How to Import/Export Contacts Using a Single CSV File

Overview

PXME makes it easy to manage contacts in bulk using CSV files. You can quickly upload new contacts, update existing records, or export lists for campaigns and reporting. The system automatically checks for duplicates, supports multiple emails and phone numbers, and provides error logs to simplify troubleshooting. This saves time, reduces manual data entry, and keeps your database accurate and organized.

Key Features and Benefits

• Bulk Import – Upload hundreds of contacts at once.

• Auto De-duplication – Prevent duplicate records automatically.

• Flexible Data Support – Import multiple emails and phone numbers per contact.

• Error Logs – Identify and fix issues quickly.

• Admin Only – Only account admins can perform imports.

Preparing Your CSV File

File Requirements

• Format: .csv only

• Size: under 30 MB

• Single sheet with a header row

• Custom fields must be created in PXME before importing

Mandatory Fields

• New Contacts: At least one of (Name, Phone, or Email).

• Updating Contacts: Contact ID, Name, Email, or Phone (based on your duplicate settings).

Field Formatting Rules

• Date: Acceptable formats: YYYY-MM-DD, MM/DD/YYYY, DD MMM YYYY.

• Phone: Use E.164 (+1 1234567890) or standard U.S. formats (123-456-7890).

• Tags: Separate with commas or semicolons (e.g., Workshop, New Patient).

• Multiple Values: Use commas or semicolons (e.g., Red, Blue, Green).

• Contact Owner/Followers: Format as FirstName LastName.

Importing Contacts

Step 1: Access Import

• Go to Contacts.

• Click Import.

• Choose Contacts and click Next.

Step 2: Upload File

• Upload your CSV file.

• Choose one of the following:

  • Create New

  • Update Existing

  • Create and Update

• Click Next.

Step 3: Map Fields

• Match CSV columns with PXME contact fields.

• Check Don’t update Empty Values to avoid overwriting existing data.

• Leave unused fields unmapped or select Don’t import data.

Step 4: Verify & Import

• Review your field mappings.

• (Optional) Add a tag, Smart List, or workflow assignment.

• Confirm and start the import.

Step 5: Monitor Status

• Track progress in Bulk Actions.

• Review error logs and fix issues under the Error tab.

Common Errors & Fixes

• Missing Required Fields → Add Name, Email, or Phone.

• Duplicate Phone/Email → Adjust duplicate settings or update values.

• Invalid Contact ID → Ensure IDs match existing records in the correct sub-account.

• Invalid Phone/Date/Email → Reformat to accepted standards.

Exporting Contacts

Step 1: Access Export

• Go to Contacts.

• Click Export.

Step 2: Apply Filters (Optional)

• Export all contacts or filter by tags, Smart Lists, or date ranges.

Step 3: Download CSV

• The system generates a CSV file with your selected contacts.

Pro Tips

• Clean Data First – Review and format CSVs before importing.

• Tag on Import – Add campaign-specific tags (e.g., BTS Campaign 2025) for easier segmentation later.

• Use Smart Lists – Segment imported contacts immediately for targeted follow-ups.

FAQs

Q: Can I import multiple contacts at once?
A: Yes. All contacts can be uploaded in a single CSV file.

Q: Can I undo an import?
A: Only new contact imports can be undone. Updates cannot be reversed.

Q: How do I update existing contacts?
A: Include Contact ID, Email, or Phone in your CSV, then select Update Contacts.

Q: What happens to duplicates?
A: The system applies your duplicate settings. You can allow duplicates or enforce unique fields.

Q: Can I filter exports?
A: Yes. Use tags, Smart Lists, or date filters to export only the contacts you need.