If you’re wrangling a list of contacts and need them not just in your CRM, but actually usable—this guide’s for you. Messy data wastes everyone’s time, and even solid tools like Vanillasoft won’t save you from bad habits. Here’s how to import and organize your contacts for clean, practical data management, minus the headaches.
Step 1: Get Your Data Ready—Don’t Skip This
Before you even open Vanillasoft, you need to prep your contact list. Most import headaches come from messy data, not the software. Take a few minutes to do this right:
- Start with one file. Use Excel or Google Sheets. If your data’s split across sources, combine it now.
- Columns matter. The basics: first name, last name, email, phone. Add extras only if you’ll actually use them.
- Ditch junk columns. If you don’t need “Assistant’s Assistant’s Fax,” delete it.
- Consistent formatting. Phone numbers should all look the same (e.g., (555) 123-4567 or 555-123-4567 — pick one). Same for dates.
- No blank rows or columns. They mess up imports.
- Unique records. If you have duplicates, clean them up now. Sorting by email and using Excel’s “Remove Duplicates” works well.
Pro tip: Don’t trust old lists. If you haven’t used a contact in two years, ask yourself if they should even be in your CRM.
Step 2: Export to CSV—the Only Format That Works
Vanillasoft will only reliably import CSV files. Here’s how to get one:
- In Excel or Google Sheets, go to
File > Download > Comma-separated values (.csv). - Double-check your file in Notepad or another text editor if you’re paranoid, but usually, the export works fine.
What doesn’t work: .xls, .xlsx, or anything with weird encoding. Stick to CSV. Don’t try to import PDFs or vCards—it won’t go well.
Step 3: Log Into Vanillasoft and Find the Import Tool
Now’s the time to actually touch Vanillasoft.
- Log in as an admin or someone with import permissions.
- Go to your project or campaign (Vanillasoft organizes things around “projects”—think of these as buckets for your leads or contacts).
- Look for “Import Contacts.” Usually, it’s under the Admin or Project menu.
Heads up: If you can’t find it, you probably don’t have permissions—ask your admin, or check your user role.
Step 4: Map Your Fields—This Is Where Mistakes Happen
Uploading a list is easy; matching your columns to Vanillasoft’s fields is where people screw up.
- Upload your CSV file.
- Vanillasoft will try to guess which column goes where. Don’t trust it blindly.
- Go through each field and make sure your columns match the right CRM fields (e.g., map “First Name” to “First Name,” not “Full Name”).
- If you have custom fields in your CSV (like “Lead Source” or “Region”), make sure they exist in Vanillasoft. Otherwise, you’ll lose that info.
What to ignore: Don’t bother mapping columns you won’t use—clutter just ruins reporting later.
Pro tip: If you’re importing a big list, do a small test batch first. Import 10 records, check that everything lines up, then do the full list. Saves a ton of grief.
Step 5: Set Up De-Duplication—Don’t Just Trust the Defaults
Vanillasoft has de-duplication tools, but the defaults might not be strict enough for you.
- Choose what counts as a duplicate: usually, email is safest, but you can also match on phone or a combination.
- Decide what should happen with duplicates: skip, update, or merge. I recommend skipping or updating for most users—merging can get messy unless you’re careful.
Got existing contacts? If you’re adding to an existing list, pay extra attention to deduplication. Otherwise, you’ll end up calling the same person twice.
Step 6: Import and Review—Don’t Assume It Worked
Hit that import button and let Vanillasoft do its thing. But don’t assume it was perfect.
- Check the import summary. Vanillasoft will usually tell you if some records failed or were skipped.
- Go to your contact list and spot-check a few records. Are names, emails, and phone numbers in the right place? Any weird formatting?
- If you see a problem, don’t try to fix it record by record. Delete the batch (if needed), fix your CSV, and re-import.
What to skip: Don’t sweat over a single weird character—focus on patterns. If lots of records look off, you have a mapping issue.
Step 7: Organize Contacts with Folders, Tags, and Custom Fields
A clean import is only half the battle. If you want to make your list useful, set up basic organization.
- Folders (Projects): Use Vanillasoft’s projects to keep unrelated groups apart—separate lists for events, campaigns, or teams.
- Tags: Quick way to label contacts for easy filtering (think “Hot Lead,” “Customer,” “Do Not Call”). Keep the tag list short or it’ll get out of hand.
- Custom Fields: Use these if you regularly need info beyond the basics—like “Industry” or “Account Owner.” Don’t create fields just because you might need them later.
What’s overrated: Overly complex hierarchies. You don’t need a tag for every possible thing. Simple wins.
Step 8: Data Hygiene—Keep It Clean
CRMs don’t stay clean on their own. Build habits:
- Regularly export your contact list and clean out dead emails or bounced addresses.
- Schedule a quarterly review to de-duplicate and archive stale contacts.
- Don’t let everyone create new tags or fields—limit this to admins or power users.
Pro tip: Use Vanillasoft’s built-in reporting to spot incomplete profiles or missing data.
A Few Things That Don’t Work (and What to Do Instead)
- Don’t import everything “just in case.” Old, unqualified leads just clutter up the system.
- Don’t let every team member make their own process. Set a standard for imports and stick to it.
- Don’t expect imports to fix bad data. Garbage in, garbage out.
What does work: Regular, small imports and lots of spot-checking. It’s less glamorous than a “data migration project,” but it works.
Keep It Simple—And Don’t Stress
Don’t let perfect be the enemy of done. No CRM, not even Vanillasoft, will save you from messy processes. Import what you need, organize just enough to find what you need fast, and keep it up to date. If you mess up an import, you can always fix it—just don’t let it pile up.
The bottom line: Clean data means better calls, fewer headaches, and less time fighting your CRM. Iterate as you go, and remember—simple beats fancy every time.