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Data Manager: Contacts – Import CSV

This article explains how to import contacts into ProLine using the Data Manager’s Import CSV tool. It guides users step by step, from accessing the tool to successfully uploading and reviewing their contact list.

Written by Laura Acosta

Purpose

The CSV Import tool allows clients to bring all their contacts into ProLine at once.

This is helpful for new clients moving from another CRM or for anyone who already has customer information saved in spreadsheets. Importing a CSV helps them start using ProLine faster without needing to add each contact manually.

Overview

The Contacts Import CSV feature inside the Data Manager lets you upload a CSV file that contains your contact list.

With this tool, you can:

  • Upload a CSV file from your computer

  • Use ProLine’s sample template if you need help formatting your file

  • Review and match your columns before importing

  • See the status of each upload (successful or errors)

  • Automatically add all contacts into ProLine at once

Important Note on Tool Selection:
Within Data Manager, there are two relevant tabs for importing:

  • Projects Tab: Use this if you are importing projects that already have contacts attached. This allows the contacts to be automatically linked to their respective projects.

  • Contacts Tab: Use this to import contacts independently of projects.

Best Practice: If you have a project with a contact, do not re-import that same contact separately via the Contacts tab, as this will create duplicates. Only import contacts here that are not already attached to any projects.

How to Access the CSV Import Tool

  1. Open your ProLine account.

  2. Tap the Menu (☰) in the top-left corner.

  3. Click Data Manager (opens in a new tab).

  4. At the top of the Data Manager page, select the Contacts tab.

  5. Under the filters area, click Import CSV.

  6. A window named CSV Contact Importer will appear.

    • Here you can see any previous imports.

  7. To start a new import, click the blue New Import button.

Step-by-Step Instructions

1. Start a New Contact Import

Click New Import.

A window labeled Upload Contacts to ProLine will open.

2. Download and Use the Sample CSV

At the top of this window, ProLine provides a Sample Contact Upload CSV.

  • This file shows the exact columns and formatting ProLine expects.

  • The Contact Type column must match one of the types defined in your company settings under Contacts.

  • The External ID column is crucial if you plan to link contacts to projects or other objects in ProLine. This should be a unique identifier from your existing system.

  • Pre-shaded columns like Assigned and Campaign are typically for legacy CRM data and can be ignored if importing new contacts.

3. Choose How You Want to Upload

Below the sample file, you have two upload options:

Option 1: Drop Files Here or Click to Upload

  • Upload a CSV file from your computer.

  • Clicking this opens your file explorer so you can select the file and click Open.

Option 2: Click Here to Copy/Paste Table Data

  • Use this option if your contact information is already in a table.

  • Copy the data and paste it directly into ProLine.

4. Review Your Data

Once the file is uploaded:

  • You will see the contact information displayed in a table.

  • At the bottom, you will see three buttons: Previous, Next, and Close.

  • Click Next to continue.

5. Match Template Fields

You will now see two columns:

  • Template Fields (ProLine standard fields)

  • Columns in Your File (your CSV headers)

Make sure each field matches the correct column.

  • If everything looks correct, click Next.

  • If you need to change a mapping, use the dropdowns to select the correct column.

6. Submit Your Import

On the final page, click Submit.

  • ProLine will start processing your file.

7. View Your Import Results

Once the upload is complete:

  • A message will appear saying the file was uploaded successfully.

  • You can close this window.

  • Back in the CSV Contact Importer, you’ll see:

    • Green check marks for successful contact imports

    • Red X marks for any contacts with errors

After the import finishes processing, you can close the importer window.

8. View Your Contacts

Go back to the Data Manager – Contacts page.

  • Your newly imported contacts will now appear in the contacts list.

Guidelines and Best Practices

  • Use the sample CSV if you’re unsure how to format your file.

  • Make sure your CSV file has clear header names so ProLine can match fields more easily.

  • Use one row per contact in your CSV.

  • If any contacts fail, check the error message inside the importer.

  • External ID: Required if you want to link contacts to projects, activities, or other objects in ProLine.

  • Multiple Phone Numbers: ProLine supports only one phone number per contact. Additional numbers can be saved in the Notes field or as a separate contact record.

  • Avoiding Duplicates:

    • Do not import a contact via the Contacts tab if it already exists in a project import.

    • Check your data for duplicate names or emails before uploading.

    • Maintain a unique External ID for each contact to prevent accidental duplicates.

  • Name Splitting: If your source file has first and last names in a single column, use Excel’s Text to Columns tool to split them before importing.

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