To provide a clear and concise step-by-step guide for team members on how to import properties and other data into the CRM from an external system, ensuring accuracy and efficiency in the process.
Key Steps
Access Import Settings
Navigate to the CRM dashboard.
Go to Settings > General > Import.
Select Data Type for Import
Identify the type of data you wish to import:
Phases and statuses
Properties
Notes
Appointments
Tasks
Communication logs
Prepare Your Data File
Ensure your data is in an acceptable format (XLSX, XLS, or CSV).
If unsure about the required columns, click Download Template to get a basic structure for your data file.
Upload Your Data File
Drag and drop your file into the designated area or click to select and upload the file.
Map Data Columns
Review the pre-populated columns and ensure they match the required headers.
Required headers include:
Status
External ID
Street
City
State
Zip
Beds
Baths
If there are columns you do not wish to import, leave them blank.
Check for Errors
If the system indicates missing required headers or errors, download the error file to identify issues.
Correct any discrepancies in your original data file and re-upload.
Import Data
Once all required headers are confirmed, click Import to finalize the process.
Monitor for any additional error messages during the import.
Updating Existing Records
If you are updating existing records, ensure the addresses are consistent with those already in the system.
Check the Update Existing Records option before uploading the file.
Import Other Data Types
Follow the same process for importing notes, appointments, tasks, and communication logs, ensuring to check the template for each type.
Cautionary Notes
Ensure that all required fields are present in your data file before importing, as missing information can lead to import failures.
Double-check that the data you are importing does not contain sensitive or outdated information.
Always back up existing data before performing an import, especially if updating records.
Tips for Efficiency
Familiarize yourself with the template structure before preparing your data file to minimize errors.
Use consistent naming conventions for statuses and phases to avoid confusion during mapping.
Regularly review the help center articles for updates or additional guidance on specific systems you may be importing from.
Consider performing imports during off-peak hours to reduce system load and potential errors.