Importing contacts

The fastest way to get value from Yapii is to bring in your whole database. You can upload a spreadsheet, or connect Follow Up Boss so contacts keep syncing on their own.

Importing never messages anyone

Bringing contacts into Yapii doesn't send them anything. Claire only reaches out to contacts who qualify (see Meet Claire).

Upload a spreadsheet

Before you start

• Save your spreadsheet as a .csv file. Excel and Google Sheets can both do this ("Save as" or "Download").
• Include at least one name column. Email, phone, address, tags, lead type and source all help too.
• A file can have up to 50,000 rows and be up to 25 MB. Split bigger files in two.

Steps

1. Open Contacts, click the Manage menu and choose Import CSV.

2. Choose your file.

3. Check the column matches. Yapii matches your columns to Yapii fields automatically. Anything marked Verify needs a second look. If you import the same kind of file often, save the matching as a template.

4. Choose what happens to duplicates (see below).

5. Choose who gets these leads:

   • Automatically, using your workspace's lead routing rules (the default);
   • me;
   • one teammate;
   • split evenly across a team.

   Only owners, admins and managers can pick teammates.

6. Consent. Tick I have consent to contact these people only if the people in the file really agreed to hear from you.

7. Start the import.

A progress bar shows while the import runs; you can keep working meanwhile. When it finishes you'll see a summary: how many were added, updated, skipped or excluded, and any problems such as invalid emails.

Changed your mind?

You can undo an import for 24 hours. Look for Recent imports on the Contacts page.

How duplicates are handled

Yapii checks each row against contacts you already have. It matches by email address, or by phone number when the row has no email. You choose what happens to a match:

Option	What it does
Skip	Leaves the existing contact alone.
Update	Fills in any blank fields and adds new tags. It never overwrites information you already have.
Create	Adds the row as a new contact anyway.

A contact you archived earlier comes back if a row matches it.

Duplicates across a team

The check only looks at your own contacts. If a teammate already has the same person, you'll get a second copy. Owners and admins can clean these up afterwards with Find duplicates on the Contacts page.

Contact limits

Every plan includes a number of contacts. On a paid plan, imports never stop at the limit. Extra contacts are billed at $40 per 1,000 contacts per month, and the import summary tells you when this applies. See Plans, billing and credits.

Connect Follow Up Boss

If you use Follow Up Boss, connecting it keeps Yapii up to date automatically.

Owners and admins

Connecting a CRM is done in Settings, under Integrations.

1. In Follow Up Boss, copy your API key.
2. In Yapii, open Settings, then Integrations, and choose Follow Up Boss.
3. Paste the key and click Test connection.
4. Choose whether to import your contacts or connect only your agents.
5. Connect.

Contacts then sync in the background. The first sync of a big database takes a while; you can keep working meanwhile. After that, new people and changes in Follow Up Boss flow into Yapii, and notes, texts and calls in Yapii are written back to Follow Up Boss.

You can pause the contact sync, choose which team, pond or lead sources to bring in, or pick individual people to import. It's all on the same Integrations page.

Troubleshooting

The import says a column is missing. Make sure there is a name column and that it's matched to First name, Last name or Full name.

Some rows were excluded. Your workspace may have exclusion rules, for example "don't import contacts tagged past-client". The summary lists what was excluded and why.

I imported the wrong file. Undo it from Recent imports within 24 hours.