exist in your CRM. You can choose to Create a new record (which can lead to duplicates), Skip the import of that record, or Merge the new data with the existing record. Merging is often the best choice for updating contacts, but it relies on your import file having the most accurate data.

One quirk we've noticed is that if you import into both the Contact and Company modules, Salesmate may create two separate records from a single row in your file. This can artificially inflate your data and requires you to be mindful of how records are being created.

Supported Field Types

Salesmate supports a variety of field types, including Text, Number, Date, and Picklist. It's crucial that the data in your CSV is formatted correctly for the field you're mapping it to. For example, a Date field requires a consistent format (e.g., MM/DD/YYYY), and a Picklist field requires the value in your file to be an exact match to one of the available options in Salesmate.

Import Limitations

We've seen many clients get frustrated with the limitations of manual importing. The process can be slow, and a single formatting error in one cell can cause an entire import to fail. You're then left digging through a spreadsheet to find the mistake, fix it, and re-upload the whole thing. This cycle of uploading, failing, and fixing is exactly the kind of time-wasting task that pulls sales teams away from selling.

Importing Contacts using LinkMate

After seeing so many teams struggle with CSV files and mapping errors, we decided to build a better way. We created LinkMate, our Chrome extension designed to eliminate manual data entry entirely.

LinkMate lets you add prospects to Salesmate directly from their LinkedIn profile with a single click. It doesn't just copy the name and title; it also finds verified email addresses and phone numbers, ensuring the data you add is accurate and actionable from the start. Our goal was to build a tool that gives you hours back in your week.

Importing from LinkedIn

LinkMate is a Chrome extension that finds verified contact information from LinkedIn profiles and automatically adds them to Salesmate. It was built to be a superior alternative to manual importing.

• Speed: Add a verified contact in one click, versus spending minutes or hours preparing, uploading, and fixing a spreadsheet.
• Accuracy: Get contact information with 96% accuracy, instead of relying on potentially old or incorrect data from a list.
• Efficiency: Forget about cleaning data, mapping fields, or troubleshooting import errors. It just works.
• Seamless Workflow: Capture leads while you're prospecting on LinkedIn. No more switching between tabs to copy and paste information.
• Duplicate Prevention: LinkMate checks to see if a contact already exists in Salesmate, helping you keep your CRM clean and reliable.

How to get started with LinkMate

1. Install the Chrome Extension: Get started by installing LinkMate and connecting it to your Salesmate account in under two minutes.
2. Go to a Person's Profile: Navigate to the LinkedIn profile of a prospect you want to add.
3. Find Contact Details: Open the LinkMate extension to instantly see enriched data, including their verified email and phone number.
4. Click 'Add to CRM': With a single click, the prospect is created as a contact in Salesmate with all their information. It's that simple.

Other Import Methods

Besides manual import and LinkMate, you can also use third-party automation tools. For example, a platform like Zapier (zapier.com) can connect other applications to Salesmate, allowing you to create a contact from a new Google Form entry or a new subscriber in an email tool. While these integrations are powerful, they often require their own technical setup, subscription fees, and maintenance.

Try LinkMate Today

While the manual import process in Salesmate works, it wasn't built for the speed and efficiency that modern sales teams require. The time spent formatting spreadsheets and fixing import errors is time that could be spent building relationships and closing deals.

We built LinkMate to solve this exact problem. We want to give you and your team the power to add verified, accurate contacts to your CRM in a single click, directly from where you're already prospecting.

Ready to stop wrestling with spreadsheets and start saving hours every week? Try LinkMate for free today and streamline your sales process.