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  This page will explain imports, club responsibilities of an import, data requirements and how data should be formatted.

 

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About

When starting with InTouch FollowUp, clubs often have existing leads or members in a separate database. One of the additional options in your agreement is for InTouch FollowUp to import a file of these records into your site(s). 

Benefits

The benefit of a lead import is easy - less data entry for you! An import also allows for lead creation dates to be backdated so that the lead falls into the appropriate followup schedule. For example, a 2-week old lead will show as a 2-week old lead instead of a 1 day old lead if you were to enter it manually. The benefit of a member import is having the ability to assign Member Retention followup, to send an email to all members, and for our referral feature of linking an existing member to a new lead.

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Club Responsibilities

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titleIMPORTS CANNOT BE UNDONE!

It is the responsibility of the club to make Make sure your files meet the guidelines below. Imported records from CSV files that do not adhere to the criteria outlined in this document cannot be reversed once imported. Please triple check your CSV files comply with these criteria BEFORE you submit them to InTouch FollowUphave imported. 

  1. Check your files.
    • InTouch FollowUp does not scrub data, check for duplicate records in a file, or compare lead records to member records. It is the club's responsibility to send Send your data as they you want it to be imported.
    Make sure your data meets all requirements. 
    • A record with neither a phone number or email address cannot be imported. It is the club's responsibility to sort the file and add any "filler data" desired to ensure those records are imported.A record missing a Lead Created Date (for Leads) or Join Date (for Members) cannot be imported
    • Check your date formats and submit in YYYY-MM-DD format. 3/1/2014 can mean March 1st for some countries and January 3rd for others - don't leave it to chance (or Excel) to decide which to use!
  2. Make sure you include a Lead Owner or Member Owner
    • If this column is blank, records will be imported as Unassigned
    • Unassigned Leads and Unassigned Members are not sent emails nor scheduled on anyone's Agenda or ToDo list for calls
    • Unassigned Leads can be transferred in bulk under Admin>Transfer
    • Member Records CANNOT be transferred in bulk
    Keep a copy of your file
    • If requested, InTouch can provide a summary of imported records to include the number of leads or members imported. You can use this number to compare to your actual file numbers to the number imported.

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Data File Requirements

Lead Import

Requirements & Format for importing Contacts

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titleRequired Data Fields

For ALL Contacts, include:

  1. First Name
  2. Last NameA Phone Number OR an Email Address
  3. Lead Created DateLead Visited Date (if applicable. No date will put lead into No Club Visit group)Date^
  4. Lead Owner (you can enter Unassigned if desired)
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titleOptional Data Fields
  • Date of Birth (DOB)
  • Gender
  • Mobile Phone
  • Home Phone
  • Work Phone
  • Email Address
  • Street
  • City
  • State
  • Zip Code
  • Lead Visited Date (to put lead into Visited Club group)
  • Contact Method (data must only be one of the following: Text Message, Leadbox, Outreach, Telephone Inquiry, Email, Unknown, Walk-In, Web Lead, Member Referral, Import)
  • Lead Source

Click here to download a Lead Import Template*

*
  1. must be an active Sales Rep or can be left as Unassigned)
  2. If your is integrated with your CMS, and this lead is already in your CMS, you will need an additional column for the CMS User ID. Our Support Services team
will
  1. can get you the name of this ID field as it is specific to each CMS.

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Member Import Requirements & Format

The following are rare issues for clubs, but it is still important to know as it could effect yours. InTouch FollowUp has a concept of Sales and Members, which you see in Sales Referral FollowUp vs Member Retention FollowUp. Members can be imported, Sales cannot. This means:

  • You can assign Member Retention FollowUp for an imported member, but you cannot assign Sales Referral FollowUp.
  • Members will not show up in export reports. InTouch Follow-Up (designed to track and drive sales) does not have reports or exports of members
  • Members will not show up in sales numbers
    • Member Owners cannot be transferred in bulk
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    titleRequired Data Fields
    1. First Name
    2. Last Name
    3. A Phone Number OR an Email Address
    4. Join Date
    5. Member Retention Owner (you can enter Unassigned if desired)

    If Contact is a Member, add to the above:

    1. Sold Date^
    2. Member Retention Owner (must be an active staff or can be left Unassigned)

    If Contact is a Former Member, add to all of the above:

    1. Cancellation Date^

    ^ Please format all dates as YYYY-MM-DD to make sure the month and day are imported correctly.


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    titleOptional Data Fields
    • Date of Birth (DOB)^
    • Gender
    • Mobile Phone
    • Home Phone
    • Work Phone
    • Email Address
    • Street
    • City
    • State
    • Zip Code

    Click here to download a Member Import Template*

    *If your is integrated with your CMS, you will need an additional column for the CMS ID. Our Support Services team will get you the name of this ID field as it is specific to each CMS
    • Country
    • Company
    • Custom (a field of your choosing)
    • License/ID
    • Lead Visited Date^
    • Trial Start Date^
    • Trial End Date^
    • Contact Method (A Contact Method can be one of the following: Text Message, Leadbox, Outreach, Telephone Inquiry, Email, Unknown, Walk-In, Web Lead, Member Referral, Import)
    • Lead Source
    • Lead Source Details
    • Notes (up to 512 characters)
    • Product Details
    • Cancellation Reason (for Former Members)

    ^ Please format all dates as YYYY-MM-DD to make sure the month and day are imported correctly.