Contact & Data Flow
Contact Import & Export
Easily manage your contact lists by importing or exporting data in bulk using AVA and GoHighLevel (GHL) tools.
Details
Expedite your contact management through the use of mass import and export features on AVA and GHL.Managing Contacts
AVA
AVA
Follow these steps to import your contacts using an XLSX or CSV file.
1
Navigate to the Contacts Section
- Go to your dashboard.
-
Click on Contacts in the sidebar.
2
Start the Upload Process
- In the Contacts section, click Upload from file.
- Click Browse File.
- Select the XLSX or CSV file you want to upload (max size 5MB).
-
Accepted formats: .xlsx and .csv.
3
Preview Selected Files
- Once selected, your chosen files will appear below the upload box.
- Confirm the correct file(s) are selected.
-
Click Upload to start the import process.
4
Review the Imported Contacts
- After uploading, the contacts screen will refresh.
- Check the Import History to review the contacts you’ve just imported.
-
Any formatting issues will be flagged with an exclamation mark (!).
5
Check Import History for Details
- Navigate to the Import History tab.
- Here, you can view:
- The date of the upload.
- The file name.
- The number of records imported.
-
The current status of the import.
6
Fix Any Issues
- If any contacts show an Issues status, click on it to review and edit the problematic records.
- Common issues include:
- Missing required information (name, phone, timezone).
- Incorrect phone number formatting.
-
Duplicate records.
⚠️ Invalid records may be flagged for the following reasons:
- Duplicate contact
- Invalid email format (email is optional but if provided, must be valid)
- Invalid timezone
- Invalid phone number (only North American numbers are supported)
- Missing required fields (First Name, Last Name, Phone, and Timezone are required. Insight and Email are optional.)
📞 Phone Number Formatting Supported:
1-XXX-XXX-XXXX1 (XXX) XXX-XXXX
🚫 Important: Duplicate records currently appear under Invalid records, but there is no specific indicator showing they are duplicates.
7
Final Review of Your Contact List
- Return to your contact list to confirm the import.
-
The list will show:
- Valid records (successfully imported).
- Invalid records (issues found).
-
Make sure all desired contacts are properly uploaded and any issues have been resolved.
GHL
GHL
Follow these steps to import or export contacts using your GoHighLevel (GHL) dashboard.
Importing Contacts
1
Navigate to Contacts
- In your GHL dashboard, click Contacts.
-
At the top of the contacts page, you’ll see two icons:
- Import (arrow pointing inward).
- Export (arrow pointing outward).
-
Click on the Import icon.
2
Choose Contacts or Opportunities
- Select whether you are importing Contacts or Opportunities.
-
This choice determines the available actions and the required fields for mapping.
3
Upload Your CSV File
- Click **“Click to upload or drag and drop csv” **(max size 30MB).
-
Upload your CSV file through this prompt.
4
Map Your Fields
-
In the mapping section, you will see:
- The column header from your file.
- A preview of the data.
- The mapping status (whether each field is already mapped).
- The object type.
- The field selection.
- An option to skip updating empty fields.
- Review which fields are required and ensure they are properly mapped.
-
Choose whether or not to update fields if the incoming data is empty.
5
Verify and Review Import Settings
- In the Verify section, review the contacts being imported.
-
Configure your import preferences:
- Create a Smart List.
- Add contacts to an existing published workflow.
- Add tags to your imported contacts.
- Accept the Terms and Conditions at the bottom of the page.
-
Click Start Bulk Import to complete the process.
Exporting Contacts
1
Select Contacts to Export
- From the Contacts list, select the contacts you wish to export.
-
Use the checkbox next to each contact to make your selection.
2
Review and Export
- A summary of your selected contacts will appear.
- Review the selection to ensure accuracy.
-
Click Export Contacts once you’re satisfied with the selection.
FAQs & Troubleshooting
General Questions
Can I import both contacts and opportunities?
Can I import both contacts and opportunities?
Yes, in GHL you can choose between importing Contacts or Opportunities. Make sure to select the correct type at the start of the process, as this defines the available actions and required field mappings.
What file formats are supported for import?
What file formats are supported for import?
- AVA supports .xlsx and .csv file formats up to a maximum of 5MB.
- GHL supports only .csv files with a maximum file size of 30MB. Ensure your files are properly formatted before uploading to avoid issues during the import process.
How can I check if my import was successful?
How can I check if my import was successful?
Both AVA and GHL provide import summaries. You can review the Import History for details, including the date of the upload, the file name, the number of records processed, and any issues flagged during the process.
Configuration
What fields are required to import contacts?
What fields are required to import contacts?
Required fields may vary depending on your system setup but generally include:
- First Name (required)
- Last Name (required)
- Phone number (required)
- Timezone (required)
What causes a record to be marked as invalid?
What causes a record to be marked as invalid?
A contact will be marked as invalid for any of the following reasons:
- Duplicate record
- Invalid email format (if provided)
- Invalid timezone
- Invalid phone number (only North American numbers are supported)
- Missing required fields (Name, Phone, or Timezone)
📞 Phone numbers must be formatted as:1-XXX-XXX-XXXXor1 (XXX) XXX-XXXX.
❗ Duplicate records will show under Invalid records, but there is no indicator specifically flagging them as duplicates.
Can I update existing contacts without overwriting empty fields?
Can I update existing contacts without overwriting empty fields?
Yes. Both AVA and GHL provide options to prevent empty fields in your import file from overwriting existing data. When mapping fields, make sure to select the option to skip updating empty fields if this is your desired behavior.
Usage and Results
How do I fix errors found during import?
How do I fix errors found during import?
Both AVA and GHL will flag problematic records with an Issues status. Click on the issue indicator to review and manually correct the affected entries, such as filling in missing required data or fixing formatting problems like invalid phone numbers.
Can I add imported contacts directly into workflows or smart lists?
Can I add imported contacts directly into workflows or smart lists?
Yes, GHL allows you to:
- Add imported contacts to Smart Lists.
- Assign tags.
- Include them in existing published workflows during the import process.
Is it possible to export a filtered list of contacts?
Is it possible to export a filtered list of contacts?
Yes. In GHL, you can apply filters to your contact list before selecting the contacts for export. Use the checkboxes next to each contact to select the exact entries you want to export.
For additional questions or guidance, try using our Virtual Support Agent! Available 24/7 to help resolve most issues quickly at thinkrr.ai/support. If you still need assistance, visit our support site at help.thinkrr.ai and submit a Ticket or contact our team directly at hello@thinkrr.ai.