How to Import Data into Follow Up Boss

Importing your contact data into Follow Up Boss is a straightforward process that can help you organize leads, improve follow-ups, and boost sales. Here’s how to get started:

• Prepare Your Data: Clean and organize your contact list. Remove duplicates, standardize formats, and ensure all data is accurate and complete. Save the file as a CSV under 90MB.
• Upload Your File: Log into Follow Up Boss, navigate to Admin > Import, and upload your CSV file.
• Map Columns: Match your CSV headers (like "email" or "phone") to the correct fields in Follow Up Boss.
• Set Defaults: Assign default values like tags, agents, or lead stages for imported contacts.
• Review Results: Check for added, updated, or duplicate contacts and make any necessary adjustments.

Quick Tips:

• Use a test file (10–20 contacts) before importing all your data.
• Avoid special characters or multiple values in one cell.
• For help, email your CSV to imports@followupboss.com.

A clean import ensures seamless use of Follow Up Boss’s automation tools, helping you save time and focus on closing deals.

Follow Up Boss - Importing Contacts Best Practices

Preparing Your Data for Import

Getting your data sorted out before importing it into Follow Up Boss is a crucial step to ensure everything goes smoothly. According to research, nearly 70% of respondents spend at least an hour cleaning their data sets before importing them. Skipping this step can lead to costly errors - businesses risk losing up to 12% of their potential revenue because of bad data.

The prep work boils down to three main tasks: formatting your files correctly, cleaning up messy or incorrect information, and converting everything to the required file type. Putting in the effort now saves you from headaches later and ensures Follow Up Boss can handle your data without issues. Here’s how to approach these steps for a seamless import process.

Formatting Data in CSV Files

Follow Up Boss requires all data to be in a CSV (comma-separated value) format. Additionally, the file must be under 90MB to upload successfully. If your file is larger, you’ll need to break it into smaller parts or remove unnecessary data to stay within the limit.

The structure of your CSV file is just as important as its size. Start by adding column headers in the first row to clearly label the data, like "email", "first name", "last name", or "phone number". These headers help Follow Up Boss correctly map your data during the import.

Keep in mind that Follow Up Boss doesn’t support multiple values in a single cell. For example, if a contact has more than one phone number, create separate columns such as "phone_primary" and "phone_secondary". This ensures the system can process each piece of information properly.

Before uploading, clean up any problematic characters in your text fields, such as extra quotation marks or emojis. Also, make sure your file contains only one sheet. Having multiple sheets in a single file can confuse the system and cause the import to fail.

Cleaning and Organizing Your Data

Errors are common in databases - studies show that 10-25% of contacts in B2B databases contain inaccuracies. That means your data likely needs some attention before importing it into Follow Up Boss.

Start by evaluating your data’s overall quality. Look for duplicate contacts, incomplete records, and outdated information. Fill in missing details, like email addresses or phone numbers, to make your data more complete.

Duplicates are another issue to tackle. They not only take up space but also create confusion when managing leads. Use your spreadsheet software’s tools to identify and remove duplicates, or manually review your data if the dataset is small. If duplicates contain different useful details, combine them into a single, complete record.

Standardize your data so everything follows a consistent format. For example, ensure phone numbers, emails, and names are formatted uniformly. You can use the find-and-replace feature in your spreadsheet software to fix extra spaces or inconsistent capitalization.

Update outdated records wherever possible. Remove contacts with bounced emails, those who’ve unsubscribed, or leads who haven’t engaged with your business in a long time. Keeping outdated records can clutter your database and throw off your metrics.

Lastly, address incomplete records. If a contact is missing critical information - like an email address - it’s worth considering whether that record is still valuable. If not, it might be time to remove it.

Converting Files to CSV Format

If your data is stored in Excel, Google Sheets, or Numbers, you’ll need to convert it to CSV format before importing it into Follow Up Boss.

For Microsoft Excel, open your file, click "Save As", and choose "CSV (Comma delimited) (*.csv)" from the "Save as type" dropdown menu.

For Google Sheets, open your file, then go to File > Download > Comma Separated Values (.csv).

If you’re using Numbers on Mac or iOS, follow the specific conversion steps provided by Follow Up Boss.

Once you’ve converted your file, open it in a text editor or spreadsheet program to double-check that your data looks correct and that special characters haven’t been corrupted during the conversion process.

Step-by-Step Guide to Import Data into Follow Up Boss

Once your data is clean and properly formatted, you’re ready to import your contacts into Follow Up Boss. The process involves four key steps: uploading your file, mapping your data to the correct fields, setting default values, and reviewing the results. Carefully following these steps ensures your contacts are organized correctly in your CRM.

Uploading Your CSV File

Begin by logging into Follow Up Boss and navigating to the Import section. Go to Admin > Import, then click the "Import Your Contacts" button to open the import wizard. Select "Choose your CSV file," locate your file, and click "Open."

Before proceeding, confirm you have the proper opt-in consent from your contacts, as required by FCC TCPA regulations. Only click "Yes, I Confirm" if the necessary permissions are in place. If you encounter technical issues during the upload, you can email your CSV file to imports@followupboss.com for support.

Mapping Columns to CRM Fields

Once your file is uploaded, you’ll see the field mapping interface. The first row displays the headers from your CSV file, while dropdown menus in the second row allow you to match each column to the appropriate field in Follow Up Boss. Review the automatic mappings carefully to ensure accuracy, making adjustments as needed. Each piece of contact information should correspond to a specific field.

When everything looks correct, click "Save & Continue" to move forward. Proper mapping is critical for a successful import.

Setting Default Contact Values

In this step, you’ll set default values for fields that aren’t specified in your CSV file. You can assign an agent, select a stage (like "New Lead" or "Prospect"), and add tags to help organize your imported contacts.

If your CSV file includes an "assigned agent" column with names that match those in your system, Follow Up Boss will automatically assign contacts to the correct agents. If not, you can select a default agent for all imported records. Adding a unique tag, such as "Import_December_2024," makes it easy to filter and locate these contacts later. When you’ve configured these settings, click "Start your import!" to process the data.

Reviewing and Managing Imported Data

After the import finishes, Follow Up Boss provides a summary categorizing your contacts into three groups: Added (new contacts), Updated (existing contacts with updated details), and Duplicate (contacts already in your system). To review the results, go to Admin > Import. There, you’ll find a list of past imports with details like the file name, upload date, and counts for Added, Updated, and Duplicate contacts. Clicking on these counts will display the specific contacts in each category.

You can also filter your contact list by the unique tag you created during the import to quickly locate the new records. This makes bulk actions - like reassigning contacts to different agents or moving them to a specific pond - much easier. If there are any issues, you have up to 14 days to delete the import and start over. For minor corrections, you can use Follow Up Boss’s editing tools to make updates directly.

Always double-check contact assignments and stages, and update fields in bulk when needed.

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Troubleshooting Common Import Issues

Even with careful planning, data imports can sometimes hit a few snags. Some of the most frequent challenges include duplicate contacts, missing information, and file formatting errors. Knowing how to identify and resolve these issues can save you time and keep your import process running smoothly.

Resolving Duplicate and Missing Contacts

Follow Up Boss has built-in tools to minimize duplicate contacts during imports. It automatically matches records based on email addresses, names, or phone numbers. If a match is found, the system updates the existing contact instead of creating a new one.

Once your import is complete, you can review the results by going to Admin > Imports > View Past Imports. This section shows how many contacts were added, updated, or flagged as duplicates. If the number of "Added" contacts seems lower than expected, check the "Updated" category - some records may have been merged with existing ones.

For any duplicates that remain, use the merge feature to consolidate them.

If contacts are missing, double-check your CSV file to ensure that each entry includes at least one key identifier: a name, email address, or phone number. Contacts without these details will likely be rejected during the import.

Fixing File Format Errors

Formatting issues are a common reason for import problems. Here are some tips to avoid these errors:

• Each column should contain only one type of data and have a clear header, such as "email", "name", or "phone." Avoid placing multiple comma-separated values in a single cell, as the system won't recognize them correctly.
• Remove special characters like #, $, @, and ! from your data. Emojis and quotation marks in name columns can also cause issues.
• For date fields, stick to the MM/DD/YY or MM/DD/YYYY format. Number fields should only include whole numbers - no decimals or special characters.
• If you need to import multiple phone numbers or email addresses for one contact, separate them with a pipe (|) or list them on separate lines.
• When importing multiple tags, use a comma, semicolon, or vertical pipe to separate them.
• Ensure your CSV file contains only one sheet; multiple sheets can disrupt the import process.
• Keep your file size under 90MB to avoid upload errors.

Best Practices for Successful Imports

A little preparation goes a long way in preventing import headaches. Here are some tips to ensure a smooth process:

• Start with a small test file (10–20 contacts) to confirm your data is clean and formatted correctly before importing your full database.
• Add a unique tag during the import, like "Import_January_2025" or "Converted_Leads_2025", to easily track and filter your imported contacts later.
• Double-check your field mappings to ensure phone numbers, email addresses, and other key data points align correctly. You can map multiple columns to the same field if necessary.
• Always convert your files to CSV format and keep them under 90MB.
• If technical issues persist, email your CSV file to imports@followupboss.com for assistance. The Follow Up Boss team can help troubleshoot formatting problems.
• Focus on importing only current and essential data to maintain a clean, manageable database.

Using Ace AI for Better Data Management After Import

Once you've imported your data into Follow Up Boss, Ace AI takes things to the next level, streamlining your CRM workflow and helping you turn leads into meaningful relationships. By automating routine tasks and offering smart assistance, Ace AI ensures your pipeline keeps moving smoothly. Real estate teams have reported a 27% increase in conversions within the first month of using Ace AI, proving its value in maximizing the potential of your imported contacts. Let’s dive into how Ace AI can handle follow-ups, update records, and fit seamlessly into your workflow.

Automating Follow-Up for Imported Contacts

Keeping up with follow-ups for every contact can be overwhelming, but Ace AI simplifies this by automating repetitive CRM tasks and crafting personalized messages in seconds. As soon as your contacts are imported, Ace AI springs into action, initiating follow-up sequences for specific tags or categories.

For example, if you've imported 500 leads from a previous system, Ace AI can sort them by type, set up follow-up sequences, and draft personalized SMS messages or emails tailored to each contact. It even handles scheduling tasks, setting appointments, and activating action plans to ensure no contact slips through the cracks.

For teams that need constant engagement, the Ace RANT™ add-on takes it a step further. This feature sends automated, personalized SMS and email follow-ups around the clock while logging every interaction in Follow Up Boss. This means your newly imported contacts get immediate and consistent attention without extra effort from your team.

Ace AI also learns from your CRM’s structure and communication patterns, offering context-aware assistance. This ensures that every follow-up aligns with your business approach and the details available for each contact.

Using Voice and Chat Commands with Ace AI

Ace AI isn’t just about automation - it also makes managing large volumes of data feel effortless with natural language commands. Whether typed or spoken, these commands let you update records and manage contacts in a conversational, user-friendly way.

For instance, instead of clicking through multiple screens, you can simply say, "Move all contacts tagged 'Import_January_2025' with Phoenix addresses to the 'Hot Lead' stage", and Ace AI will handle the updates for you. This feature is particularly useful for managing details like contact stages, sources, custom fields, and tags.

Agents on the go can benefit from the AI voice chat feature. You can dictate notes using your microphone, and Ace AI will transcribe and file them in real time. The Ace Anywhere feature extends this capability to both mobile and desktop platforms, making it easy to run complex queries or perform bulk updates wherever you are.

Quick Setup and Integration

Getting started with Ace AI is quick and straightforward. Fully integrated with Follow Up Boss, it doesn’t require any extra extensions or logins - your team can jump right in using their existing credentials.

The setup process includes three simple steps: connecting your Follow Up Boss account, customizing your team branding, and enabling users. Admins handle the API integration to link Ace AI with Follow Up Boss, then tailor the assistant’s settings, including writing style, tone, and specific task instructions.

Ace AI analyzes your CRM data - such as notes, calls, texts, and web activity - to enhance follow-up context. For even more functionality, the Ace Intelligence Add-On can automatically fill and update custom fields in Follow Up Boss, keeping your imported data well-organized and up to date.

Conclusion: Getting the Most from Your Data Import

Importing data into Follow Up Boss requires careful preparation and attention to detail. When your data is well-organized, it eliminates unnecessary complications and helps you focus on what truly matters - engaging with your leads effectively. Start by prioritizing the import of your most relevant and actively used data, while leaving out outdated or irrelevant information that won’t contribute to meaningful interactions. This approach lays a solid foundation for using advanced tools after the import is complete.

To ensure a smooth import process, keep your CSV files under 90MB, use clear and descriptive headers, and remove any problematic characters like emojis or quotation marks. Make sure each column contains only one type of data, such as a single phone number, email address, or mailing address, to prevent mapping issues. If you run into challenges, Follow Up Boss provides direct support - just email your CSV file to imports@followupboss.com for assistance with more complex imports.

The real magic happens after the import. Clean and accurate data is just the beginning. By pairing proper import practices with Ace AI, you can unlock significant improvements in lead management. Real estate teams using Ace AI have reported a 27% increase in conversions within their first month. Ace AI helps transform your imported records into actionable opportunities by automating follow-up sequences, sending personalized messages, and keeping records updated. Whether you’re managing a large influx of new leads or fine-tuning your existing database, the AI assistant takes care of the routine tasks, allowing your team to focus on building relationships and closing deals.

A well-executed data import sets the stage for better engagement. With Ace AI managing repetitive CRM tasks, your team can quickly connect with contacts, track interactions effortlessly, and maintain consistent communication. This combination of clean data and smart automation creates a strong foundation for long-term success in your real estate business.

FAQs

What can I do if my CSV file is too large to import into Follow Up Boss?

If your CSV file exceeds 90MB, you'll need to break it into smaller chunks before importing. Follow Up Boss has a file size limit of 90MB, so splitting the data ensures the upload goes smoothly.

Dividing the file into smaller parts can also reduce errors and improve processing speed, especially if your dataset has more than 40,000 rows. Segmenting the data makes the import process faster and more efficient.

How do I make sure my contact data is correctly matched to the right fields when importing into Follow Up Boss?

When importing your contact data into Follow Up Boss, it's crucial to map each column from your CSV file to the correct fields in the system. Make sure key details - like names, phone numbers, and email addresses - are matched accurately to their corresponding fields. This step is essential to prevent errors and keep your contacts well-organized.

Prioritize the most critical data to simplify the process, and take the time to carefully review your mappings. Spending a few extra moments on this step ensures a smooth import, setting up your CRM to work seamlessly with your workflow.

How can I avoid creating duplicate contacts when importing data into Follow Up Boss?

When importing data into Follow Up Boss, the system works to keep your contact list tidy by automatically checking for duplicates. It does this by matching key details, such as email addresses or phone numbers, to existing contacts. This way, duplicate entries are less likely to sneak in.

If duplicates still happen to appear, you can quickly fix the issue using the merge contacts feature. This tool combines duplicate entries into one accurate record, ensuring your database stays clean and well-organized.