Contacts
Import contacts and companies from a spreadsheet into Naffes CRM
If your customer data lives in an Excel sheet or a CSV file, the import wizard in Naffes CRM moves it in minutes. It maps columns to CRM fields automatically, asks AI about the columns it could not recognise, and lets you review everything before a single record is created.
Prepare the file first
- Make the first row the column headers, such as Name, Email, Mobile, Company, City.
- Keep every mobile number in international format, e.g. +9665XXXXXXXX: when that customer later writes on WhatsApp, the message joins their existing record instead of creating a new contact under their profile name.
- Check your plan's capacity: Free allows 200 contacts and 100 companies, Starter 5,000 contacts, Pro 50,000. The server refuses anything beyond your plan's cap; no caps apply during the free trial.
- Very large files can exceed the in-browser import limit; the wizard tells you, and you split the file.
Import step by step
Open Imports
Go to Settings → Records & Fields → Data In/Out → Imports and click Import file.
Upload and choose the record type
Upload the CSV or Excel file, then pick the Import mode: Contacts only, Companies only, Deals only, or Smart leads, which creates a company, a contact and a deal from each row.
Review the column mapping
The wizard maps columns by keyword first, then sends the still-unmapped columns with a few sample rows to AI, and a notice such as “AI mapped 3 more column(s)” appears. Check every column and fix what does not fit.
Handle special columns
For a column with no matching field, choose Create as custom field…, skip it, or turn on Unmapped → Notes so its content is saved as a note on the record.
Prevent duplicates and start
Turn on Dedupe existing to match companies by domain or name and contacts by email, then click Start import. At the end you see how many rows succeeded and failed.
After the import
Imported contacts with no owner go through your territory rules, if you have active ones, and are assigned to a rep or rotated across a team. See assign new contacts with territories. If you imported from several sources, run find and merge duplicates next.
The reverse works too: contacts, companies and deals export to CSV, XLSX or XLS. For more on managing records, see contacts and companies.
Troubleshooting
| Message | Fix |
|---|---|
| Required missing | Map a column to the required field or add the column to the file |
| Missing company name | Company and Smart leads modes need a column for the company name |
| Empty sheet | Pick the right sheet in a multi-sheet Excel file |
| No AI notice appeared | Either every column was already matched by keyword, or AI is unavailable right now. Either way the mapping stays as it is, so finish any gaps by hand |
Questions
Questions 2
Does AI overwrite mappings made by keyword?
No. Its suggestions only fill columns that are still unmapped, never replacing keyword matches or your own changes.
Can I import custom fields?
Yes. Contacts, companies and deals support custom fields, and you can create the field from the wizard while mapping.