Import Contacts

Arlo allows you to import contacts from a spreadsheet using the contact importer tool. The tool allows you to create new contacts and updates existing records. 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.  

The following information describes the functionality available within the contact importer tool.

To access the importer;

• From the main menu select Contacts.
• Click Tools (next to the New Presenter button).
• Select Import contacts
  

Hint 1: Read our Tips and tricks for importing data.
Hint 2: Update existing contacts' and presenters' information using this tool.

Key Points

The importer;

• Supports importing all fields/columns listed below.
• Requires only the FirstName, LastName, EmailAddress columns to be included in the import file. All other supported fields/columns can be added or omitted as required. Note: If the Status Column is included on the import file it must have a value.
• 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

At a minimum, the following columns must be included within your import file to add contacts: FirstName, LastName, EmailAddress.

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.

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

• From the main menu, select Contacts.
• Select Export all 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 in the contact import file as needed.

If the system matches on Firstname, LastName, and EmailAddress, then all other information (including the ContactCode) will be updated. The IDkey will never be updated as this is a system generated value. If you try to change 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'.

• 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 within your import file.  The table also includes any additional rules that must be followed for an import to be successful.

Note: If you are using the IdKey to match contacts you will need to add an additional column on the import template labelled 'IdKey'.

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.

Custom Fields

Each of the fields listed above must be activated on your platform before they are visible when editing a contact. Contact Arlo Support to activate the fields. Read more information about custom fields. 

For custom fields we have specifically set up on your platform (e.g. to add to your registration forms), these can be imported using this spreadsheet, but you will need to contact Arlo support to ask them to allow this on your platform and give you the column labels to use for this information in your import.  

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 to view custom fields against your contacts 

Other articles that may be helpful:

• Manage contacts
• Tips and tricks for importing data
• Import registrations
• Import organisations
• Import events
• Import event templates
• Import certifications