How to Import Customer Contacts

Overview

You can monitor and create customer contacts in Simpro Premium to record individuals associated with the customer who may need to be contacted.

To do this, you can manually create contacts in the Contacts tab in a customer card file, or save time and reduce data entry error by importing a customer contacts list. Learn more in Add contacts.

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Import Customers

To prepare to import customer contacts into Simpro Premium:

  1. Download and add data to Simpro Premium's Customer Contact Import Template.
  2. Ensure the corresponding customers exist in Simpro Premium. You can manually create or import customers.
  3. Save your file in your system as a compatible file type: CSV, TXT, or ZIP. Consult your spreadsheet software for file saving instructions if required.
  4. Separate your data using clear headings.
    • To import successfully, specify the headings for Simpro Premium Customer ID, Company Name, Simpro Premium Contact ID, Contact First Name.
      • To import a file successfully your import file must contain the card name files. This includes Company Name, Customer First and Last Name, Site Names, Supplier Names, Employee Name, Contractor Name and Contact First and Last Name. When Mandatory Fields are On, additional fields are made mandatory.
      • If Mandatory Fields are toggled on under System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Defaults and your import file does not contain the relevant fields, your import will be successful. When a card file that lacks the relevant mandatory fields is accessed it cannot be saved without completing these fields. For a complete list, see Mandatory fields.
  5. Ensure information is accurate, up-to-date and spelled correctly.
  6. Remove any special characters (such as ? # $ % @ !) as these may not import correctly.
  7. Save your file again.

Customers for whom you wish to import contacts for must exist in Simpro Premium before importing.

A screenshot of the Customer Contact Import Settings page.

To import a customer contacts list:

  1. Go to Utilities A screenshot of a schedule icon with a grey calendar icon and an arrow. > Import > Customers > Customer Contacts.
  2. Under Import Options - First Record is, select:
    • Header Record if the first row of your customer notes list contains column titles.
    • Data Record if the first row contains specific data.
  3. Click Choose File / Browse to locate and open your customer contacts import file.
  4. When the name of the file displays, click Next.
  5. Match customer contacts import columns as applicable using the drop-down lists.
  6. If you do not want to include a column in the import, select Ignore.
  7. Click Import Customers Contacts.

You may wish to test the import process with one or two customer contact items before importing an entire list.

After uploading an import file, the Import Customer Contacts Complete page displays a breakdown of your import, including Contacts Added.

Click Customers Contacts imported successfully to download a CSV file of imported customer notes for your records.

After a successful import, it is recommended you manually check customer card files to ensure customer contact data has imported correctly. To do this, go to People A screenshot of a schedule icon with a grey calendar icon and an arrow. > Customers, click an imported customer, then check the Contacts tab. Click a contact to manually amend if required.

If your customer contacts import file does not contain columns for Simpro Premium Customer ID, Company Name, Simpro Premium Contact ID, Contact First Name, the import fails and you receive an error message.

To amend the error, click OK, then enter details in the required fields in your import list and restart the import process.

If your file contains other errors, an error message displays on the Import Customer Contacts Summary page, and the table displays the number of errors found.

Click click here to download a CSV file of import errors. The Error Text column explains why entries failed. Amend your customer notes import list accordingly and restart the import process.