Import contacts

Import your contacts into the Mapaprop CRM from an Excel (.xls / .xlsx) or CSV file. It's the fastest way to migrate your portfolio from another platform, for example from a Tokko export.

Overview

The import is a 5-step wizard: you upload the file, map its columns to the contact fields, review a preview, and confirm. The file is processed in your browser — it isn't uploaded anywhere until you confirm the import.

If you exported your contacts from Tokko or from a Google Contacts-type format, Mapaprop recognizes the format automatically and pre-builds the import. You just need to review it.

How to import

In Contacts, open Import.
File: drag or select your .xls, .xlsx, or .csv file (up to 25 MB).
Column mapping: choose the branch and confirm which field each column in the file corresponds to.
Preview: review the summary (how many contacts will be imported, how many are left without a name or contact information).
Import: confirm. When it finishes, you'll see the results report.

Column mapping

In this step you indicate which column of your file corresponds to each contact field:

Field	Detail
Name	Required. Rows without a name are not imported.
Email	Contact's email address.
Mobile / Phone / Phone (work)	Saved as phone numbers, each with its type.
Address	Contact's address.
Company	Company or organization.
Tags	Existing tags are linked (see below).

Columns that don't fit into a specific field — for example a source ID or the reason for contact — can be added as Notes: each one is added as a note in the contact's history.

Importing from Google Contacts (or compatible formats)

If your file comes from a Google Contacts export — or from another system that uses the same column format — Mapaprop recognizes it automatically and builds the import for you, without you having to map field by field. This format has a particularity: the name comes split (First name / Middle name / Last name) and there are usually several emails and phone numbers per contact in numbered columns.

When this format is detected, the mapping is mixed:

Name, emails, and phone numbers are combined automatically (you don't map them by hand). The name is built from first name + last name (or the company, if the contact isn't a person), and all of the contact's emails and phone numbers are merged into their record. In the mapping step you'll see a summary of what's being combined.
Company and Address remain editable fields: you confirm or change which column to use.
Notes: you choose the rest of the file's columns (for example birthday, position, websites, custom fields) from a selection list to save them as notes on the contact, so you don't lose any information.

The rest of the process (branch, preview, duplicate check) is the same as with any other file.

Export your contacts from Google in Google CSV format and upload that file directly — you don't need to modify it or reorder columns.

Branch

Branch is a required field in the mapping:

If you're an administrator of the real estate agency, you choose which branch to assign the imported contacts to. You can also choose "No branch," in which case all users of the account will see them.
If you're a salesperson, the contacts are automatically assigned to your branch.

The import is recorded under your name: the imported contacts are associated with the user who performs the import.

Tags: only existing ones are linked

The import does not create new tags. It only links tags that already exist in your CRM, searching for them by name. Tags from the file that don't match any existing one are not created, and they're listed at the end of the process.

If you want certain tags from the file to be applied, create them first in your CRM and import again.

Duplicate contacts

The import does not create duplicates. If a contact from the file already exists (same email or phone number):

It's not created again.
New notes and tags from the file are added to it, without repeating the ones it already had.

Those contacts appear in the report as Updated.

Result

When it finishes, the report shows:

Imported: new contacts created.
Updated: contacts that already existed and received new notes or tags.
Duplicates with no changes: already existed and there was nothing new to add.
Invalid: rows with no name or no contact information at all; they're skipped.
If there were tags from the file that didn't exist, they're listed (not created).

You can import the same file again as many times as you want: contacts, notes, and tags won't be duplicated.

Additional information

Need to export instead of import? From the contacts list you can download your entire portfolio in CSV format.

Found a problem? Report it in Technical Support.