Importing contact data to Profitroom CRM

Importing contact data to Profitroom CRM

04 January 2018Justyna Urbaniak

Profitroom CRM is a place to store the database of your customers who have visited your hotel and with whom you would like to establish relations. By entering them in the CRM system, in addition to collecting all information on the customer (such as telephone number, email and address), you can access their entire contact history.

You can add contacts to the systems in two ways, by adding individual people (using the add contact form) or by importing existing databases in the CSV format. In this article you will learn how to add and update contacts by importing CSV files.

What kind of data can be imported into Profitroom CRM?

You can import personal information, e.g. contact lists exported from the PMS or data from Social WiFi. The data which we can import include:

  • first name
  • last name
  • e-mail
  • marketing consent
  • telephone number
  • language
  • street address
  • postal code
  • city/town
  • voivodeship
  • country
  • additional information – here you can enter additional information about the contact

Note 1: In order to import a file with contact data, every record must include at least:

  • e-mail or telephone and
  • language
  • marketing consent (values TAK or YES or 1)

You can import contacts from a csv file into Profitroom CRM. You can import contacts from a csv file into Profitroom CRM. The file should be UTF-8 encoded and not larger than 10 MB. Files which do not meet those requirements will not be imported correctly.

Note 2: Contact information with no marketing consent will not be imported!

How to correctly prepare a csv file for import into the CRM system?

The brief guide below shows how to correctly prepare a csv file for data import into the CRM system.

  1. 1. Export contact data from the PMS and save them in a csv format. Remember to select UTF-8 encoding!
  2. 2. Check whether every saved record with data includes email or telephone and language which should be used in contacts with the guest. Remember that records without email or telephone and marketing consent will not be imported into the system!
  3. 3. Check whether the marketing consent was given for this email. The marketing consent column should show one of the following values:
    • TAK or tak
    • 1
    • TRUE or true
    • YES or yes
    • any other value or no value means that no marketing consent was given and that the contact will not be imported. 
  4. Check whether the file has the language column in accordance with standardu ISO 639-1. If the file lacks the language column or other column from which language can be assigned, the file will not be imported.
  5. Check how the data is entered, e.g. if the first name and last name are capitalised.
  6. Values in the “country” column must comply withISO 3166-1 alfa-2, e.g. for a Pole, the value in the “language” column should be PL and in the “country” column, it should state PL.

Importing files into the CRM system step by step.

In order to import a file, go to the “Contacts” tab and click “Import contacts”.

An import wizard will open, where you should select the Person* contact type and file separator, i.e. the column separation method in the csv file. This is usually a comma or a semicolon.

After selecting the correct separators, click Assign data and go the next step with separated columns from the file and their values. Here, you can easily assign values from the imported file to the boxes available in the system.

After assigning the appropriate boxes, the file is imported. Go to the summary stage, in which you can open the contact list or imports history.

The Imports history report will include information on import progress and, after its completion, a summary of the number of imported contacts and the number of errors. By clicking on an import row containing errors, you can view detailed information about it.

After a correct import, new and updated contacts should be displayed in the Contacts tab.

After entering details of the imported contacts, you can view the imported data, e.g. email, telephone and mailing address.

*Currently it is possible to import individual contacts. We are planning to add contacts for companies and organisations in the future.