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Import My Existing Client Information into the Contact Tool

May 27 2025 | By: PhotoBiz Knowledge Base

How to Import Contacts into PhotoBiz

Overview

You can import contacts into PhotoBiz by uploading a properly formatted CSV file in the Contacts section of your control panel. This is helpful when you are moving contacts from another email provider, contact manager, spreadsheet, or CRM.

This guide explains how to prepare your CSV file, upload it to PhotoBiz, map your contact fields, and review your import summary. Once complete, your contacts will be added to your PhotoBiz Contacts so you can organize them by type, apply tags, and use them in your marketing workflows.

Prerequisites

Before you begin, make sure your contact file meets these requirements:

  • Your file must be saved in .CSV format.
  • Your file must be 4MB or less.
  • Your file can include up to 5,000 total spreadsheet cells.
  • Each contact must include a valid email address.
  • You must have permission to email the contacts you are importing.

A spreadsheet cell is one individual field in your CSV file. For example, one row with 5 columns uses 5 cells. A file with 1,000 contacts and 5 columns would contain 5,000 cells.

Large CSV files with more than 5,000 total cells may time out during import and generate an error. If your file is too large, split it into smaller CSV files before importing.

Preparing Your CSV File

Before uploading your contacts, review your CSV file to make sure the information is organized correctly. The first row of your file must contain column titles in English. Your file must include a column labeled Email.

To reduce the chance of an import timeout, remove any columns you do not need before uploading your file. Keeping your CSV file simple helps the import process complete successfully.

You can include any of the following supported columns:

  • First Name
  • Last Name
  • Email
  • Phone
  • Work Phone Number
  • Company Name
  • Birthday
  • Facebook
  • Address Line 1
  • Address Line 2
  • City
  • Country
  • State or Province
  • Zip Code
  • Shipping Address
  • Shipping City
  • Shipping Country
  • Shipping State or Province
  • Shipping Zip Code
  • Notes

PhotoBiz will skip duplicate contacts, contacts without an email address, and contacts with invalid email addresses.

STEP ONE

Export Your Contacts

Export your contact list as a .CSV file from your email provider or contact manager. Most platforms offer this as a standard option.

STEP TWO

Format Your CSV File

Before uploading, make sure your file is properly formatted:

  • The first row must contain column titles in English
  • You must include a column labeled Email
  • You can also include any of the following optional fields:
  • First Name
  • Last Name
  • Phone
  • Work Phone Number
  • Company Name
  • Birthday
  • Facebook
  • Address Line 1
  • Address Line 2
  • City
  • Country
  • State or Province
  • Zip Code
  • Shipping Address
  • Shipping City
  • Shipping Country
  • Shipping State or Province
  • Shipping Zip Code
  • Notes

STEP THREE

Understand Contact Limits & Duplicates

  • You can import up to 5,000 contacts per upload

  • The system will skip duplicates and any entries:

    • Without an email address

    • With an invalid email address

Here's an example of the type format you'll want to follow for your CSV file.

IMPORTING YOUR CSV FILE

STEP ONE

Log Into Your Account

Log into your PhotoBiz account and click Contacts in the left-hand menu.

STEP TWO

Start the Import Process

Click the Import button in the Contacts control panel.

STEP THREE

Upload Your File

Select your prepared .CSV file and click the green CONTINUE button.

STEP FOUR

Preview & Map Your Columns

You’ll see a preview of your contacts. Use the drop-downs above each column to match your CSV headers with the correct fields in PhotoBiz (e.g., First Name, Email, etc.).

STEP FIVE

Add Import Details

  • Select a Type: Choose Customer, Lead, or Vendor

  • Add Tags: Enter any tags you’d like to assign (e.g., "2025 Clients") and click ADD TAG

  • Certify Permission: Check the box to confirm you have permission to email these contacts

STEP SIX

Complete the Import

Click the IMPORT button to begin importing your contacts. You’ll see a progress bar showing the upload status.

STEP SEVEN

View Import Summary

Once the import is complete, click VIEW SUMMARY to see details like:

  • Number of contacts imported

  • Type of contacts (Customer, Lead, Vendor)

  • Tags applied

  • Number of skipped contacts (due to duplicates or missing emails)
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