Importing Contacts into REALToDo

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If you're transferring data from another CRM or you regularly purchase leads in bulk, you probably want to import contacts into REALToDo instead of adding them one-by-one.

You can import your contacts into REALToDo from an Excel spreadsheet or CSV file. We also accept most other spreadsheet formats. Follow the formatting guidelines below to import your contacts.

Ready-made import template

For your convenience, we've already created an import template for you. If you use this template, your headers will already be set up correctly -- so you just have to ensure that your fields are formatted as described below.

Spreadsheet layout

Spreadsheets must have headers, which are located in row 1 of your spreadsheet. You will put your import data below these headers. For example, first names will be placed in the "First Name" column and primary phone numbers will be placed in the "Primary Phone" column. Your spreadsheet can contain the following information:

  1. Contact's first and last names
  2. Contact's primary and secondary phone numbers
  3. Contact's primary and secondary emails
  4. Contact's current address
  5. Contact's tags
  6. Contact's category
  7. Additional comments

If you're transferring data from another system, we suggest that you put extra details in the comments column.

Valid spreadsheet headers

Spreadsheets may have the following headers. To avoid import issues caused by incorrect headers, we suggest using our ready-made import template.

  1. First Name
  2. Last Name
  3. Primary Phone
  4. Secondary Phone
  5. Primary Email
  6. Secondary Email
  7. Tag 1
  8. Tag 2
  9. Tag 3
  10. Category

All headers are case sensitive. Although you can use any of these headers, the only required header is "First Name". Headers should be placed in row 1 of your spreadsheet.

Required information

You must include information in the "First Name" column of your spreadsheet. Aside from "First Name", all other fields are optional.

Current address formatting

If you have addresses for your contacts, they must be formatted like so:

  • 1600 Pennsylvania Avenue NW, Washington, DC 20500
  • 30 Newbury Street, STE 3, Boston, MA 02116

Note that the street address (30 Newbury) is separated from the unit number (STE 3) by a single comma. You may format your street address without a comma if you wish, but this will cause your street address and unit number to be displayed on the same row within REALToDo.


You can assign categories in your import spreadsheet. The categories you assign to your contact must exactly match one of the custom categories in your REALToDo account. Contacts with categories that do not exist in your REALToDo account will be assigned a category of "Uncategorized".

Uploading your spreadsheet data

Once you've added your contacts into a properly formatted spreadsheet, you can upload them to REALToDo by following these steps:

  1. Go to on your computer and log in.
  2. Click on the "Contacts" link in your side navigation menu.
  3. Click on the "Tools" button in the bottom right hand corner of your screen.
  4. Select the "Import/Export Contacts" option in the "Tools" menu.
  5. Follow the instructions given in the import/export popup.

Still have questions?

If you're having difficulty importing your contacts into REALToDo or you have questions about the importing process, please feel free to get in touch by emailing us:

Article by REALToDo Real Estate CRM, a simple CRM for real estate agents. Did you find this article useful, flawed, or downright offensive? Let us know in the comments! If you enjoyed the article and want to see more, like us on Facebook and follow us on Twitter!

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About James Royce Threadgill

Founder of UbiquiTools LLC. Coder/creator of REALToDo real estate CRM. Chemical engineer that previously worked in gene therapy and green plastics before founding UbiquiTools.