Import Contacts
Upload a CSV file or import PatientBase contacts directly.
Overview
Use Import Contacts when you need to bring contact records into Hiveality from a CSV file or pull them directly from a PatientBase site without building a CSV first.
Import from CSV
Go to Contacts
Go to Contacts.
Open the import dialog
Click Add Contacts and select Import CSV Contacts.
Upload a CSV file
Drag and drop your file, or click Select CSV File.
Map columns
Match each CSV Header to a contact field using Map To Field. Choose Do not import for columns you want to skip.
Review and start
Check the preview counts, choose whether to update existing matches, optionally apply tags/lists for this run, then click Start Import.
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.
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.
Import progress
After you click Start Import, the dialog shows Import Progress. The import continues in the background, so you can close the dialog and keep working.
Import directly from PatientBase
Go to Contacts
Go to Contacts.
Choose Legacy CRM Import
Click Add Contacts and select Legacy CRM Import.
Enter your PatientBase details
Enter the PatientBase site URL and paste the API key for the source site.
Start the import
Click Import Contacts. Hiveality converts the site URL to the correct import endpoint for you and starts the import in the background.
Track progress
Watch the progress bar for contact count and completion status, or close the dialog and keep working while the import finishes.
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.
Was this helpful?