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How do I import contacts to groups?

You can add an import to a single group at once, but sometimes you have multiple groups within a single spreadsheet. There are a few steps that you can take to add contacts to groups after importing your data. If you only need to add the import to one group, click here to learn how to add an entire import to one group.

Step 1: Format group data in your spreadsheet.

In order to import the group data properly, it’ll need to be formatted so you have a single “Group” column. That single column should have the group membership for the corresponding contact. If one contact should be in multiple groups, each group name should be listed in the same cell.

Click here to learn more about formatting your file for import.

Spreadsheet with group data

Step 2: Add a custom field to import group data.

Now that your file is ready for import, you’ll need to create a field to bring in your group data. This is a temporary field that we’ll use later to filter contacts and add them to groups, but after that’s done it can be deleted. One important note here is that if you wish to have both contacts and companies added to groups, you’ll need to create two custom fields, one for contacts and one for companies. 

Please note: only administrators can add custom fields. If you don’t see an option to add custom fields you’ll need to contact the administrator on your account.

You can mouse over “Settings” in the navigation bar, and then select “Custom fields.” On the next page, you can select “Contacts” if you want the contacts to be grouped, or “Companies” if you want companies to be grouped. Then, select “Create a new custom field” and enter a name like “Group temporary.” If you want both contacts and companies to be grouped, you’ll need to repeat the process for the other record type, using the exact same field name.

Create a temporary group custom field

Step 3: Import the file.

Once you’ve formatted your file and added a custom field for group data, you’re ready for import! You can mouse over “Contacts” and select “Import contacts” in the menu. Then, select “Import a spreadsheet” near the top of the page, and choose the file from your computer. After the file is uploaded, you’ll be prompted through a few questions regarding data in your account.

Click here for a full tutorial on how to run an import.

Mapping group data during an import

During the final step of the importing process, you’ll need to match your group column to the custom field you added earlier. If you want both contacts and companies to be grouped, you’ll also need to be sure to select “Both” for the record to import into.

Step 4: Filter and add contacts to groups.

Now that the data is imported, your groups are saved in a custom field, but the data isn’t saved as groups directly just yet. To move the data from the custom field to a group in the CRM, you’ll need to use a filter to pull up everyone with a group entry, and then bulk add them to a group.

If you go to the main contact list, you can select “Add a filter” under the “Filters & Sorting” section on the left. Under “What would you like to filter by?” select the “Group temporary” custom field that you added earlier.

Filtering by group custom field

Please note: if you want both contacts and companies to be grouped, you’ll have two custom fields of the same name. You’ll need to select one of those to filter by a group entry, and then repeat for the other record type.

Once you’ve selected the custom field you added earlier, you can enter the name of one of the groups from your file. Spelling is important here, so be sure to type it out exactly the same way it appears in your file!

Filtering by group entry

When you apply the filter, it’ll pull up a list of all contacts or companies with that entry in the group custom field. You can then tick the “Select all” box in the lower left corner. If you have a large number of contacts, you’ll have a reddish bar with a link to select additional contacts, which you should select. Next, choose “Add to a group” in the bar near the bottom of the page. A dialog will open where you can enter a new group name, or select from existing groups.

Select all and add to a group

You will need to repeat this process for each different group name from your file. Additionally, if you want both contacts and companies to be grouped you’ll need to run each filter twice (once for contacts, once for companies). After you’ve grouped everyone appropriately, you can return to the Custom fields page to delete the temporary group custom field.

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