How To Import Contacts into Better Agency

Import your contact list to Better Agency and Rollback previous imports - Video Below the step by step guide

Click "Add Contacts"

Keep in mind that if you are uploading large files of about 5,000 clients, this may take some time to load all of those contacts successfully.

 

You can leave the screen, you should receive an email notification when the files are uploaded successfully.

Reference the section below that shows the formatting type & size that we accept for import. (EX: For the Assigned owner, it needs to be listed as their email address NOT name)

If you need additional help, you can download our Sample CSV file for reference..Or go through our “Import tutorial".

There are a few important things to pay attention to here

  • Make sure that the First/Last Name are separated

  • Emails - please ensure that you have a separate email listed for each client, as you can not use the same email or phone number for separate contact cards. 

  • The rest of the information (Lead Source, Address) is optional & you do have the option for custom fields as well

Be sure to select the appropriate option here:

Are these new leads? Existing clients? Or a list of lost leads (to run the X-date & Long-Term Nurture Campaign)

 

Prospect List:

  • You will have the option to add clients to a specific stage of the Sales Pipeline

  • Or if you want to automatically mark ALL clients as lost, you would select this option but be sure on the final step of import you select the “Lost stage”.

This checkbox is very important, because you can automatically opt-in ALL of the clients for sms communication (confirming that you have received permission to reach out to these clients).

Continue this step for all relevant columns that you need pulled into the system.

Ensure that you've matched the appropriate fields, so that the information is pulled from your file correctly.

This section is important because based on what type of client list you imported, you can select the appropriate Pipeline Stage and/or Campaign.

Select the relevant Pipeline stage here.

Select the relevant Campaign stage here.

Importing a Client list

  • We do need policy types listed. (Please reference your current active policies to ensure that you are entering the correct policy types. This can be found under “Edit Agency” > “Policies”)

  • We also need the effective date (2 digit month/date, 4 digit year) & Term length (6 or 12 month)

  • You will need to specify if this is New or Existing Business

ALL Other steps are the same as listed above.

Screenshot
 

Importing a list of inactive clients:

  • Can be useful if you want to simply have record of inactive policies for a client.

  • Or if you want to trigger the Annual Policy Review or Cross-sell campaign based on previously expired/renewed policies.

ALL Other steps are the same as listed above.

You have the option to view previous imports or Roll them back.

Rollback:

Removing the recent import from the system. If it was an update on a clients record, the previous version will be restored (what was listed prior to import).

Screenshot

 

 

Additional Tips 

The import process in to Better Agency is fairly straightforward as long as you ensure the data is in the correct format. The first thing to ensure is that the file you are attempting to import is a CSV and not an XLS or XLSX or any other format.

The next thing is make sure that the Assigned Producer (or Agent or whatever you name it) is the email for the User that you want to be the owner of that contact record and not the User's name.

Most AMS's will export this data as a name and that's ok! You can very easily replace the name with the email, even if you aren't an Excel wizard. The first thing you need to do is select the whole column by clicking on the column letter (so the "A" in the image above).

After you've done that, click on "Find & Select." (If you don't see that, make sure you are on the Home tab in Excel)

In the window that just popped up, you will see "Find what" and "Replace with." This is where you are going to tell the spreadsheet to find the Producer's name and replace it with the email address. Once you have both boxes filled in, you can click "Replace All" and it will work it's magic!

You can repeat the step above as many times as needed until every Assigned Producer box has an e-mail address filled in. If you have former employees on your sheet, you can just replace their name with any Active User that you want to own those contacts.

The next thing to check for is to make sure the First Name and the Last Name are separate boxes and not joined together in one cell. Most AMSs that we have seen have an option for both Account Name and also for First and Last Names so that's not usually an issue. If you are having troubles getting them split up, please feel free to reach out to Support or your Client Success Manager and we will help you out!

Another common error we see is in the Term Length column. This data has to be numbers ONLY so, for example, it must say "12" and not "12 months" or you will receive an error message. You can do the same trick as above when you replaced the Assigned Producer name with the email address, though.

 

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