CENTURY 21 Business Builder

Import Contacts

 

Importing your contacts into your CENTURY 21 Business Builder® system allows you to easily and efficiently communicate with your entire database from one program. By using our library of marketing materials and drip campaigns you’ll be able to stay in-touch and top of mind, giving you more opportunities to build relationships and win more business.

To import your contacts or to view the status of a pending import:

  1. Hover over the Contacts tab.
  2. Select Import/Export from the drop down menu.

Supported Import File Types

There are four file types that you can import:

  1. Basic Contact List
  2. Outlook 2007
  3. Top Producer 8i
  4. MyRealEstateTools/MyRedTools

Importing using the Basic Contact List File Type

The Basic Contact List file type is used when you are:

  • Creating your own import file from a database that cannot be exported to Excel.
  • Importing contacts that were exported from any program other than Outlook 2007, Top Producer 8i, and MyRealEstate Tools.

From the Import page, in column 1, select Basic Contact List from the Type of File drop down menu.

When you select Basic Contact List, you will then see a list of the Minimum Column Requirements, as well as a link to Download Basic Contact List Template.

If you are creating your own custom list you will first need to download the Basic Contact List Template. Click the link that says Download Basic Contact List Template.

If prompted, choose to open the file in Excel. You can then save this file to your computer.

(lightbulb) Note: If you do not have Microsoft Excel, please review the FAQ tab for this page on the steps you’ll need to take.

To create your own list, open the template you just saved. Enter the following required information:

  • First Name
  • Last Name
  • Email Address OR
  • Complete Physical Address (address, city, state, zip)

All other columns are optional.

If your contacts are stored in any program other than Outlook 2007, Top Producer 8i, and MyRealEstate Tools, you will need to export your contacts from that program first. Then, open the exported file in Excel.

You will need to make sure that the column headings in row 1 of the file you exported match the way the column headings in the Basic Contact List Template are spaced and capitalized.

(lightbulb) Note: The order of the columns will not affect the import. Only the column headings have to match in order to import your file. You do not need to re-order your columns.

For example, if you export your contacts from Gmail and open the exported file in Excel, the column headings will look like this:

Notice how the email address column is titled E-mail Address. The file will not import unless you change the column heading to Email Address 1.

For any column that has information you want imported, you will need to change the column heading to match the Basic Contact List template.

(lightbulb) Note: If there is not an exact corresponding column in the template, you will either have to select a similar column heading or manually enter that information after you have completed the import process.

Exporting Outlook 2007, Top Producer 8i, or MyRealEstateTools/MyRedTools File Types

If your contacts are stored in Outlook 2007, Top Producer 8i, or MyRealEstateTools, you will first need to export your contact database from one of those programs. You will keep the exported file exactly as it is when you exported it. Do not add, delete, or move any columns or rows.  Save your file to your computer.

Preparing Your File for Import

Now that you have created your import file, you will want to review your file and make sure it is ready to be imported:

  • Verify every row has the minimum required information: Regardless of if you exported your file from another program or created your own list, each row must have a First Name, Last Name, and either an Email Address OR Complete Physical Address. All other information is optional.
  • Verify the first 5 rows are complete: This will be rows 2 through 6. If there is any missing information in these rows the import process will not start. Note: There cannot be any AOL email addresses in the first 5 rows or the import file will not start.
  • Review your import file for accuracy: You’ll want to review the accuracy of each email address and/or physical address for each of your contacts. Each row must have the minimum required information and no duplicate contacts.
  • Verify there are no duplicate contacts: A contact can be added to the system only one time per email address. If you try to import a contact that shares an email address with an existing contact, then that contact will not import.
  • Review the number of contacts in your file: The maximum number of contacts per file is 5,000. Multiple files can be imported each day.
  • Verify the number of contacts in your database: Your maximum contact database limit is 15,000 contacts from all sources, including paid leads, leads from other real estate websites, or leads who registered on your website.

Organize Your Contacts

As a huge time saving step that will help you better organize your contacts, you will want to sort your contacts before saving your file. Doing this prior to importing saves you from having to apply each of these labels to each contact individually. It will also help you easily identify the contacts you import and provide you with additional options to sort and market to your entire database. Then during the import process you’ll be able to apply the correct labels.

All of the contacts in an import file will have the same labels applied to them. You will want to make sure that each import file contains contacts who share:

  • Contact Status: This will help you identify where your contacts are in their progress, from new lead to past client. When importing the default status type is Active, which is typically used for a contact who is currently in the process of buying or selling a home.
  • Contact Type: This let’s you know what type of contact they are, such as “Buyer” or “Seller”. The default setting is Buyer/Seller.
  • Contact Group: Here is where you can apply a group label, such as "first time home buyer" or "investor" to everyone in your import file. To apply a group label you will need to create a group with that same name in your account prior importing. When you import each file you'll be able to apply that group label to all of the contacts in your import file. Note: A contact can belong to more than one group. Additional group labels will have to be applied individually after importing.

After you have confirmed that all of the contacts in your import file share these labels, you will need to save a separate import file for each combination.

For example, if you have Active contacts who are all in the Investor group, but they are a mix of buyers and sellers, you will want to save two import files. One for “Investor – Buyer” and one for “Investor – Seller”. Then during the importing process you’ll be able to apply the appropriate labels to your file.

Saving Your File

After you have made any changes to your import file you will need to save the file. To save, click on the File menu and select Save As. Select the folder where you want to save your file and click Save.

A pop-up window will open asking you to confirm you would like to keep the file in the CSV file format. Click Yes.

(warning) If you are using a Mac, when saving your file you must select the Windows Comma Separated (CSV) from the Format drop down menu, otherwise your import will not start.

You can now close your file.To close your file, click on the File menu and click Exit. You will get a pop-up window that asks if you would like to save changes. You can safely select Don't Save, since you just saved the file.

Importing Your Saved File

Now that you have saved your file, you are ready to import. Select the appropriate Import File Type from the drop down in Column 1.  Review the information that populates for the file type you select.

You will now be able to set your import list options in column 2.

(info) Reminder: The selections you make here will be applied to all of the contacts in your import file.

First, Set Contact Status based upon how you sorted and saved your import file.

Next, you will set the contact type, such as “Buyer” or “Seller”. The default is Buyer/Seller.

Here is where you’ll be able to apply the group label you created to your import file.

(info) Reminder: Your groups must be created prior to beginning the import process.

Now that you have set your import file options you will upload your file. In column 3, click the Browse button, locate the file on your computer, and click Open.

After you have selected your file, the check box for the disclaimer will become available. Review the disclaimer and then click the check box. Once you’ve clicked the disclaimer check box, then you’ll be able to click Import to start the import process.

If your import file has been prepared correctly you will see this message at the top of the page:

(lightbulb) Note: If you see any error message, you will need to review your file to make sure that it has been prepared correctly. Please review the FAQ tab for this page on common reasons an import file will not start.

Import File Status

To check on the status of your import file, return to the Import/Export page and review the section titled Status of Imported Contact Lists.

Check the Status column to see where your file is at in the import process. You may need to refresh this page to see the status update.

  • Waiting to run: Your file is still processing
  • Complete: All rows were successfully imported
  • Deleted: An import was cancelled before the process was complete
  • Done with errors: There were some rows that failed to import.
    • Click on the red number in the Failed column to open the Import Error Report

Note: It may take up to an hour for the system to process the entire file before you see them added in your Contact Database.

  1. If you are exporting your contacts from any program, you can still export them into a CSV file type. You may then email your file(s) to our Customer Support team. Provide them with:
    • Your first and last name
    • Your email address
    • Your daytime phone number
    • The reason you are emailing the file to them
    • The contact status, contact type, and group (if applicable) to be applied to the import file
    • Confirmation that all of the contacts on the import file have opted-in to receive email from you and are not from harvested or purchased lists, and that you understand that a violation of this policy will result in a loss of email features and/or termination of your account.

2. If you were intending to create your own custom list, you will have to manually enter your contacts.

The most common reasons an import file will not start are:

  • There is missing required information in the first 5 rows.
  • The column headings are not formatted correctly (this affects only the Basic Contact List file type).
  • There is an AOL email address in the first 5 rows.
  • There are duplicate contacts in the first 5 rows.

Yes, but you’ll have to change them one at a time in each contact page, so it is usually worth the time spent up front to pre-categorize your contacts by status, contact type, and group so you can assign their respective labels all at once at the time of import.

If you are using Microsoft Excel on a Mac you can still create, edit, and save a CSV file for importing. When saving you will want to make sure you are saving the file in the Windows Comma Separated (CSV) file format. Your file should then import correctly.

If you still have trouble importing, you may email your file(s) to our Customer Support team. Provide them with:

    • Your first and last name
    • Your email address
    • Your daytime phone number
    • The reason you are emailing the file to them
    • The contact status, contact type, and group (if applicable) to be applied to the import file
    • Confirmation that all of the contacts on the import file have opted-in to receive email from you and are not from harvested or purchased lists, and that you understand that a violation of this policy will result in a loss of email features and/or termination of your account.

 

 

 

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