If wrangling spreadsheets and contact data makes you want to flip your desk, you’re not alone. This guide is for folks who need to get contact lists into Aptiv, keep them tidy, and actually use them—without spending all day reading documentation or untangling CSV errors.
Maybe you’re moving from another CRM, or you’ve just inherited a mess of spreadsheets. Either way, you want practical steps, not wishful thinking. Let’s get your contact list into Aptiv in one piece, get rid of duplicates, and set things up so you don’t have to do this again anytime soon.
Step 1: Prep Your Contact List Before You Import
Before you even open Aptiv, stop and look at your contact data. A little cleanup here saves a ton of pain later.
What’s worth your time:
- Consolidate: Pull all your contacts into a single spreadsheet. If you’ve got multiple lists, merge them now.
- Standardize columns: Make sure you have clear headers like First Name, Last Name, Email, Phone, etc. Delete anything you don’t need.
- Check for garbage data: Look for weird formatting, missing emails, or clearly fake info. Delete obvious junk.
- Remove duplicates: Use your spreadsheet’s “Remove Duplicates” feature or sort by email to spot repeats.
Pro tip: Don’t get bogged down making it perfect. If it takes more than an hour to clean, just get the worst offenders and move on. Aptiv’s tools can help you clean up more later.
Step 2: Export to CSV (Don’t Use Excel Files)
Aptiv (like most CRMs) loves CSV files and tolerates everything else. Save your cleaned-up contacts as a .csv (comma-separated values) file—not .xlsx or .xls.
Why CSV? - Less likely to break during import - Strips out weird formatting and formulas - Just plain works
How to do it: - In Excel or Google Sheets, choose File > Download As > Comma-separated values (.csv). - Double-check your CSV in a plain text editor. Make sure the columns look right and you don’t see any strange symbols.
Step 3: Find the Import Tool in Aptiv
Now log into your Aptiv account. The import tool is usually found under the “Contacts” or “People” section.
Look for: - “Import Contacts” or “Add Contacts” - Sometimes under a gear/settings icon
If you can’t find it, search Aptiv’s menu for “Import” or check their help docs. (And yes, it’s frustrating when CRMs hide this stuff.)
Step 4: Upload Your CSV and Map the Fields
This is where things can get hairy if you’re not careful.
Here’s what happens:
1. Upload your CSV: Click to browse and select your file.
2. Field Mapping: Aptiv will ask you to match your CSV columns to its contact fields. For example, your Phone column should map to Aptiv’s “Phone Number” field.
Honest advice: - Don’t blindly accept defaults. Make sure every column goes to the right place. - If a column doesn’t fit (like “Favorite Color”), you can skip it or create a custom field, but don’t overcomplicate things. - If you see errors or Aptiv can’t read your file, check for things like extra header rows, weird characters, or missing required fields (usually “Name” or “Email”).
Pro tip: If you have a huge list, start by uploading just 10 contacts as a test. That way, if something goes wrong, you’re not stuck cleaning up 10,000 mistakes.
Step 5: Review, Clean Up, and De-duplicate in Aptiv
Once your contacts are imported, don’t assume everything is perfect. Most CRMs, including Aptiv, have tools for fixing mistakes after the fact.
What to do next: - Scan for obvious errors: Spot check a few records. Are names in the right fields? Did emails come through? - Look for duplicates: Aptiv may flag these for you, but it’s not always perfect. Run its “Merge Duplicates” tool if available. - Fix missing info: If you see contacts with blank emails or names, decide if you want to keep or delete them.
What’s not worth your time: Obsessively combing through every contact record. Focus on fixing patterns, not individual typos.
Step 6: Organize Your Contacts with Tags or Lists
Now that your contacts are in Aptiv, make them useful. Tags, lists, or groups can help you segment contacts for campaigns or outreach.
Simple ways to organize: - By source (e.g., “Imported Q2 2024”, “Newsletter”, “Event Leads”) - By status (“Customer”, “Prospect”, “Do Not Contact”) - By owner or team
How to do it: - Use Aptiv’s bulk-edit tools to add tags or move contacts into lists. - Keep it simple. You don’t need a dozen categories unless you’re running a huge operation.
What to ignore: Fancy automation rules or segmentation until you’ve actually used the basic tags and lists. Start simple, adjust as you learn what you need.
Step 7: Set Up Ongoing Maintenance (So Things Don’t Get Messy Again)
Contact lists go stale fast. A little maintenance keeps things from turning into a junk drawer.
What works: - Schedule a quick review every quarter. Merge duplicates, delete bounced emails, and spot check for junk. - Train your team (if you have one) to add new contacts the same way every time. - Avoid importing the same list twice—it’s the fastest way to create duplicates.
What doesn’t: Relying on automation to fix everything. Even the best CRMs still need a human check.
Troubleshooting Common Headaches
Import fails completely:
Check your CSV. Look for missing required fields, extra header rows, or weird characters (like emoji or accents that didn’t survive export).
Data is all in one column:
Your CSV might be using the wrong delimiter (semicolon instead of comma). Open it in a text editor to check.
Duplicates everywhere:
If Aptiv’s duplicate detection isn’t great, try cleaning duplicates in Excel first or export, deduplicate, and re-import.
Special characters look weird:
This usually means your CSV was saved in the wrong encoding. Save as UTF-8 if possible.
Pro Tips to Make Life Easier
- Always test with a small batch first. Saves a world of pain.
- Document your process. If you have to do this again (or hand it off), notes are invaluable.
- Don’t overthink custom fields. Stick to basics unless you really need more.
- Keep a backup. Save your original CSV somewhere safe, just in case.
Keep It Simple—And Iterate
Getting your contacts into Aptiv doesn’t have to be perfect the first time. Start with the basics, fix the worst problems, and organize just enough to make the list useful. You can always clean up more later. The key is to avoid analysis paralysis: import, check, tag, and move on. You’ve got better things to do.
If you ever get stuck, remember: almost everyone’s contact list is a mess at first. The difference is, you’re doing something about it.