The Schoolzine platform allows you to easily import new or updated contacts. You can even separate your database into groups, allowing you to target your communications to specific contacts.
Please note: It is recommended that if you have any old contacts that they are removed first before you are bringing in a new contacts list, to ensure you have accurate communications. You may also have some contacts that have been brought into the system by subscribing themselves for example.
If you have a bulk list of contacts to be removed, it is recommended to use the bulk delete via a CSV list:
Preparing your Database
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- Create an Excel spreadsheet with the contacts First Name, Last Name and Email Address all in separate columns. If you use SMS you may also include a Mobile Number.
Note: Unless you have a custom email salutation such as ‘Dear Parents/Carers’ then the name you fill into the First Name field will populate into the email message. - Ensure there is only one email address per row.
- Create an Excel spreadsheet with the contacts First Name, Last Name and Email Address all in separate columns. If you use SMS you may also include a Mobile Number.
- Save your spreadsheet as a CSV (comma delimited) file.
Importing Your Database
- Log in to your Control Centre and select the Contacts menu tab.
- Select Import from the top of the page
- Select the Choose File button and navigate to where your file is saved.
- Click Next.
Note: If your database is not saved as a CSV file, you will not be able to proceed.
Mode
The next step is to select the Mode for your Import. Further information about each Mode can be found below.
Note: Schoolzine Recommends leaving this setting as Update
- Update – Set as Default – This will update all contact information within your account for these contacts. This will use the Email field to identify each of the contacts
- Ignore – This will ignore any contacts that are already in your Contact List within your Control Centre. This will use the Email field to identify each of the contacts
- Replace – This will replace the details of the contacts from the spreadsheet but will not update the subscription status for existing contacts within your Control Centre. This will use the Email field to identify each of the contacts
Note: Any contacts that have been Unsubscribed directly by either an Admin User, or by the contact unsubscribing themselves cannot have their Subscription Status updated via a Contact Import
If you have a Title Row in your spreadsheet to label the columns, make sure you check the ‘Ignore First Row?’ Checkbox. If you leave this unchecked and have a Title Row, this will lead to your import having an error.
Note: Your contacts will be added correctly regardless if this is checked or not.
Map Fields
- The first row of your .csv file will automatically map to the relevant fields.
Note: If your fields are not mapped automatically, you can set them to the appropriate setting using the dropdown option. - Once all the fields are mapped correctly, Click Next.
Group
- If you would like to add your contacts to a particular group/s, select the required group/s from the available list. New groups can also be created here.
Note: Groups allow you to target specific contacts when sending out communications. - Click Import.
- A notification will appear to notify you of your imports’ success.
- To review your import, click the View button, or the notification.
Reviewing Your Import
- Log in to your Control Centre and select the Contacts menu tab.
- Select Import from the top of the page
- Select the Import History button at the top of the page.
Note: This will take you to an overview of all contact imports into the system, which includes total number of contacts imported and if there were any errors whilst importing. - Select the date to inspect a specific import.
- If there were any errors during the import, select View errors to see what they were.
Note: Many database errors are caused from common mistakes, such as a space in an email address or the @ symbol not being present. - Errors can be resolved by selecting the error under Note and then fixing and Resubmitting the contact or Discarding the contact.
