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Importing Contacts

Add contacts via manual entry, CSV import, or WhatsApp history. Build your CRM quickly with bulk import tools.

Importing Contacts

You can add contacts one at a time, import from a CSV file, or bring in existing WhatsApp conversations. Here's how each method works.

Adding Contacts Manually

  1. Go to CRM and click Add Contact
  2. Fill in the details:
    • Name (required)
    • Email or Phone (at least one required)
    • Company, title, location, notes (optional)
  3. Click Add Contact

The contact is created immediately and opens in the drawer so you can take action right away.

Phone Number Format

Include the country code:

  • US/Canada: +1 555 123 4567 or 15551234567
  • International: +44 7911 123456

The system formats it automatically.

CSV Import

For bulk imports, use a CSV file from a spreadsheet.

Preparing Your File

Create a CSV with these columns:

name,email,phone,company,title,location,notes
John Smith,john@example.com,+15551234567,Acme Corp,Manager,New York,Met at conference
Jane Doe,jane@example.com,+15559876543,Beta Inc,Director,Los Angeles,Referred by John

Required: name and either email or phone

Optional: company, title, location, notes, tags

Importing

  1. Click Import Contacts
  2. Select your CSV file
  3. Map columns to fields
  4. Review the preview
  5. Confirm the import

Duplicates

The system checks for existing contacts by email or phone. You can choose to:

  • Skip duplicates
  • Update existing contacts with new info
  • Import anyway (creates duplicates)

Tips for Clean Imports

  • Remove duplicates from your spreadsheet first
  • Make sure the first row contains column headers
  • Save as UTF-8 encoding to avoid character issues
  • Test with a small batch (5-10 contacts) before importing everything

WhatsApp Message Import

If you have existing WhatsApp conversations, import them so the AI understands your full history with each contact.

Why Import WhatsApp History?

The AI can only draft good messages if it knows what's already been said. Without importing, it's working blind.

How to Import

  1. Open a contact and go to the WhatsApp tab
  2. Click Import Messages
  3. Choose your method:
    • Text — Paste exported chat text
    • Screenshot — Upload conversation screenshots

Text Import (Easier)

Export from WhatsApp:

  1. Open the chat in WhatsApp
  2. Tap the menu (⋮)
  3. Select Export chat > Without media
  4. Copy the text

In the platform:

  1. Select Text mode
  2. Paste the exported text
  3. Set the reference date/time
  4. Click Continue

Screenshot Import (More Accurate)

Take screenshots:

  1. Scroll through the conversation
  2. Capture screenshots in order (oldest to newest)
  3. Make sure text isn't cut off
  4. Include visible timestamps

In the platform:

  1. Select Screenshot mode
  2. Upload or drag-and-drop images
  3. Reorder if needed
  4. Set reference date/time
  5. Click Continue

Reviewing Before Import

After processing, you'll see a list of detected messages. Check:

  • Speaker assignment — Is "You" correct? If not, click to swap.
  • Timestamps — Look reasonable? Adjust if needed.
  • Duplicates — Yellow badges show messages already in the system (they won't be imported again).

Use Swap All Speakers if everything is flipped. Use Adjust All Dates to shift all timestamps by a fixed amount.

Delete any messages you don't want to import.

Finishing Up

Click Import X messages when everything looks right. The messages are added to the conversation and the AI can now reference them.

After Importing

  1. Review your new contacts in the CRM
  2. Add any missing information
  3. Set appropriate stages and types
  4. Action items are created automatically for follow-up

Common Questions

"It says the contact already exists."

Search your existing contacts by email or phone. You may need to update the existing record instead of creating a new one.

"My CSV import failed."

Check that your file has the required columns (name, and email or phone). Make sure the first row is headers. Try saving with UTF-8 encoding.

"No messages were detected from my WhatsApp screenshots."

The image quality might be too low. Try text export instead, or make sure messages are clearly visible in the screenshots.

"The wrong speaker was assigned in WhatsApp."

Use "Swap Speaker" on individual messages, or "Swap All Speakers" if everything is flipped. The AI sometimes gets confused about who said what.

"The timestamps look wrong."

Set the correct reference time before processing. After processing, use "Adjust All Dates" to shift everything, or edit individual timestamps.

Next steps: Now that you have contacts, learn about Advanced Analytics to track your performance, or go back to Managing Contacts for the basics.