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Contact Import

Updated

Introduction

If you already have contacts you are working with, you can import them into LoftyWorks using the Contact Import feature. This allows you to add multiple contacts quickly and efficiently.

We recommend using the sample file linked at the bottom of the article to configure your contacts before uploading.

 

Summary

 

Important Notes & Best Practices

  1. Supported Sources:
    • Google Contacts
    • Spreadsheets in CSV, XLS, and XLSX (MS Excel) format
  2. Recommendations

    • Start with a test import of 2–5 contacts to confirm data is mapped correctly before importing a larger file.

    • You can import up to 10,000 contacts per file.

      • Larger files must be split and imported separately.

      • There is no overall limit to the number of contacts you can store in LoftyWorks.

    • If you need to import more than 50,000 contacts, please contact support@loftyworks.com for advanced import assistance.

    • To move more than 5,000 contacts between agents, contact the Support Team:

 

CSV/Spreadsheet Import Steps

Accessing Contact Import

There are two ways to access the Contact Import page:

  1. Contacts Page > click the ... (more actions) next to + Add Contact > Import Contacts.

  2.  Navigate to your Personal Settings
    1. Select Contact Import under the Contact Settings section
    2. Drag and drop your file or click Upload File to begin the import process

We simplify the import process and support the selection of different competing products. After selection, the competing product and LoftyWorks fields will be matched automatically.

Matching Fields

LoftyWorks will attempt to automatically match spreadsheet column names to contact fields.

  • If some columns cannot be matched, a message will appear at the top showing how many unmatched columns remain.

  • Select Show unmatched columns only to quickly review and assign them.

  • Click Edit in the LoftyWorks Field Name column to manually map a field.

For example, ensure Contact Type in your file is mapped to Contact Type in LoftyWorks.

Even if all fields appear matched, review them carefully to confirm accuracy.

Handling Unmatched Data

If no suitable LoftyWorks field exists, you have two options:

1. Import as a custom field

  • Custom fields appear in the Details section of the contact profile

  • A maximum of 50 custom fields can be created

  • See Field Groups for more details

2. Import as a note

  • The column name and value are saved as a note on the contact profile

  • Notes are for reference only and are not searchable

 

Supported Fields

You can import the following fields into LoftyWorks:

General Options

  • Do Not Import – Skip a column
  • Import as Note

Basic Info

  • First Name
  • Middle Name
  • Last Name
  • Full Name
  • Email
  • Email Description
  • Unsubscribed (yes / out / unsubscribe)

    • Prevents automated emails such as Smart Plans and property alerts

    • Does not affect text messages

  • Phone(supports dashed format)
  • Phone country code
  • Phone Description
  • Phone Status
  • Call Opt-in Status
  • Text Opt-in Status
  • Number Consent
  • Segment

    • Imported as a tag if you do not have permission to create segments

  • Agent

    • Must match the agent’s name exactly as shown in LoftyWorks

  • Mailing Full Address
  • Mailing Address Line 1
  • Mailing Town/City
  • Mailing County
  • Mailing Postcode
  • Reg Date (dd/mm/yyyy)
  • Contact Type

    • Buyer, Tenant, Landlord, Vendor, Occupant, Other

    • Multiple types supported using | (e.g. Tenant|Buyer)

  • Source

    • Imported as a tag if you do not have permission to create a source

    • Defaults to CSV Import if no source is defined in the import
  • Tag
  • Birthday
    • Formatted as the following: dd/mm/yyyy
  • Language

    • Full names or abbreviations supported

    • Unmatched values are imported as tags

  • Property Info (Selling)
    • Up to two properties can be added
    • Fields:
      • Property Full Addr.
      • Property Street Address
      • Property Town/City
      • Property County
      • Property Postcode
      • Price
      • Bedroom
      • Bathroom
      • Property Type
        • Bungalow
        • Cottage
        • Terraced
        • End-of-terrace
        • Detached
        • Semi-detached
        • Apartment
        • Garage
        • Farm 
        • Land
  • Property Info (Buying)
    • Up to three properties can be added.
    • Fields:
      • Property Full Addr.
      • Property Street Address
      • Property Town/City
      • Property County
      • Property Postcode
      • Price
      • Bedroom
      • Bathroom
      • Property Type
        • Bungalow
        • Cottage
        • Terraced
        • End-of-terrace
        • Detached
        • Semi-detached
        • Apartment
        • Garage
        • Farm 
        • Land
  • Custom Fields. Reference Field Groups.

Click on the blue "+" to add additional slots for Property Info (Selling), and Property Info (Buying). Limits to how many of each can be added are noted above.

Once you have matched up all of the columns and have everything mapped to the desired location in LoftyWorks, click on the "Next" button in the bottom right.

You will be presented with the following options to choose from.

  • Add the imported contacts to a Segment. 
  • Assign unmatched contacts to a specific agent.
  • Choose to Merge or Skip duplicate contacts.
    • If merged, the incoming data will merge and be saved as a note on that contact profile. 
    • For the logic on merging, please reference Duplicate Contacts + Merging Duplicates.
    • If skipped, the duplicate contact data will not be imported.
  • Choose Yes/No on Permission to Contact 
    • By selecting Yes for Call and Text Opt-in, then it is permitted to contact these contacts via calls and texts. 
    • By selecting No, it is not possible to contact these contacts via calls or texts, manually or automatically.
    • You are responsible to ensure you have permission to contact this person via text, email, or phone.
  • Number Consent
    • User Recorded Consent
    • Business Relationship
    • Unknown Consent

  • Decide whether to send Welcome Emails to these imported contacts or not. (img)

When you are ready, you can select "Confirm". The file will then begin importing. If it is a large document, it might take some time to complete. You will receive a notification via email and a web push notification letting you know the file import has been completed. 

 

Import History

You can review all contacts that failed to import by navigating to Personal Settings > Contact Settings > Contact Import > Import History and then selecting the "Details" hyperlink. This is a great way to make sure that everything makes its way into LoftyWorks correctly. 

Reverse Option 

When importing contacts, there is often a need to reverse the import and remove the contacts that were created because the import was done incorrectly, etc. LoftyWorks allows users to reverse their import after one has already been processed as long as it is within 30 days of actually importing the contacts in import history.

This will work regardless of whether the contacts have been contacted, etc. The option will no longer be available after 24 hours of processing the import. The contacts will be deleted completely from the system with this option. 

*For merged contacts, they will stay in the system just as imported--the data imported/merged cannot be reversed if it was merged to an existing contact.

 

Email Verification

If the contact was imported in a CSV file, the LoftyWorks system will call a third-party API to determine the validity of the contact's email address. We will mark the contact's email status as "Bounced" if the results provided by the third party indicate that it is an "invalid email". The accuracy level of this third-party API is typically between 90% - 97%.

 

Opt-In Probationary Period

If, when importing contacts, you see an option to "Send opt-in emails to the contacts" under the Contact Import Settings options before finalising the import, this is due to a high email bounce rate and an opt-in probationary period being triggered. You can learn more about this process here.

opt in option.jpeg

 

Google Contacts Import

Please reference the following article: Contact Import (via Google Contacts).

 

Questions?

If you have any questions about this topic or anything else, please get in touch with our Support Team. You can email us at <Support@LoftyWorks.com> or call us on +44 330 321 3500.

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