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Client Records & Data Import

The customer record (client card) is the single source of truth for everything known about a buyer, prospect, or patient.

This guide explains the anatomy of the client card, how to maintain accurate interaction notes, and how to import your existing contact database from spreadsheets.

Anatomy of a Client Card​

When you open a contact in Contacts & Companies, the record is structured into three clear panels:

1. Left Panel: Identity & Contact Details​

  • Primary Contact Info: Full name, phone number, email address, physical location.
  • Organization: Company name, tax ID (VAT/NIP/USREOU), industry, job title.
  • Lifecycle Status: Lead, Qualified Prospect, Active Client, Inactive / Churned.
  • Tags & Segments: Color-coded labels (e.g., #VIP, #Wholesale, #MedicalClinic, #EnglishSpeaker).

2. Center Panel: Historical Interaction Timeline​

The timeline acts as an unalterable, chronological log of all interactions:

  • System records of initial website inquiries and submitted form messages.
  • Timestamped notes left by team members (e.g., “Discussed contract adjustments; requested delivery by Dec 1st”).
  • Historical status changes and appointment bookings.

3. Right Panel: Active Deals & Assigned Owner​

  • Assigned Manager: The team member accountable for this relationship.
  • Active Deals: Open pipeline opportunities, estimated values, and current stages.
  • Next Action Widget: The immediate next required step and its deadline.

Adding a Single Client Manually​

  1. Click the + New Contact button in the top right corner.
  2. Enter the minimum required fields: Name and at least one contact channel (Phone or Email).
  3. Assign the contact to yourself or a colleague.
  4. Set an immediate Next Action (e.g., “Initial introductory call”).
  5. Click Create Contact.

Bulk Importing Contacts from CSV / Excel​

If you are migrating from Google Sheets, Excel, or another CRM, you can bulk-import your contacts using our CSV importer:

[ Prepare CSV Spreadsheet ] ──> [ Upload File ] ──> [ Map Columns ] ──> [ Review & Import ]

1. Spreadsheet Preparation​

Ensure your spreadsheet is saved as a UTF-8 encoded .csv file. A standard layout includes:

Full NamePhoneEmailCompanyTags
John Smith+48 500 123 456[email protected]Smith LogisticsVIP, Warsaw
Elena Koval+380 67 000 1122[email protected]Koval DentalClinic, Kyiv

2. Column Mapping​

When you upload the CSV under Settings ──> Data Import:

  1. The importer automatically detects your column headers.
  2. Verify or map each column to its corresponding CRM field (e.g., map Phone to Primary Mobile).

3. Duplicate Detection & Prevention​

Choose how duplicate entries should be handled:

  • Skip Duplicates: Leaves existing contacts untouched if phone or email matches.
  • Update Existing: Appends new tags or notes to the existing client record without wiping historical timeline data.
Data Privacy Best Practice

Ensure all imported contacts were acquired with valid consent under applicable data protection regulations (GDPR). Do not import purchased cold email lists.