Quick Start Guide

    Import Existing Contacts

    Bring your existing contacts into the system easily.

    Moving your existing database into Scotify Solutions is one of the most exciting moments of your onboarding! Whether you are migrating from an old CRM, an Excel spreadsheet, or a stack of export files, getting your contacts into the system unlocks your ability to send blast campaigns, trigger automated nurturing, and organize your pipelines.

    Download Sample File

    Follow this step-by-step guide to format, upload, and clean your contact list during the import process.

    1
    Prep Your CSV File (Data Hygiene)

    Before uploading anything, you need to ensure your spreadsheet is clean. The system reads data using a CSV (Comma Separated Values) format. If your list is currently an Excel (.xlsx) or Google Sheets file, simply go to File > Download > CSV.

    Separate First and Last Names

    The platform works best when First Name and Last Name are in two distinct columns instead of one combined "Full Name" column.

    Format Phone Numbers

    For optimal delivery of text messages, ensure phone numbers include country codes if possible (e.g., adding +1 for USA/Canada digits). Clean out random characters like dashes or parentheses.

    Check Your Headers

    Make sure the top row of your spreadsheet clearly labels what is in each column (e.g., Email, Phone, Street Address, Company Name).

    2
    Upload Your File

    Once your CSV is prepped and saved, head into your platform dashboard.

    • 1.Navigate to the Contacts tab on your left-hand menu.
    • 2.Click on the Smart Lists or Contacts sub-menu at the top.
    • 3.Look for the upper toolbar and click the Import Contacts icon (typically an arrow pointing into a bracket or a button labeled "Import").
    • 4.Drag and drop your clean CSV file into the upload box, or click to browse your computer files, then hit Next.

    3
    Map Your Fields

    The system will now show you a preview of your spreadsheet columns alongside a dropdown menu for the CRM's internal fields. This is called Mapping, you are telling the system exactly where to store each piece of data.

    Automatic Matching

    The system will automatically match obvious columns (e.g., your column labeled Email will map to the system's Email field).

    Manual Mapping

    For columns that don't match automatically, click the dropdown and select the correct field.

    Custom Fields

    Create a custom field directly from this screen or choose to "Don't Import" if you want to skip that column entirely.

    Pro-Tip

    Always double-check that your phone column is mapped to Phone and your email column is mapped to Email. Accidentally swapping these will cause delivery errors across your system.

    4
    Configure Advanced Import Options

    Once your fields are mapped, click Next to access the final settings configuration screen. This is where you instruct the platform on how to handle the data it's about to process.

    Import Name

    Give your import a clear, recognizable name (e.g., HubSpot Export - June 2026). This makes it easy to track the origin of these contacts later.

    Update Existing Contacts (Deduplication)

    What should the system do if a contact in your CSV already exists in the CRM?

    • Update: (Recommended) Overwrites or fills in missing gaps on the existing contact record using the new CSV data.
    • Ignore: Leaves the existing profile completely untouched and skips importing that row.

    Add Tags

    Do not skip this step! Type in a universal tag to apply to every single contact in this specific upload (e.g., past-client, list-import-2026). Tags allow you to easily filter, sort, or isolate this exact group of people for future email blasts or cleanups.

    Add to Workflow/Campaign

    If you want these contacts to immediately drop into an active automated nurturing sequence or a welcome workflow the second they land in the system, toggle this on and select the workflow name. (Leave this off if you just want to park the data quietly in the CRM for now).

    5
    Submit & Monitor

    Click the Submit or Done button.

    For small lists (a few hundred contacts), the import will finish almost instantly. For massive lists (tens of thousands of records), the system will process the data in the background.

    You can monitor the real-time progress by clicking the Bulk Actions tab inside your Contacts screen to see when the upload successfully hits 100%. Once complete, your contacts will be fully searchable, tagged, and ready for action!

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