Import / migrate contacts

What is Contact Migration?

Importing or migrating contacts refers to the process of moving your subscriber data from one platform (like a previous email service provider, a CRM, or a spreadsheet) into a new email marketing tool. You typically want to do this when switching platforms or consolidating leads from different sources. The goal is to transfer not just email addresses, but also names, tags, and custom attributes without losing data integrity.

The Standard Migration Workflow

While every tool has a slightly different interface, the workflow demonstrated across most tutorials follows these consistent steps:

1. Export from Source: Download your contacts from your current provider. The most universal and efficient format is a CSV (Comma Separated Values) file.
2. Clean the Data: Before uploading, remove unnecessary columns like internal ID numbers or old IP addresses to keep your database lean.
3. Upload to New Tool: Use the 'Bulk Import' or 'Upload' feature in your new platform to select your CSV file.
4. Field Mapping: This is the most important step. You must match the columns in your file (e.g., "First_Name") to the corresponding fields in the new tool (e.g., "First Name").
5. Organize and Tag: During import, assign your contacts to specific lists or apply tags to maintain segmentation.
6. Verify and Finalize: Confirm that your list adheres to the provider's anti-spam rules and wait for the import status to change to 'completed.'

Which Tools Handle Imports Best?

According to DemoBook data, several tools are frequently used for this task. Brevo and Kit lead with 5 demo clips each, showcasing robust import wizards. beehiiv (4 clips) and MailerLite (3 clips) also offer streamlined workflows for migrating subscribers.

Evidence from tutorials suggests that Brevo’s smart field mapping is particularly helpful for automatically suggesting matches for your columns. Meanwhile, Kit users should note that the platform utilizes a single email list, so using tags during the import process is essential for differentiating subscribers.

Tips for a Successful Import

• Check the Status: Ensure you set the contact status to 'Subscribed' during the organization step; otherwise, they may not receive your campaigns.
• Avoid Redundancy: If your CSV has separate columns for first and last names, you can often set a 'Full Name' column to 'Do not import' to avoid messy data.
• Keep Existing Data: If you are updating existing contacts, look for a toggle to 'leave existing attributes' unchecked so you don't overwrite current data with empty fields from your new file.
• Automation Warning: Be aware that imported individuals may trigger any active automation rules or sequences associated with the tags you apply during the import.