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Importing contacts

Bring in past enquiries and customer lists from Excel; prepare the file, map fields and consent, and tag the import.

3 min read

Enquiry lists built up over the years are one of an agency's most valuable assets: owners who had a valuation and then held off selling, buyers waiting for the right budget, tenants whose lease is about to end. Import brings these lists in at once, with fields and consent mapped correctly so they're ready to use.

Our team usually runs the first import with you during setup. This article is for lists you import yourself later.

Before you start

  • Import permission is usually limited to Admin users.
  • The file must be CSV (in Excel: Save As → CSV UTF-8). One sheet, with headers in the first row.
  • Split very large lists; file size is limited.

1. Preparing the file

Squaremeters AI
past_enquiries_2025.csvCSV UTF-8
first_namelast_namephoneemailenquiry_typeareabudgetmarketing_consent
MertÖzkan+905•••770512mert@mail.comSellerAtaşehir—Yes
ZeynepArslan+905•••482013TenantBeylikdüzü35.000No
LukasBecker+49151•••6789lukas@mail.deBuyerAtaşehir220 m²Yes
Write phones with the country code: +90…Consent column: decides who may get promotional messages
Sample file: phones with country code, Property enquiry columns and a marketing consent column.
ColumnExampleTip
first_name, last_nameMert, ÖzkanKeep first and last names in separate columns.
phone+905•••770512Always with +90. A leading 0 causes problems.
emailmert@mail.comRemove invalid addresses.
enquiry_typeSellerBuyer / Seller / Tenant / Landlord; spell them consistently.
area, rooms, budgetAtaşehir, 3+1Mapped to Property enquiry fields.
marketing_consentYes / NoOnly documented consent counts as "Yes".

Tip

Save the file as UTF-8 so Turkish characters (ş, ğ, ı) don't break. Open it in a text editor to check before uploading.

2. Uploading the file

Squaremeters AI
Search⌘K
BA

Contacts

ImportAdd Contact
Smart ListsBulk ActionsTasks

Import Contacts

1Upload2Map fields3Details
ContactsContacts and Opportunities
1

past_enquiries_2025.csv

1,248 rows · 412 KB

2

Import type

Create and update contactsCreate new contacts onlyUpdate existing contacts only
3
CancelNext
Import Contacts window, step 1: object, file and import type.
  1. On Contacts, click Import and choose what you're importing: Contacts only, or Contacts and Opportunities (to place contacts straight into a pipeline stage; see Importing opportunities).
  2. Drag and drop your CSV file.
  3. Choose the import type: Create and update contacts (adds new ones, updates existing ones), new contacts only, or updates only. If unsure, choose Create and update.

3. Mapping fields

Squaremeters AI
Search⌘K
BA

Contacts

ImportAdd Contact
Smart ListsBulk ActionsTasks

Import Contacts

1Upload2Map fields3Details
Column in fileSampleContact field
first_nameMertFirst Name
phone+905•••770512Phone
enquiry_typeSellerEnquiry type2
areaAtaşehirArea
marketing_consentYesMarketing consent
internal_notecalled twiceDon't import
1Don't update empty values3

Highlighted rows map to custom fields (Property enquiry, Consent).

BackNext
Step 2: map each column in the file to a contact field.
  1. Check which field each column goes to. Headers are matched automatically where possible; fix wrong ones from the drop-down. Set columns you don't want, such as internal notes, to Don't import.
  2. Map the property columns to the fields in the Property enquiry group, and the consent column to Marketing consent in the Consent group.
  3. If you're updating existing contacts, tick Don't update empty values so blank cells don't wipe existing data.

4. Tags and final check

Squaremeters AI
Search⌘K
BA

Contacts

ImportAdd Contact
Smart ListsBulk ActionsTasks

Import Contacts

1Upload2Map fields3Details

Tags

import-2026-10past-enquiry
1
Create a Smart List for new contacts
Import – past enquiries – Oct 2026
2I confirm these contacts agreed to be contacted.3
BackImport4
Step 3: tag imported contacts and create a smart list.
  1. Add a shared import tag to everyone (e.g. import-2026-10). If something goes wrong you can find, fix or delete these contacts in one go.
  2. Optionally create a smart list for the new contacts.
  3. Confirm the contacts agreed to be contacted.
  4. Click Import.

The import runs in the background. Follow progress under Contacts → Bulk Actions; Show Stats shows successful and failed rows and lets you download the error log.

Important

Don't import bought lists or lists of unknown origin. Sending promotional messages or making campaign calls to people without consent breaches İYS and KVKK rules and lowers your WhatsApp number's quality rating. After importing past enquiries, only put contacts with Marketing consent = Yes into promotional lists. See İYS and KVKK.

Reviving past enquiries

Imported past enquiries can be revived with the assistant's outbound call campaigns or with long-term nurture messages: "Last year you were looking for a 3+1 in Ataşehir; are you still looking?" These campaigns only reach consenting contacts within set calling hours; ask your consultant to set one up. See Outbound campaigns and Nurture campaigns.

Duplicates

Existing contacts are matched on phone and email. With Create and update, a matching contact is updated instead of duplicated. See Duplicates and merging.

Common issues

Some rows weren't imported. Download the error log from Bulk Actions; usually it's an invalid phone or email.

Turkish characters are garbled. The file wasn't UTF-8. Re-save it and import again in update-only mode.

Phones are in the wrong format. Numbers were uploaded without +90. Fix the file and re-import with Update existing contacts.

Didn't solve your problem?

Ask the assistant or message our support team.