Import contacts and presenters

Arlo allows you to import contacts from a spreadsheet using the contact importer. This allows you to create new contacts and update existing records.

The following article outlines the functionality available within the contact importer. It can be used for a one-off import or as part of a routine process to keep contact records synchronized with another system, e.g. HR, CRM, or member database.

Read our tips and tricks for importing data and how to update existing contacts' and presenters' information using this tool. 

Access the importer

• From the main menu select Contacts.
• Press More and select Import Contacts.
  

Contents

• Key Points
• Required Columns
• Rules for Updating Contacts
• All Columns and Rules
• Importing Custom Contact Fields

Key Points

• The importer supports importing all fields/columns listed below.
• Requires only the FirstName, LastName, EmailAddress, and Status columns to be included in the import file. All other supported fields/columns can be added or omitted as required.
• Matches and updates existing contacts' details.
• The order of columns/fields within your spreadsheet (CSV file) does not matter.
• Column headings are not case sensitive.
• Supports linking contacts with existing organisations or creates new organisations if they do not already exist.
• Supports the ability to add a presenter role to a contact and set up/update presenters' information.
• The import file must be a CSV (Comma delimited) file type. Use the Save as. feature in Microsoft Excel to save the import file in the correct file type format.
• The default limit for a contact import is 1000. Contact Arlo Support to increase this limit.

Required Columns

The following columns must be included in your import file to create new contacts: FirstName, LastName, EmailAddress, and Status.

Rules for Updating Existing Contacts

The importer is designed to allow you to update the details of existing contacts. Arlo will attempt to match a contact being imported with an existing contact when;

• The IDKey is the same, or
• The FirstName, LastName, and EmailAddress are the same

The system will first attempt to match on IDKey, and then Firstname, Lastname, and EmailAddress.

If the system matches on IDKey first then all other information, including a contact's ContactCode, FirstName, LastName, and EmailAddress will be updated (if changes are made to those columns).

To retrieve contacts IDKey to use to update existing contacts name and email details:

• From the main menu, select Contacts.
• Select Export Contact Information with Date Offset.
• The IDKey can be found in the Contact_Key column of the export.
• Copy the Contact_Key column from the export, to a new column, labelled IDKey in the contact import file.

If the system matches IDKey with an existing contact, all information including names and email address can be changed. If you try to update a contact's name or email, without including the IDKey in the import file, a new contact will be created. Contact Arlo Support if you need assistance with this.

Note: A first name, last name and email address are still required when trying to update a contact matching on the 'IdKey'.

• When completing the import, tick Update existing contact's information to activate this option.
  

If you choose to update existing information where a match is found, the following rules apply;

• If the existing contact contains data in a field, and the same field being imported has no value (is blank), then the data in the existing field will be deleted. Hint: If you don't want the existing data to be deleted from these records, delete the columns from the sheet in Excel.
• If the existing contact contains data in a field, and the same field being imported also contains data, then the data in the existing field will be updated with the data being imported.
• If the existing contact contains data in a field, but the field is not included in the file being imported, then the existing data will remain unchanged. 

If you do not choose to update existing information, then where a match is found the details for the existing contact will not be updated.

Columns and Rules

The following table provides a list of columns that can be included in your import file. The table also includes any additional rules that must be followed for an import to be successful.

Each of the fields listed above must be activated on your platform before they are visible when editing a contact. Read more information about adding fields.

All fields have a maximum number of characters that they will accept. Typically this is either 63 or 127 characters. If an import fails with an 'Inner Exception' error, look for a field in your import file that exceeds this character limit then edit it down.

Importing Custom Contact Fields

Custom contact fields can be imported with your contacts if they have been created in Arlo. If your custom fields do not exist, read more information about adding fields.

The column name to use to import custom fields is the field's system name.

To find this:

• From the dashboard, select Settings.
• Select Fields.
• Select Contacts.
• Find the custom field you would like to import and press Edit.
• Copy and paste the System Name of the field onto your import template as a new column.
• Enter the data you would like to import in the new column.
• Repeat for other fields if needed.
• Save the import file to your computer, and complete the standard import process.

Hint: To easily see the custom fields set up on your platform:

• Open a Contact.
• Press Edit.
• Select the Personal tab from the vertical menu. All custom fields will be displayed on this list.