About
When starting with InTouch Follow-Up, clubs often have existing leads or members in a separate database. One of the additional options in your agreement is for InTouch Follow-Up 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 follow-up 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 follow-up, to send an email to all members, and for our referral feature of linking an existing member to a new lead.
Club Responsibilities
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| title | IMPORTS CANNOT BE UNDONE! |
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It is the responsibility of the club to 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 Follow-Up. |
- Check your files.
- InTouch Follow-Up 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 data as they 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!
- 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 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.
Data Requirements
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| title | Required Data Fields |
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- First Name
- Last Name
- A Phone Number OR an Email Address
- Lead Created Date
- Lead Visited Date (if applicable. No date will put lead into No Club Visit group)
- Lead Owner (you can enter Unassigned if desired)
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| title | Optional Data Fields |
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- 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
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Click here to download a Lead Import Template*
*Do not use if your InTouch Follow-Up is integrated with your CMS. We will provide you a separate file based on your Club Management Software.
The following are rare issues for clubs, but it is still important to know as it could effect yours. InTouch Follow-Up has a concept of Sales and Members, which you see in Sales Referral Follow-Up vs Member Retention Follow-Up. Members can be imported, Sales cannot. This means:
- You can assign Member Retention Follow-Up for an imported member, but you cannot assign Sales Referral Follow-Up.
- 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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| title | Required Data Fields |
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- First Name
- Last Name
- A Phone Number OR an Email Address
- Join Date
- Member Retention Owner (you can enter Unassigned if desired)
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| Expand |
|---|
| title | Optional 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*
*Do not use if your InTouch Follow-Up is integrated with your CMS. We will provide you a separate file based on your Club Management Software.