This article explains how to prepare and import data into Spotler CRM. It covers the recommended CSV file format, data cleanup, field matching, custom fields, duplicate handling, validation checks, and the steps needed to import account and contact records successfully.
In Spotler CRM, data import lets you add or update account and contact records from a prepared spreadsheet through the import tool in Settings. A clean CSV file with a header row gives Spotler CRM the best structure to match fields, check duplicates, validate data, and import records correctly.
What should I know before importing data?
A successful import starts with a clean source file. Most import issues are caused by inconsistent spreadsheet formatting, missing required values, incorrect field mapping, or duplicate handling that has not been checked before upload.
Import order can be important
The order in which you upload data can affect the import result. Contacts cannot exist in Spotler CRM without an account, so make sure the required accounts are available before importing contacts.
The example import files are available at the end of this page.
Recommended file format
Use a comma-separated CSV file with a header row. Excel files can also work, but CSV is usually the safest format for a clean import.
Use an import template as a starting point when preparing your file. The templates contain default Spotler CRM fields. Add any custom fields you want to import before uploading the file.
On this page, the following topics are covered:
- What should I know before importing data?
- How should I prepare my import file?
- Which field names can Spotler CRM match?
- What are the do's and don'ts for import files?
- How do I import data into Spotler CRM?
- What does Spotler CRM check during import?
- What is the result of a successful import?
- FAQ
How should I prepare my import file?
Prepare the import file by keeping one row per record, using one clear header row, and making sure every column contains one type of data only. The import file should contain only the data you want to store in Spotler CRM.
Use only the data you need
Remove unnecessary information before uploading the file. A smaller and cleaner file is easier to map, validate, and correct if an error occurs.
| Keep | Remove |
| Account names and contact names | Duplicate columns |
| Company details | Old notes that are no longer useful |
| Email addresses | Internal colour coding |
| Phone numbers | Formulas that should be converted to values |
| Addresses | Merged cells |
| Owner or source information | Blank rows |
| Custom fields that are needed in Spotler CRM | Presentation formatting |
Make the data consistent
Every column should contain one type of value only. Consistent columns help Spotler CRM validate the file and match each column to the correct CRM field.
| Good structure | Poor structure |
| One email address in each email cell | Phone numbers and email addresses in the same column |
| One phone number in each phone cell | Account names split across multiple rows |
| One postcode or ZIP code in each postcode or ZIP code cell | Addresses spread across different layouts in the same file |
| Dates written in one format throughout the file | Different date formats used in the same column |
Save the file in the right format
CSV is normally the safest format for importing data into Spotler CRM. When using CSV, save the file as comma-separated and check that special characters are displayed correctly before upload.
- Use a comma-separated CSV file by saving as file type CSV UTF-8 (Comma delimited).
- Do not use semicolons as separators.
- Check that special characters are saved correctly.
- Use a consistent date format throughout the file.
- Convert formulas to values before saving the file.
Check required data before upload
Required data depends on the type of records you import. Contacts should have account context, and custom field data should only be imported after the matching custom fields have been created in Spotler CRM.
Create custom fields before importing
If the file contains custom field data, create the custom fields in Spotler CRM before you import the file. Otherwise, the field may not map correctly.
Which field names can Spotler CRM match?
Spotler CRM can match standard fields automatically when the column headers in the file are clear. For custom fields, the column name should match the field's Short Description in Spotler CRM.
Account.NameAccount.AddressLineAccount.AddressCityAccount.AddressCounty/StateAccount.AddressPostcode/ZipAccount.AddressCountryAccount.PhoneAccount.WebsiteAccount.TypeAccount.SectorAccount.RevenueAccount.EmployeesAccount.SourceAccount.OwnerInitialsAccount.Notes
Contact.SalutationContact.FirstContact.MiddleContact.LastContact.EmailContact.JobTitleContact.DepartmentContact.PhoneContact.MobileContact.NotesContact.DecisionMakerContact.Hold
Custom fields can be imported when the column name in the file matches the field's Short Description in Spotler CRM.
Create the custom field before starting the import. This helps the import tool map the column to the correct field.
What are the do's and don'ts for import files?
The do's and don'ts help you prevent common import problems before you upload the file. Use them as a final checklist when the spreadsheet is ready.
| Do | Don't |
| Use a clean header row. | Upload files with merged cells. |
| Remove unnecessary columns. | Mix account and contact data across random columns. |
| Create custom fields before importing. | Leave invalid email addresses in the file. |
| Check duplicates before upload. | Assume automatic field matching is always correct. |
| Keep dates in one format only. | Use semicolon-separated CSV files. |
| Test with a small sample if the file is complex. | Import a large file first if the structure has not been tested. |
| Review every field mapping before continuing. | Include columns you do not need because they existed in the previous system. |
| Keep one row per record. | Forget that contacts need account context. |
How do I import data into Spotler CRM?
Import data through the import tool in Spotler CRM after the file has been cleaned and saved in the correct format. Review the settings, field mapping, duplicate handling, and validation results before starting the final import.
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Go to Settings.
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Go to Data Management and Import Data
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Click on CREATE IMPORT
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Select the file you want to upload
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Set the default values that should be used when the file does not provide a value. This can include a default owner or a default account for contact imports that are based on a marketing campaign list.
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Select the date format used in the file, select the time option if the file includes time values and select Next.
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Review the field matching. Accept the suggested match, change the match to another CRM field, or select Don't import for columns that are not needed.
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Select the duplicate handling fields. These fields tell Spotler CRM how existing records should be identified.
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Review the matched records and deduplication behaviour.
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Start the import when the validation passes and the matching looks correct.
Test complex imports first
If the file contains many columns, custom fields, or data from another CRM, test the structure with a small sample before importing the full file.
How should I handle duplicates?
Duplicate handling defines how Spotler CRM checks whether a row in the file already exists as a record in the CRM. The selected fields must match exactly for the system to treat a row as a duplicate.
| Record type | Recommended matching field |
| Accounts | Match on account name or a unique identifier, such as an internal ID, company number, or reference field. |
| Contacts | Match on email address. |
If no duplicate handling fields are selected, the rows are inserted as new records without duplicate checking.
When should I append values to multi-line records?
The option Append values to Multi-Line records adds new values to existing multi-line content instead of replacing it. Use this option only when you intentionally want to add the imported data to existing multi-line fields.
- When the option is enabled, new values are added to the existing content.
- When the option is disabled, existing values may be overwritten.
What does Spotler CRM check during import?
Spotler CRM validates the file before the final upload. The validation checks whether the file structure, field formats, limits, email addresses, and duplicate handling can be processed correctly.
Spotler CRM checks whether the headers are valid, each row has the expected number of fields, and the file structure can be used for import.
Spotler CRM checks record limits, field formats such as dates and numbers, true or false values, email validity, and whether records already exist.
If errors are found during this phase, the import stops so the file can be corrected.
Spotler CRM imports the data after the file passes validation. For new records, fields that are not included in the file are left blank unless a default value was set on the upload screen.
What is the result of a successful import?
After a successful import, Spotler CRM creates new records, updates matched records, or both, depending on the options selected during the import. Any default values selected during upload are applied when the file does not provide a value for those fields.
If the validation fails, the import stops before the final upload. Correct the reported issue in the source file, save the corrected file, and run the import again.
Final check
A clean file saves time after import. If the spreadsheet looks messy before upload, the imported data will usually need extra cleanup afterwards.
FAQ
Why can't I import my file?
A file usually cannot be imported when the structure is invalid, required data is missing, the CSV separator is incorrect, email addresses are invalid, or custom fields have not been created before upload.
Read the FAQ article Why can't I import my file? for common causes and fixes.
Why does my import fail when contacts are in the file?
A contact needs account context in Spotler CRM. Check that each contact can be linked to the correct account and that the account information is included or available during the import.
Can I import custom fields?
Yes. Custom fields can be imported when the custom field already exists in Spotler CRM and the column name in the file matches the field's Short Description.
What should I do if the import is complex?
Test the import with a small sample first. A sample import helps you check field mapping, duplicate handling, validation results, and default values before importing the full file.