Only first_name & last_name are required – every other column is optional.
Tip: upload 1 row first, to ensure a successful import, then do the rest
Add your Book of Business to HealthSherpa Medicare in bulk, with just a click.
You can import many demographic details, plus two enrollment records.
See how it works below.
(Or, if you're just importing a few clients, try our AI powered Contact Assist)
1. Click Import
Find this link at the top right of your Contacts page.
2. Download the template
You'll see a popup with a link to download our import template – or download it here.
3. Fill the template
You'll see 2 rows of example contacts in the template file. Replace these with your contacts.
ℹ️ Important note: |
Pro tip: Get help from AI
To reformat your client data to fit our template, you can use AI to do the work (Claude, ChatGPT, Gemini, Copilot, etc) – just start a chat with AI, upload your client file(s), upload our template file, and enter this prompt:
AI prompt for populating the template
AI prompt for populating the template
Hello AI. I’ve uploaded:
HealthSherpa Medicare’s contact import template:
import-template-healthsherpa-medicare.csvOne or more CSV files containing my existing contacts
My ask: Create a completed CSV that:
Fits my contacts to HealthSherpa Medicare's template
Includes every contact row from my existing file(s)
Uses the template’s exact headers, column order, and file structure
Maps each source field to the appropriate template field
Follows all formatting requirements in this guide: https://intercom.help/healthsherpa-medicare-help-center/en/articles/10220113-import-contacts
Leaves a field blank when the source files don’t contain the required information – do not invent or infer values
Preserves all source data that can reasonably be mapped
Return the completed, import-ready CSV file. If you cannot map any source columns confidently, or are unclear, or see any issues, pause and ask me to clarify for you.
De-duplication
Our import skips a contact row if it has a duplicate contact in your account. Rows are treated as duplicates when first_name + last_name + birth_date match an existing contact – case-insensitively (e.g., JANE DOE is considered a match to Jane Doe). Archived contacts are ignored for duplication checks, so you can re-import records after archiving old ones.
Enrollment records
You can import up to two enrollment records per Contact if you like. To include them, just fill in any fields you have – none are required, partial data is fine.
First enrollment record: Columns X to AF
Second enrollment record: Columns AG to AO
If you fill in any fields in these ranges, the system will create and attach the enrollment record to the Contact.
Once imported, enrollment records appear on the Contact’s Profile page like this:
Formatting notes (read this)
To ensure a successful import, make note of these details.
Field | Rules |
| Exclude these characters: |
All date fields:
| Use this format: |
| This can be |
| You can use either the 2-character state abbreviation, or the full state name (not case sensitive). FL, fl, Florida, and florida will all work. |
| Ensure this is a valid ZIP code. |
| This should only have 10 numeric digits. Parentheses or dashes are fine, they will be ignored. For example: (806) 302-3022, or 8063023022 are fine. |
| Use this format: daniel@aol.com |
| Ensure this is 11 characters, i.e. |
| If the value (case-insensitive) is one of:
If the value (case-insensitive) is one of: |
| This must be either blank, or one of these values (case sensitive): |
| This must be one of these values:
If it's blank, or doesn't match these values, we default to |
| This can be |
| This adds to the contact's Notes table. Put whatever you like here. |
| This field is flexible, you can use the |
| Use a cents value here. For example, if you want premium to display as $87.40, then enter |
| This must be one of the following values, spelled just like this, otherwise it will be skipped: HMO, HMOPOS, PPO, LPPO, RPPO, Plan A, Plan B, Plan C, Plan D, Plan F, Plan F High Deductible, Plan G, Plan G High Deductible, Plan K, Plan L, Plan N |
| This must be one of the following 4 values, spelled just like this, otherwise it will be skipped:
|
4. Upload the template
Go back to the Import popup and upload your filled-out template file. Make sure it's a CSV file (Excel will let you save as CSV).
Then refresh the page to see your imported contacts!
TIP: Import a file with just one of your contacts first, to make sure it's working as expected. Once verified, then Import all of your contacts. If you need to redo an import, archive the bad records first – archived contacts are ignored during import de-duplication, so the new corrected rows will import. |
5. Verification email
After every Contacts import, you'll get an email showing how many contacts:
Imported successfully
Failed
Failed rows are attached as a CSV, with the error reason listed.
Download the attached file and open it.
Look at the errors column to see what failed for each row, and fix the row.
Delete the errors column
Save the file, and make sure to keep it a .csv file.
Upload the file again.
Were duplicates
The duplicate rows are attached as a separate CSV
A row is a duplicate when its first name, last name, and date of birth matches an existing contact in your account.
Frequently asked questions
How do I get my client data out of my existing systems?
Carrier portals – see how to export from carrier broker portals.
Sunfire – they don't make it easy. We recommend getting creative with the Claude Chrome browser extension.
Integrity Connect – go to your Contacts page, select all Contacts, and you'll see an "Export" button appear. It doesn't export a ton, but it'll get you a good start.
If your platform doesn't have an export, use our AI powered Contact Assist.
Why didn't my import work?
Common reasons for import failure to check for:
Headers: make sure the headers (row 1) match up identically to our template.
Make sure the file is a .CSV, not an .XLSX Excel file.
Is this case sensitive?
No, the import is not case sensitive. So FL and fl will work the same, Client and CLIENT, etc.
Does it read spaces?
No, the importer will ignore spaces for fields like Zip, state, etc.
Does this import Providers and Drugs?
Not yet, but coming soon. In the meantime, here are some ideas to make Drug/Provider import a bit less tedious:
Open a Contact's quote in your current CRM, highlight and copy all of their drugs, then paste it all into their HealthSherpa Medicare profile using our handy AI-powered Rx Assist feature. Or even faster – just take a screenshot of their drugs and upload the image into Rx Assist!
You might be able to get creative with the new ChatGPT Browser, Atlas.
Is there a max row count for the CSV contact import?
There’s no max row count. The limit is 1 MB per file. If you have 5,000+ contacts, it's safe split the file into multiple uploads. And it's always best to test and QA with just a few rows first, to ensure you've formatted correctly.
I did an import, but certain data was missing. How do I do a bulk update?
We currently don't allow updating existing contacts via this import tool. It can only create new contacts. So, if there was any mistake in an import (for instance, if certain fields were missing, like email or date of birth), the only way to correct that in bulk is to archive the clients with the problem, and then re-import them as new contacts, with the data corrected.
My import isn't working
If your import isn't working as expected, contact our support team, and we can let you know what specifically is off
Questions? Contact support
Call (855) 521-4984 or email medicare-agents@healthsherpa.com with questions.
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