{"id":14170,"date":"2026-10-06T05:38:16","date_gmt":"2026-10-06T03:38:16","guid":{"rendered":"https:\/\/planfix.com\/blog\/?p=14170"},"modified":"2026-10-06T05:38:16","modified_gmt":"2026-10-06T03:38:16","slug":"import-export-contacts","status":"publish","type":"post","link":"https:\/\/planfix.com\/blog\/video\/import-export-contacts\/","title":{"rendered":"How to Import and Export Contacts in Planfix"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Importing and exporting contacts in Planfix takes a prepared file and a few clicks, so a client base moves in or out without retyping. The risk is duplicates on the way in and missing fields on the way out. This short video shows both directions, and the steps below follow the same path, starting with <a href=\"https:\/\/planfix.com\/help\/Importing_contacts\">importing contacts into Planfix<\/a>.<\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Importing and exporting contacts in Planfix | Step-by-step Guides\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/Xctgx8AldAc?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\">What you&#8217;ll learn: how to import and export contacts in Planfix<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Export contacts from a contact filter to Excel, CSV or Google Sheet (0:07).<\/li>\n\n\n\n<li>Import contacts and companies from CSV, XLS or XLSX (0:38).<\/li>\n\n\n\n<li>Prepare the file: name field, UTF-8 encoding, date formats.<\/li>\n\n\n\n<li>Pick how Planfix handles contacts that already exist.<\/li>\n\n\n\n<li>Map file columns to contact fields.<\/li>\n\n\n\n<li>Export through a report or a general account export.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">How to import and export contacts in Planfix, step by step<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\">Step 1. Prepare the file<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Import runs from a file in CSV, XLS or XLSX format; Microsoft Project files work too, but only links and dates transfer from them. Column names do not have to match the field names in the contact card, because you map them during import. Three rules matter: include at least one standard field for the contact or company name, save CSV in UTF-8, and write dates as <strong>dd-mm-yyyy<\/strong>, or <strong>dd-mm-yyyy mm:hh<\/strong> for date and time fields. Single-digit days and two-digit years are not supported; a period or slash can replace the dash.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 2. Start the import and pick a template<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Open the <strong>Contacts<\/strong> section and click <strong>Import<\/strong> on the action panel. The import window has three blocks: file upload, import settings and data for import. In the settings, choose <strong>Contacts<\/strong> or <strong>Companies<\/strong>, which is set by the template you pick from the list. Import companies first and contacts second: the <strong>Company<\/strong> column in a contact import needs a company name that already exists. A company that is missing is created automatically during import. Trial and Free accounts have a cap on stored contacts, and the import respects it.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 3. Decide what happens to existing contacts<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The settings offer three ways to treat contacts that already exist:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Ignore existing contacts:<\/strong> a contact that matches one in the list is not added again.<\/li>\n\n\n\n<li><strong>Update data of existing contacts during import:<\/strong> the preferred option, where Planfix finds the match and supplements it with data from your file.<\/li>\n\n\n\n<li><strong>Treat all contacts as new:<\/strong> everything is uploaded with no checks, which fits an empty account and otherwise creates duplicate cards.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">With the first two options you also set how the system recognises a match: sets of fields, or a custom field holding a unique key.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 4. Map the columns and start the import<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The last block shows a few lines from your file so you can map its columns to the template fields. You must select the column with the contact or company name. When a value in the first row matches a Planfix field name, the pair is mapped automatically. Map several email addresses to the <strong>E-mail<\/strong> field one by one: the first becomes the primary address, the rest additional ones. Click <strong>Start import<\/strong>, and a window shows how many contacts reached your <a href=\"https:\/\/planfix.com\/features\/contacts\/\">single contact database<\/a>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 5. Export contacts from a contact filter<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Export starts from any contact filter with the <strong>Export<\/strong> button, which downloads every contact matching that filter. Excel is the default format; CSV and Google Sheet are also available. Quick filters on the list columns narrow the selection, and you choose which contact fields the file includes. The history of <a href=\"https:\/\/planfix.com\/help\/Exporting_contacts\">exporting contacts<\/a> stays in a log for 90 days, like other activity logs.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Step 6. Export through reports or a general export<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">For a file shaped a particular way, build a report: add a column for every contact or company field you need, set the filter conditions (with none set, the report returns all contacts), run it and export the result to Excel. <a href=\"https:\/\/planfix.com\/features\/reports\/\">Planfix reports<\/a> are the route when a filter export is not detailed enough. The third option is a general export of all data and files in the <strong>Account management<\/strong> section, downloaded as a ZIP broken out by sections in JSON; only the <strong>Primary Account Admin<\/strong> can run it, once every 30 days.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Who it&#8217;s for<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Moving contact data in and out is routine for several roles:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Teams new to Planfix:<\/strong> upload the client base in two passes, companies then contacts.<\/li>\n\n\n\n<li><strong>Sales and account managers:<\/strong> refresh existing contacts from a supplier or event list without doubling cards.<\/li>\n\n\n\n<li><strong>Marketing:<\/strong> export one segment, picked with quick filters and limited to the fields a campaign needs.<\/li>\n\n\n\n<li><strong>Finance and management:<\/strong> pull contact and company data into a report, then into Excel.<\/li>\n\n\n\n<li><strong>Account admins:<\/strong> take a general export when a full copy of the account is needed.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">FAQ<\/h2>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-what-file-formats-can-i-use-to-import-contacts\"><h3 class=\"aioseo-faq-block-question\"><strong>What file formats can I use to import contacts?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">CSV, XLS and XLSX, plus Microsoft Project files, from which only links and dates transfer. CSV must be UTF-8, and the file needs at least one standard field for the contact or company name.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-how-do-i-avoid-duplicate-contacts-when-importing\"><h3 class=\"aioseo-faq-block-question\"><strong>How do I avoid duplicate contacts when importing?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">Choose <strong>Update data of existing contacts during import<\/strong> or <strong>Ignore existing contacts<\/strong>, then set how a match is recognised: a set of fields, or a custom field with a unique key. <strong>Treat all contacts as new<\/strong> skips every check, so keep it for an empty account.<\/p>\n<\/div><\/div>\n\n\n\n<div data-schema-only=\"false\" class=\"wp-block-aioseo-faq\" id=\"aioseo-can-i-export-only-part-of-my-contact-list\"><h3 class=\"aioseo-faq-block-question\"><strong>Can I export only part of my contact list?<\/strong><\/h3><div class=\"aioseo-faq-block-answer\">\n<p class=\"wp-block-paragraph\">Yes. A filter export downloads only the contacts in that filter, quick filters narrow it further, and you pick the fields. Excel is the default, with CSV and Google Sheet as options.<\/p>\n<\/div><\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Move your client base in one pass<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Start with a small file, map it once and let the matching rules protect the data you already have. Contact data is the base layer for everything else in <a href=\"https:\/\/planfix.com\/crm\/\">Planfix as a CRM<\/a>, and it links to task data through <a href=\"https:\/\/planfix.com\/blog\/video\/linked-fields-in-planfix\/\">linked fields between tasks and contacts<\/a>. New to Planfix? <a href=\"https:\/\/planfix.com\/signup\/\">Sign up<\/a> to try it.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Short video + steps: import and export contacts in Planfix, map CSV columns to contact fields, handle duplicates and export your client base to Excel.<\/p>\n","protected":false},"author":146,"featured_media":0,"comment_status":"open","ping_status":"","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"om_disable_all_campaigns":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"_s2mail":"","footnotes":""},"categories":[498],"tags":[508,442],"class_list":["post-14170","post","type-post","status-publish","format-standard","hentry","category-video","tag-contacts","tag-migration"],"acf":[],"aioseo_notices":[],"aioseo_head":"\n\t\t<!-- All in One SEO Pro 4.9.10 - aioseo.com -->\n\t<meta name=\"description\" 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