Import contacts cleanly and safely
A clean import protects deliverability, reduces duplicate records, and makes segmentation more useful later.
Why data quality matters before the first send
Imports are one of the fastest ways to improve or damage future campaign performance. Clean, permission-based data supports better engagement and fewer bounces. Old, unverified, or poorly structured data creates problems that show up later as low opens, high complaints, or weak reporting.
Prepare the file before upload
- Use CSV format unless the current workflow supports another option.
- Make sure the email column is present and contains valid addresses.
- Remove obvious duplicates, empty rows, and records that should not be mailed.
- Keep only the fields that will actually be useful for personalization, segmentation, or compliance.
Map fields with intention
Field mapping is not just a technical checkbox. It determines whether personalization and segmentation can be trusted later. A clean import makes later campaigns more accurate and more relevant.
Email field
This must be mapped correctly, or the import cannot support live sending properly.
Name fields
These matter if the account will use personalization or segmented greetings.
Custom fields
Import only what will help future targeting, reporting, or compliance decisions.
Monitor progress instead of assuming completion
Large imports may process in the background. Users should look for status updates, completion logs, or import progress screens before assuming the contacts are ready.
How to import email contacts safely
Contact imports affect delivery from the first campaign. Old addresses, role accounts, duplicates and contacts without a clear relationship to the sender can produce bounces or complaints. Review the source and age of the data before reviewing the file format.
Prepare a clean CSV file
Use one header row and one contact per row. Keep email addresses in a dedicated column, remove formulas and export with UTF-8 encoding so South African names and punctuation remain readable. Only include fields that will support personalisation, segmentation or compliance records.
Pre-import quality checklist
- Remove obvious duplicates and blank email rows.
- Check for typing errors in common domains.
- Separate unsubscribed or suppressed contacts from active subscribers.
- Map first name, surname and custom fields consistently.
- Test a small sample before committing a large import.
After import, compare the accepted, rejected and duplicate totals with the original file. Unexpected differences are easier to correct before campaigns and automations depend on the new audience.