This article details the seamless process of importing contacts into your Pooltrackr account via the 'Contacts' page.
If you have a large number of contacts to add and possess a file containing contact data, the most efficient approach is to import them using Pooltrackr's import tool.
Accessing the templates
Navigate to Operations → Contacts → Import. You will have two options: Contacts and Contacts + Pools.
Choose Contacts if you intend to upload contacts only and Contacts + Pools if you want to create pools along with the contacts and link them together.
Start by downloading the template sample. Click on the 'Need Help?' link and click on the 'download a contact import CSV template' link.
You can also download them here:
Importing Contacts only
Download the sample template by going to Operations → Contacts → Import. Click on the Contacts tab.
Fill out the columns needed to complete the import file. You will have the following columns need to be filled out:
ID - This column should be sequential numbers starting at 1. This will be the contact ID.
If you have existing contacts in your Pooltrackr account, you can leave them blank. If you are updating existing contacts, you should indicate the existing contact ID to avoid duplicates.
First name - Contact's first name
Last name - Contact's last name
Email - Contact's email address.
CC emails - Additional email address for the contact. You can add multiple emails separated by a comma.
Contact name - This column is applicable to accounts with Xero integration only. A contact name will be auto-generated if you do not enter one.
Type - Indicate if it's an individual/company contact.
Company name - Enter the company name if it's a company type.
Phone - A contact may have multiple phone numbers added. In this case, they can be separated by a comma.
Mobile phone - A contact may have multiple mobile numbers added. In this case, they can be separated by a comma.
Home phone - A contact may have multiple home phone numbers added. In this case, they can be separated by a comma.
Store Location ID - Leave blank if you are not utilising store locations.
Contact Category ID - If you are categorising your contacts, enter the category ID in this column. Learn more about contact categories here.
Trading Terms ID - Indicate the trading terms for that specific contact. Refer to the My Business setup guide for more information about trading terms.
Address street one - Contact's street address
Address street two - Additional information for the primary address (e.g. additional landmarks or directions). In some cases, Address 2 is left blank if all relevant details are already provided in Address 1.
Address city - City where address is located.
Address state - State where the address is located.
Address postcode - Postcode of address.
Invoice Preference - Choose between Send email/skip email.
Notes - Contact notes
3. Upload the file by clicking on the upload option.
You can upload a file in CSV or XLSX (Excel) formats and a maximum of 5MB per file.
4. After uploading the file, you will have the option to review and match the columns. Check each column for any errors/typos before continuing.
5. After double-checking the columns and their content, click on the Continue button at the lower right bottom.
6. Depending on the amount of data, the import process may take a few moments to complete. Once the import is complete, you will be routed to the contact list.
Importing Contacts + Pools
Download the sample template by going to Operations → Contacts → Import. Click on the Contacts+Pools tab.
2. Fill out the columns needed to complete the import file. You will need to fill out the same columns as the Contact-only import file and a few more other columns for the pool import.
Relation type - Choose if the contact is the Owner, Agent, Tenant, or Others.
Pool ID - This column should be sequential numbers starting at 1.
If the pool is already created in Pooltrackr and you are just updating the pool specifications, you would need to add its corresponding Pool ID to avoid creating a duplicate.
Pool Type - Choose between pool, spa, or swim spa.
Sanitisers - Indicate the sanitiser used by this pool. If it has multiple sanitisers used, you would need to separate them using a comma.
Classification - Indicate whether it's residential or commercial
Surface type - Choose between the available surface types configured for your account.
Ground Level - Indicate if it's above ground or in-ground.
Location - Select between indoor or outdoor.
Volume - Indicate the volume
PH Reducer - Enter the PH reducer used for the pool
Source Water - Indicate the pool's water source -- bore, dam, rain, recycled, town, tank, tap
Pool Name - Enter the pool name
Pool Notes - Pool notes
Keys - Any key combinations/details for pool access
Filter - Applicable filters used by pool
Pool Address Street one - Street address where the pool is located
Pool Address Street two - Address designator if applicable
Pool Address city - City where the pool address is located
Pool Address State - State where the pool address is located
Pool Address Postcode - Pool address postcode
Built By - Company/entity who built the pool (optional)
Build Date - The date when the pool was built (optional)
3. Upload the file by clicking on the upload option.
You can upload a file in CSV or XLSX (Excel) formats and a maximum of 5MB per file.
4. After uploading the file, you will have the option to review and match the columns. Check each column for any errors/typos before continuing.
5. After double-checking the columns and their content, click on the Continue button at the lower right bottom.
6. Depending on the amount of data, the import process may take a few moments to complete. Once the import is complete, you will be routed to the contact list.
Post-Import Verification
Check Imported Contacts
Navigate to the Contacts/Pools page to review the imported contacts/pools. Verify that all the fields are populated as expected and that no critical data is missing or incorrectly mapped.