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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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When starting with InTouch
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, clubs often have existing leads or members in a separate database.
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InTouch can import a .csv file of these contact records into your site(s).
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Benefits
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The benefit of a lead import is easy - less data entry for you! An import also allows for
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certain dates to be backdated so that the lead falls into the appropriate
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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
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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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Data File Requirements
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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.
Send your data as you want it to be imported. InTouch does not automatically scrub data, check for duplicate records in a file, or compare lead records to member records |
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, etc. If you would like help with your files, please speak with your InTouch Rep prior to sending your import file. |
FILE FORMAT
- .csv format preferred, but any any Excel format should be okay
- Submit dates in YYYY-MM-DD format
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- (3/1/2014 can mean March 1st for some
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- and January 3rd for others - don't leave it to chance (or Excel) to decide which to use!
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- 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
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- 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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Lead Import Requirements & Format
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REQUIRED FIELDS
The following fields are required for ALL Contacts:
- First Name
- Last Name
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- Lead Created Date
- Lead
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Click here to download a Lead Import Template*
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- Owner (must be an active Sales Rep or can be left as Unassigned)
- If your InTouch will be integrated with your Club Management System (CMS), and this lead is already in your CMS, you will need an additional column for the CMS User ID. Our Support Services team
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- 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 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:
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- If Contact is a Member, add to the above:
- Sold Date
- Member Retention Owner (
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- must be an active staff, can be listed as Unassigned or leave blank to assign it to the Lead Owner)
- If Contact is a Former Member, add to all of the above:
- Cancellation Date
OPTIONAL FIELDS
- Date of Birth (DOB)
- Gender
- Mobile
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- Home Phone
- Work Phone
- Email Address
- Street
- City
- State
- Zip Code
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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.
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- Country
- Company
- Custom (a field of your choosing)
- License/ID
- Lead Visited Date
- Trial Start Date (must also include a Trial End Date)
- Trial End Date (required if including a Trial Start 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)