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Importing Contacts

Use the contacts import tool to add new contacts or update existing ones in bulk. You can also use imports to quickly build groups for email, reporting, and follow-up.

Before You Start

Note: Import access must be granted to your user account before you can import contacts.


If you do not have import access, contact your CSM or email support@spark.re.

 

What you’ll need

 

How to Import Contacts


  1. Go to Menu → Contacts → List
  2. Click the micromenu (three dots) toward the top right of the page
  3. Click Import
  4. Upload your file
    • Optional: Give the import a name for ease of reference later
    • Click where indicated and select the appropriate file
    • Click Open Field Mapper
  5. Set headers
    • Spark will pre-select the row that looks like it contains column headers; if needed, choose a different row
    • Once the correct row is selected, click Confirm selection and continue
    • If your list has no column headers, click This file has no column names
  6. Match columns
    • Spark will provide field matching selections where possible; review the matches to confirm they are correct, make any necessary updates
    • Add matches for any fields for which no match was suggested
    • Optional: If you want to skip a field, click the Ignore button to its right
    • Click Confirm matching and continue
  7. Bulk fix/Review
    • Spark will scan for email/phone formatting errors and items where the file content does not match the available options in Spark; items that need your attention will be highlighted for you, and you can hover over the cell to see the error message
    • For formatting errors, click in the cell to make corrections
    • For matching errors, choose an option from the drop down list
    • Optional: export the rows with errors to fix and import later
    • Once you have corrected the errors (or chosen to proceed with errors present), click FinishBulk fix/Review
      • If you have chosen to proceed with errors present, those rows will be ignored and those contacts will not be imported
  8. Click Start Import

Once the import is complete, it is a good idea to review the contacts. Click View Contacts to see a list of the contacts that were added or updated by your import. If you would like to add these contacts to a group, click the micromenu (three dots) toward the top right and click either Add to Custom Group or Create Smart Group.

 

List Hygiene and File Tips

For smoother imports and fewer errors:

  • Use one contact per row
  • Include the contact’s email address - this field is mandatory
  • Make sure column headers are clear and consistent
  • Remove extra header rows, totals, or notes from the top and bottom of the file
  • Ensure phone numbers include the country code (for example, +1-604-555-1234)
  • Save the file as CSV (comma-separated values) before uploading

 

Frequently Asked Questions


How many records can I import at once?

We've got you covered, even for large imports! You can report up to 100K records at a time.

Can I undo or roll back an import?

There is no “undo” option for an import. You may wish to export your contacts (include contact ID, email address, and all of the information on your import spreadsheet) before starting your import - that way, you have a backup of the data to use as a basis for restoring information if it is changed by the import. 

What happens if a contact in my list is already in Spark?

If a contact in your import file already exists in Spark, that contact record will be updated with the information from your list rather than creating a duplicate.

Why does it say a phone number has an error? It looks fine!

Most phone number errors are caused by missing or incomplete country codes, or by extra characters.

Try the following:

  • Make sure each number includes the country code (for example, 1 for North America).
  • Remove extra spaces, brackets, or text that isn’t part of the number.
  • If your original list does not include country codes, you can usually add them with a simple formula in your spreadsheet tool instead of editing cells one by one. This is generally much faster.

What happens to rows with errors if I continue the import anyway?

These rows are skipped and the contacts contained in those rows will not be imported.

Can I import contacts directly into a specific group?

To add contacts to a group after import:

  1. Click View Contacts
  2. Click the micromenu (three dots) toward the top right
  3. To add to or create a custom group:
    • Click Add to Custom Group
    • Select the desired group from the dropdown list or enter the desired group name
    • Click Submit
  4. To create a smart group:
    • Click Create Smart Group
    • Enter the desired group name
    • Click Submit