Importing contacts from Excel into WorkZeal CRM in 3 minutes
Importing contacts from Excel into WorkZeal CRM in 3 minutes. You upload a file, map the columns, the system finds duplicates on its own, and your entire client database is ready to work with without a single card entered by hand.
Timeline
- 0:00: WorkZeal start screen
- 0:15: Source Excel file with the client database
- 0:45: Going to Settings / Import / Clients
- 1:00: Mapping columns: name, status, category, responsible
- 1:45: Setting up contact persons, phones, and email
- 2:15: Handling duplicates: skip or update
- 2:30: Starting the import, queued status
- 2:45: Result: all contacts in the CRM list
- 3:15: Client card: the data was filled in automatically
Step 1. Prepare the file
Start with the spreadsheet. The header row of the file contains the column names: Company name, Contact person, Phones, email, Tax ID, Address, Notes.
Note
Try to keep one parameter per cell, for example, one phone number. If there are several values, the system will still load the data: you can correct them manually later when you open the card to work with it.
Step 2. Upload the file to the system
Go to Settings → Import, select Clients, click Add, and choose your file.
Step 3. Map the fields
The most important part is distributing the data. There are three tabs here: Client, Contact persons, and Additional fields. Step by step, specify which column of the file corresponds to which field of the CRM card.
Pay attention to the "information" icon next to a field:
| What you need | What to do |
|---|---|
| Transfer the data exactly as it is written in the file | Turn off the toggle and select the column name |
| Assign the data a value from the system directory | Select it in the drop-down list |
If your custom fields have not been created yet, create them first. How to do this is described on the Custom data fields page.
Step 4. Contact persons and additional fields
If the file contains several employees of the same company, go to the Contact persons tab and use the Add another contact button to link the second and subsequent columns of the spreadsheet.
On the Additional fields tab, assign the needed columns of the file to your custom fields.
Step 5. Duplicates and launch
Click Continue and set up the duplicate search: select the criterion (Name, Phone, or email) and the action.
| Action | What will happen |
|---|---|
| Skip | Only new cards will be created; the system will not touch the matches |
| Update | The system will find the existing card and add the new data to it |
Click Import. The result will appear in a couple of minutes. If an error occurs, download the report, fix the inaccuracies in Excel, and repeat the upload.
Check the result
Go to the CRM section: try the filters, open any card, and check that it is filled in. The pink eye icon on the right configures the column visibility. Keep only the most important things on the screen.
Useful tips
Split your files. If your managers have different lists and sets of fields, upload them separately. This way there will be less unnecessary "noise" in the data.
Warning
To start the import over, first delete the uploaded list in the CRM and be sure to empty the trash. Only after that should you run the upload again.