Import and export · Systemly

Prepare a CSV file

The file needs a header row and at least one data row. A First name column is required; other columns are optional. Upload a file no larger than 5 MB and import at most 5,000 contacts at a time.

Field	Required	Import behaviour
First name	Yes	Rows without it are skipped.
Last name	No	Stored as contact identity.
Email	No	Lowercased, validated, and used as the primary duplicate key.
Phone	No	Used as a fallback identity when email is absent.
Business	No	Stored as the contact's business name.
Lead source	No	Defaults to CSV import when left blank.
Address, city, state, postal code, country	No	Stored as location fields.
Notes	No	Stored in the contact's general notes field.

Import contacts

Open CRM and select the Upload CSV icon.
Choose a CSV file, or paste CSV data into the dialog.
Review the suggested column mapping and set unused columns to Ignore.
Map one column to First name.
Optionally select tags to add to every successfully imported contact.
Choose whether existing contacts should be updated, then start the import.

How duplicates are handled

Systemly looks for an existing contact by lowercase email first. If a row has no email, an exact stored phone number can be used instead. With Update contacts that already exist selected, mapped values are written to the matched record and selected tags are added.

Turn the option off to skip records whose email already exists. Rows without either an email or phone cannot be matched and create separate contacts, so include a stable identity field whenever possible.

Skipped rows and validation

Rows are processed independently. A missing first name, invalid email, contact-limit failure, or another row-level error does not roll back contacts that were already imported. The completion message reports created, updated, and skipped totals.

Split files larger than 5 MB or 5,000 data rows into smaller batches.
Use a normal comma-separated file; quoted commas and line breaks are supported.
Correct skipped rows in a new file and import only those rows again.
Test a small sample first when changing many existing contacts.

Export contacts

Select the Download CSV icon in CRM. The export contains up to 50,000 active contacts from the current workspace, ordered newest first. It exports the whole active contact list, not only the current search, filters, page, or selected rows.

Columns include first and last name, email, phone, business, status, lead source, city, state, country, assigned owner, semicolon-separated tags, and created time. General notes, street address, postal code, custom fields, timeline entries, and deleted contacts are not included.

Import and export permissions

Contact import and export are independent permissions. A member may be allowed to view or edit contacts without being able to move data into or out of the workspace.