Using the "Contacts" module of Callbell, it is possible to import a list of WhatsApp contacts into the platform. Once the import is done, contacts will be saved in 2 sections: in the "Contacts" module section and in the "Chat Management" module section as empty WhatsApp chats.
1. Preparation of the CSV File
The supported format for import is comma-separated values (CSV). The required headers are:
- NAME: the full name of the contact.
- PHONE: the phone number of the contact with the international prefix.
- TAG (optional): labels useful for categorizing contacts.
- Custom fields (optional): additional information about the contact that we want to add in the dedicated section.
To create the file, use a spreadsheet and save it in CSV format separated by commas. Check our CSV file example before preparing the CSV file.
Ensure that all phone numbers contain the international prefix (e.g., 39 for Italy).
2. Uploading Contacts
Access the "Contacts Module" section (only admin users can view this module) and click on Imports > Import Contacts.
Select the option to upload a CSV file and choose the prepared file.
3. Import Options Setup
Before the import, you can select some options, specifically:
- Import contacts into the chat module as Open or Closed Conversations: decide whether to import contacts as already open or closed conversations.
- Contacts Assignment: choose whether to assign new contacts to a specific collaborator or team, or leave them unassigned.
- Associate contacts with a specific channel: if you work with the WhatsApp multichannel, you can decide which WhatsApp account to attribute the imported contacts to.
4. Managing Duplicate Contacts
The system will automatically recognize contacts already present in Callbell. Only new contacts will be imported and created. Duplicate contacts will not be overwritten (meaning that if there are differences between the existing contact and the duplicate in the CSV, they will not be considered).
5. Confirmation and Notification
Once everything is confirmed, the system initiates the import process. You will receive an email notification once the import is complete to confirm that everything went well. In case some contacts were not imported correctly, you can view them by clicking the "View Details" button. From there, you can also download the list of all contacts that were not imported correctly.
Useful Tips
- Ensure that all phone numbers contain the international prefix (e.g., 39 for Italy).
- Verify the data: ensure that the data in your CSV file is correct and well-formatted to avoid errors during import. If you want to import lists with a high number of contacts, we recommend testing with a reduced number of contacts first to verify that everything is in the correct format.
- Use appropriate TAGs: If you use TAGs, make sure they are relevant and useful for easy categorization.