The contact import tool lets you bring an existing list of contacts into VipeCloud from a CSV file. You can import contacts directly into the CRM, or import them into a Contact List at the same time.
Best practice: import a small sample (a few rows) before running your full import. This lets you verify field mapping and formatting with low stakes - especially important for large files, new data structures, or imports that associate contacts with accounts.
Preparing Your File
Export your contacts from your previous system - a CRM, email platform, spreadsheet, or other source.
Save the file as a .CSV. In most spreadsheet tools, go to File > Save As and choose CSV (Comma Separated Values).
Review the file before uploading:
Split First Name and Last Name into separate columns. Do not use a combined full name field.
If importing address data, separate it into Street, Suite/Apt, City, State, and Zip.
Make sure all data is in a single clean block with no blank rows or orphaned cells.
Confirm every column has a header.
Column headers do not need to match system field names exactly. You will map them during the import process.
You don't necessarily need to delete columns you aren't importing - you can set them to Drop Column during mapping. However, if there are many unused columns, cleaning them out beforehand makes mapping faster.
Identifying When Custom Fields Are Needed
Imports rely on existing data structure. They don't create it.
Standard system fields cover common data like name, email, phone number, and company. A good rule of thumb: if the data would appear on a typical business card, there's probably a standard field for it already.
Any data specific to your business that isn't covered by a standard field requires a custom field. Custom fields must be created before you run the import.
For help setting up custom fields, refer to the Custom Fields help article.
Key Notes:
Tags do not need to be created in advance. Any tags included in your file will be created automatically during import.
For picklist fields that allow multiple values, separate values with a comma and a space in the CSV (example:
value 1, value 2).
How Duplicate Contacts Are Handled
VipeCloud uses unique identifiers to determine whether an incoming record should create a new contact or update an existing one.
Default unique identifiers:
Email address
Mobile phone number
What happens during import:
If no match is found, a new contact is created.
If a matching email or mobile phone already exists, the existing contact is updated with any new information.
A duplicate contact is not created.
In field settings you can also mark fields as unique, which makes them function as additional identifiers beyond email and mobile phone.
This behavior can be used intentionally to mass update existing contacts - import only the unique identifier and the fields you want to update.
Starting the Import
Navigate to Contacts in the left sidebar.
Scroll down and click Import.
Choose Contact Lists or Contacts.
Recommended: Contact Lists Importing as a Contact List imports your contacts into the CRM and places them into a list automatically. This makes it easier to verify the import, and gives you a clean way to identify or remove those contacts if something needs to be corrected. The standard Contacts import also works, but does not place contacts into a list.
Upload your CSV by clicking to browse or dragging and dropping the file.
If applicable, select the user the contacts should be assigned to.
File Validation and Required Fields
After uploading, the importer validates the file and checks for required fields.
Validations include:
File type check
Encoding check
System-required fields (such as first name or email)
Any custom fields you have marked as required in your account
Missing required fields are flagged immediately and must be resolved before you can continue.
If importing as a Contact List, you'll also be prompted to name the list at this step.
Mapping Fields
Each column in your CSV must be mapped to a field in VipeCloud.
Review the auto-mapping suggestions. The system makes an initial pass, but always verify before proceeding.
Use the search bar in the field dropdown to quickly find the right field instead of scrolling.
Set any column you don't want imported to Drop Column.
Key Note: Phone numbers must be mapped to Mobile Phone to be eligible for text messaging. Other phone number fields exist in the system - make sure you're selecting the correct one.
Handling Dropdown and Picklist Values
When a column maps to a dropdown or picklist custom field, you'll be asked how to handle values that don't already exist in that field.
Options:
Add new values - Unknown values are added to the custom field automatically, system-wide.
Skip unknown values - Unknown values are not imported; the field is left blank for those contacts.
When in doubt, adding new values is usually the right choice. If your data is large or inconsistent, review and clean the source file first. Clean data in, clean data out.
Previewing the Import
Before the import runs, you can preview how the first 25 rows will be handled.
The preview lets you:
Confirm field mappings look correct
Verify data formatting
See whether each contact will be created or updated based on unique identifiers
This is your last chance to catch issues before data is written. Take a few minutes to review it.
Processing the Import
Once the preview looks correct, click Process Import.
Wait for the confirmation message in the upper right corner indicating the list has been imported successfully.
Verifying Your Import
Verify your import before sending any mass email or SMS communications.
Navigate to Contact Lists.
Open the list created during the import.
Click Quick View to scroll through individual contacts quickly.
Spot-check multiple records against the original CSV.
Important: do not send any communications until you've confirmed the data looks correct.
If something doesn't look right:
Review the source CSV first.
If the issue is unclear, contact support and include:
The import file
Which fields did not import correctly
What you expected to see
Video Walkthrough
Use the timestamps below to jump to specific sections:
0:00 - Introduction
0:24 - How to prepare your CSV file
3:32 - When custom fields are needed
5:20 - How duplicate contacts are handled
7:17 - How to start the import
9:33 - File validation and required fields
11:06 - How to map fields
13:30 - Handling dropdown and picklist values
16:01 - Previewing the import
16:30 - Processing the import
17:16 - How to verify your import