Import Contacts

Overview

Use Import Contacts when you need to bring contact records into Hiveality from a CSV file or a supported external source without rebuilding the list by hand.

Import from CSV

CSV format guidelines

• The first row must contain column headers.
• Each row represents a single contact.
• Use commas to separate values; quote any value that includes a comma (example: "Last, First").
• Required fields: Email or Name.
• Accidental spaces before or after email addresses are trimmed during import.

The upload step includes quick references for CSV Format, Date Format, Phone Format, and Checkbox Fields.

Mapping and custom fields

The mapper auto-detects common headers (Name, Email, Phone, Company). You can override any mapping and search available fields. Custom fields are available in the mapping list.

If you map the same field more than once, the dialog highlights the duplicates and notes that later columns may override earlier ones.

Existing contacts

If an imported row matches an existing contact (usually by email), the import updates that contact instead of creating a duplicate.

You can turn off Update existing contacts during preview to skip existing matches for that run.

Apply tags and lists during import

In the preview step, you can select tags and lists to add to every contact that is actually imported in that run.

Subscriber status during CSV imports

When a CSV row includes an email address but no clear subscriber status, Hiveality treats the imported contact as subscribed. Existing contacts keep their current subscriber status unless both the CSV row and the existing contact have no clear status.

Explicit statuses such as unsubscribed, bounced, complained, and pending are preserved, so suppressed or problem addresses do not become subscribed just because they were included in a CSV.

Flow trigger option

CSV imports include Trigger flows for imported contacts. It is off by default so adding tags or lists during an import does not unexpectedly start active flows.

Turn it on only when the import should immediately start flows that match the tags or lists added during that run.

Import progress

After you click Start Import, the dialog shows Import Progress. The import is queued for background processing, so you can close the dialog and keep working while Hiveality continues importing records.

Large CSV and direct PatientBase imports save progress as they run. If you leave Contacts and come back later, Hiveality checks for the active import and shows the latest progress or completion status.

After an import finishes, Contacts refreshes with your current filters still applied. If filters hide imported records, Hiveality shows how many contacts are currently visible and points you to Clear All.

Review import history and retry runs

Use Import History when you need to check a past contact import or queue a failed run again.

CSV retries use the original uploaded file when it is still available. Connected source retries ask for fresh API credentials before queueing the new run. Completed imports and active imports that are still progressing cannot be retried from history.

Import contacts from Mailchimp

Mailchimp contact imports run from Imports.

Mailchimp imports can preserve audience and tag context so later segmentation and follow-up work is easier to review. Cleaned, bounced, complained, pending, and unsubscribed source statuses are kept distinct instead of being treated like normal subscribed contacts.

Import directly from PatientBase

What direct PatientBase import includes

• Contacts and basic profile information
• Custom field values, including new custom fields created during import when needed
• Tags and subscriber lists
• Subscriber status, including unsubscribed contacts
• Legacy contact notes

Direct import notes

• The API key is used only for that import run and is not saved.
• Existing matches are updated instead of duplicated when the email address or imported legacy record already exists.
• You only need the normal site URL. Hiveality normalizes it for the importer automatically.
• Large imports continue in the background, so you can safely close the dialog after the run starts.