Import Your Files
Follow the instructions below to import contacts into Swivel. Be sure to account for any Default Options.
Importing from the Contacts, Leads, or Clients Tab
Click Contacts (or Leads, or Clients) in the left-hand navigation menu.
Click the Import button on the page.
New Import modal pop-up appears > click Browse to locate and attach your populated .csv file for importing.
Review and update any Default Options.
Click Save.
Follow the instructions below for more information on the Mapping Import Fields and Managing Your Imports.
🔍 Tip: Please refer to the Import Modal Overview for more information on navigating Imports.
Importing from the Event Attendance Page
Users can also import contacts directly from an Event Page. When doing so, the uploaded list of contacts will automatically be registered for the corresponding event, allowing users to manage event attendance directly from the event page.
Click Marketing on the left-hand navigation menu.
From the Open Events widget (or View All Events page), find the respective event record for your import. Navigate to the event record page by clicking the event name.
From the event record page, go to the Registered section. Click the three-dot Action Menu and select Import.
New Import modal pop-up appears > click Browse to locate and attach your populated .csv file for importing.
Review and update any Default Options.
Click Save.
Follow the instructions below for more information on the Mapping Import Fields and Managing Your Imports.
📌 Note: Make sure your import file has only the following attendance options:
Pending
Attended
Canceled *not Cancelled
No Show
Rescheduled
Waitlisted
The import will fail if you attempt to import an attendance status not listed above.
Mapping Import Fields
Once you have selected your .csv file and made any selection on the import modal, users will be brought to a Field Mapping Modal.
The far left column shows which fields within Swivel the data will be imported to.
The next three columns show 2 data rows of your .csv file. That way you can be sure to map the correct data fields exactly where you want them into Swivel.
Below is an example of the Field Mapping Modal:
To see available fields within Swivel, see above in Import Template Fields and Additional Contact Import Fields.
📌 Note: Because of the ability to map fields with the Field Mapping Modal, users can use a .csv of their choosing. It is recommended, however, to use the Import Template found in each import location to make the field mapping experience more efficient.
Reviewing Your Imports
Once an import file has been uploaded into Swivel, an Import Status modal will appear indicating the status of the import and providing access to the Import Report to manage any duplicates and errors.
Import Modal and Statuses
Status definitions of the import files upon uploading into Swivel:
Running - Import is being processed and records are importing into Swivel.
Pending - Import has been preprocessed to verify file type is correct.
Status definitions of the possible outcomes of an import file once records have been uploaded into Swivel:
Import contains duplicates and/or errors.
Import is complete with no errors or duplicates.
Import has failed.
By clicking the View Details button on the import modal, users will be taken to the Import Report Record to manage duplicates and view errors from the import, if applicable.
By clicking the Close button, users will be taken back to the screen in which they conducted their import.
🔍 Tip: You can also track import progress by navigating to the Reports tab and selecting the Imports Report.
Importing Duplicate Contacts
If one of the following matches an existing contact or a contact being imported on the same file, Swivel will flag the contact(s) in your import as a duplicate:
Phone Number
Address
Email Address
Contact Full Name
Exception Scenarios to the criteria above:
If the imported address matches an existing contact’s address, but the phone number is different, the imported contact will not be flagged as a duplicate.
If the imported name matches an existing contact’s name, but the phone number, email, or address do not match, then the imported contact will not be flagged as a duplicate.
Managing Duplicates from the Import Report
Contacts that appear to be duplicates from an import are managed from the Import Report. The Import Report can be accessed in two ways:
The first way is to select View Details on the Import modal.
The second way is to access the Imports Report via the Reports navigation item. The Import Report shows all the import attempts in your account. To manage duplicates, follow the instructions below. If you are accessing the report via the Import modal, skip to step 4.
Access Reports from the left-hand navigation menu.
Select Run Report on the Imports Report tile from the Reports page.
Select the name of the import you are wanting to view
Select the Duplicates tab on your Import Report page to see contacts from the import that were flagged as duplicates.
Select the chevron arrow next to each potentially duplicate contact to see the existing contact in Swivel that matches the duplicate criteria.
Select the appropriate option to manage each duplicate. Duplicate option details are listed below.
Select Create New Contact to add the potential duplicate as a new contact in Swivel.
Select Use Existing Contact to confirm the newly imported contact is a duplicate of the current contact and to use the existing contact. If this option is selected with an Event Attendance import, the current contact in Swivel will be registered for the corresponding event of that import. All other attributes, except Tags and Product Interests, will remain the same on the original contact.
🔍 Tip: Duplicate Contacts can also be managed by navigating to the Reports tab and selecting the Duplicate Contact Report.
Error Messages and Troubleshooting
Any contacts that have a flagged error message will not be imported into Swivel. Follow the instructions documented below to learn how to view and manage import errors.
Managing Errors
Any contacts that Errors can be viewed and managed via the View Details button on the Import modal or by following the instructions below.
Access Reports from the left-hand navigation menu.
Select Run Report on the Imports Report tile from the Reports page.
Select the name of the import you are wanting to view.
Select the Messages tab on your Import Report page to view any error messages associated to your import.
Select the chevron arrow next to the contact to see the contact and any associated errors.
Adjust your import file accordingly based on the error information and attempt to reimport any of the contacts that errored. Follow the instructions in the Exporting Error Records section for a faster way to complete that process.
Exporting Error Records
Swivel will not import a contact that contain errors. You can view and export error records from the Import Report containing the error(s). We recommend following the instructions below to export import items containing errors so the contacts can be updated, and additional imports can be attempted to get them added to Swivel.
Access Reports from the left-hand navigation menu.
Select Run Report on the Imports Report tile from the Reports page.
Select the name of the import you are wanting to view.
Select the Action Menu > Export from the top right-hand corner of the Import Report page.
📌 Note: The order columns of the exported records may vary from your initial import, and you may see additional columns listed. This export can be modified and re-uploaded in each respective Import area of Swivel. This is NOT intended to be used as a standard import template.
Common Error Messages and How to Troubleshoot
Unsupported File Extension (on Import Upload Screen)
This means you have tried to import a file type that is not supported (.csv is the only file type supported). Open your imported file on your desktop and “Save As” a .csv
Missing Required Headers (on Import Upload Screen)
This means the import file is not formatted correctly and missing the template header lines. Select “Template” from the import upload screen and be sure to include the headers.
No File Selected (on Import Upload Screen)
A user tried to save an import without uploading a .csv file. Select “Browse” to browse your computer or select “Template” to download the import template.