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

 

About

When starting with InTouch, clubs often have existing leads or members in a separate database. One of the additional options in your agreement is for InTouch 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.

Club Responsibilities

IMPORTS CANNOT BE UNDONE!

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 have imported. 

  1. Check your files.
    • InTouch does not scrub data, check for duplicate records in a file, or compare lead records to member records. Send your data as you want it to 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 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

Data File Requirements

Requirements & Format for importing Contacts

 Required Data Fields

For ALL Contacts, include:

  1. First Name
  2. Last Name
  3. Lead Created Date^
  4. Lead Owner (must be an active Sales Rep or can be left as Unassigned)
  5. 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 can get you the name of this ID field as it is specific to each CMS.

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.

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

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