As noted in the Available Fields section of this guide, the following fields are required when importing account data:
- First Name - required for individual accounts
- Last Name - required for individual accounts
- IsCompany - required if importing both individual and company accounts in the same spreadsheet
- Company Name - required for company accounts
The following fields are available for account import using the Import Manager:
|Field Name||Explanation||Example||Configure in NeonCRM before importing?||Required for Importing?||Required Values?||Field Selection Type||Type of Data||Max Characters|
|First Name||First name||Bill||Yes, for individual accounts||Free-entry||Text||30|
|Last Name||Last name||Smith||Yes, for individual accounts||Free-entry||Text||30|
|Is Company||Is this account a company account?||Yes||Required for imports containing both Individual and Company accounts.||Yes=1, No=0||Hidden||Boolean|
|Pinned Note+++||A note about an account. Appears in NeonCRM as a Pinned Note.||I had a nice conversation with this account on the phone. He likes fishing.||Free-entry||Text|
|Pinned Note Title||The title (subject) of an imported pinned note.||Stewardship phone call||Required for rows that include an account note.||Free-entry||Text||30|
|Address 1||First line of somebody's address.||534 Main Street||Free-entry||Text||64|
|Address 2||Second line of somebody's address. Commonly used for mailbox numbers and Unit numbers.||Apt #4||Free-entry||Text||64|
|Address 3||Third line of somebody's address. Not often used.||3rd Floor||Free-entry||Text||64|
|Address 4||Fourth line of somebody's address. Not often used.||Free-entry||Text||64|
|Address Type||Which type of address is recorded?||Home, Business, School||Home, Business, School||Drop-down||Text||50|
|Country||Country Name||United States||Drop-down||Text|
|Created By||Name of the person who created the account.||Staff name||Free-Entry||Text||25|
|Created Date||The time and date the account was created.||01/01/2001||Date||Text|
|†Data Sharing Consent||Status of consent given by the constituent to allow your organization to share their data with a 3rd-party service.||Consent Given||Consent Not Asked, Consent Given, Consent Declined||Dropdown||Text|
|Deceased||Is this person deceased?||Yes||y=Yes, n=No||Checkbox||Boolean|
|Department||Which department of their company do they belong to?||Marketing||Free-entry||Text||60|
|DOB||Date of birth. Must be in MM/DD/YYYY or MM-DD-YYYY format.||01/01/2011||Date||Date||15|
|Email 1||Email firstname.lastname@example.org||Free-entry||Text||80|
|Email 2||Secondary email email@example.com||Free-entry||Text||80|
|Email 3||Third email firstname.lastname@example.org||Free-entry||Text||80|
|†Email Consent||Status of consent given by the constituent to receive communication from your organization by email.||Consent Given||Consent Not Asked, Consent Given, Consent Declined||Dropdown||Text|
|Fax Area||Fax area code. Use this if you want to be able to run reports on area code information separately.||555||Free-entry||Text||10|
|Fax Number||Fax number, without the area code. Use this if you want to be able to run reports on area code information separately.||555-5545||Free-entry||Text||20|
|Fax Type||Type of fax number.||Home, Work||Drop-down||Text||20|
|Job Title||What is their job title in their company?||Executive Director||Free-entry||Text||100|
|Last Updated By||Who was the last person to modify this account information?||John Doe||Free-Entry||Text||25|
|Last Updated Time||When was the last time this account information was modified?||01/01/2010||Date||Date|
|Login Name||The login name for this account to use to log in to the NeonCRM front-end system.||exampleloginname||Free-entry||Text||25|
|Login Password||The password for this account to use to log in to the NeonCRM front-end system.||examplepassword||Free-entry||Text||25|
|†Mail Consent||Status of consent given by the constituent to receive communication from your organization by postal mail.||Consent Given||Consent Not Asked, Consent Given, Consent Declined||Dropdown||Text|
|Middle Name||Middle Name||Clifton||Free-entry||Text||20|
|Email Opt Out||Has this account opted out of receiving emails?||Yes||y=Yes, n=No||Checkbox||Boolean|
|Do Not Contact||Has this account opted out of receiving emails or physical mailings?||Yes||y=Yes, n=No||Checkbox||Boolean|
|Company Name||The name of the company this account works for||The Example Charity||Yes, for company accounts||Free-entry||Text||200|
|Phone1||Primary phone number.||555-555-5545||Free-entry||Text||20|
|Phone1 Area||Primary phone number's area code. Use this if you want to be able to run reports on area code information separately.||555||Free-entry||Text||10|
|Phone1 Number||Primary phone number without area code. Use this if you want to be able to run reports on area code information separately.||555-5545||Free-entry||Text||20|
|Phone1 Type||Determines whether the primary phone number is someone's home, mobile, or business number.||Home||Home, Business, Mobile||Drop-down||Text||20|
|Phone2||Secondary phone number||555-555-5545||Free-entry||Text||20|
|Phone2 Area||Secondary phone number's area code. Use this if you want to be able to run reports on area code information separately.||555||Free-entry||Text||10|
|Phone2 Number||Secondary phone number without area code. Use this if you want to be able to run reports on area code information separately.||555-5545||Free-entry||Text||20|
|Phone2 Type||Determines whether the secondary phone number is someone's home, mobile, or business number.||Home||Home, Business, Mobile||Drop-down||Text||20|
|Phone3||Third phone number||555-555-5545||Free-entry||Text||20|
|Phone3 Area||Third phone number's area code. Use this if you want to be able to run reports on area code information separately.||555||Free-entry||Text||10|
|Phone3 Number||Third phone number without area code. Use this if you want to be able to run reports on area code information separately.||555-5545||Free-entry||Text||20|
|Phone3 Type||Determines whether the primary phone number is someone's home, mobile, or business number.||Home||Home, Business, Mobile||Drop-down||Text||20|
|†Phone Consent||Status of consent given by the constituent to receive communication from your organization by phone.||Consent Given||Consent Not Asked, Consent Given, Consent Declined||Dropdown||Text|
|Preferred Name||The name this account prefers to use: e.g., "Bill" instead of William. This field can also be used to include additional contacts' names in a usable field for emails and letters: e.g., "Bill and Marcia" or "Bill Smith and Marcia Jones".||Bill||Free-entry||Text||200|
|Prefix||A prefix or title to a name.||Dr.||Drop-down||Text||20|
|Territory||Region. Use instead of State if the address is outside the United States or Canada.||Lapland (Finland)||Free-entry||Text||50|
|Salutation||The Primary Contact's name as it would appear in the addressee line of a letter.||Free-entry||Text||50|
|†SMS Consent||Status of consent given by the constituent to receive communication from your organization by SMS.||Consent Given||Consent Not Asked, Consent Given, Consent Declined||Dropdown||Text|
|Source||What is the Source of the account?||Community Event||Drop-down||Text||100|
|State/Province||Region for US or Canadian addresses.||Rhode Island||Drop-down||Text|
|Suffix||A suffix for a name.||Jr.||Free-entry||Text||20|
|URL||A website to associate with an account.||www.mywebpage.com||Free-entry||Text||80|
|How you want to address this household on a mailing label.||Lemon Family||Free-entry||Text||200|
|††Household Salutation||How you want to greet this household in a letter.||Mr. and Mrs. Lemon||Free-entry||Text||200|
|Ind/Company Type||Categorization of individuals and/or companies||Foundation, Volunteer||Checkbox||Text|
†Standard consent fields related to various consumer protection regulations.
††If you import Household Name and/or Household Salutation, Neon will populate those account fields and will also create a household on that account and set that individual as the primary household contact.
If you import Household Salutation data but not Household Name, the Household Name field will automatically populate with "[Household Primary Contact Last Name] Household".
You cannot add individuals to households via self import, you have to do that manually after the household is created. For this reason, we suggest you only populate the Household Name/Salutation fields for the individual you wish to designate as the primary household contact. You can then add contacts to that household after the import. Learn how to add household contacts here.
If your imported notes have no title, it will be imported as an "Untitled" pinned note.
Account data should be structured where each account is on a row and each column is a NeonCRM field:
NeonCRM does not require an ID number when importing accounts. However, if you have exported your account data from another system, you may find that each account has an account ID number. This ID number can be useful for importing into NeonCRM, as it can allow you to import transaction data (such as donations, memberships, or event registrations) at a later time.
For example, in the screenshot below, Ida Smith was Account ID 101 in our previous database. If I import this account into NeonCRM and later wish to import donations from my previous system, Neon will appropriately add all donations affiliated with Account ID 101 to Ida Smith's NeonCRM account.
Note that NeonCRM does not retain ID numbers from your previous system. For example, while Ida Smith may have been ID 101 in your previous system, she could be ID 1234 in NeonCRM. NeonCRM assigns sequential ID numbers upon import.
In addition to the standard fields listed in the Available Fields section of this guide, you can also import to account custom fields using the Import Manager. You cannot import to individual or company custom fields using the Import Manager. More information on how to manage and create account custom fields is available here.
If any of your account custom fields have multiple selected values (e.g. an "Email List" field with multiple list options), you will need to format them in a specific way on your spreadsheet in order to import all selected values to each account.
The Import Manager does not create relationships between accounts. However, as noted in the Available Fields section of this guide, the Import Manager can build households that can then be used to link the accounts of spouses, children, and other people living in the same home.
Importing to Household Name or Household Salutation will populate those account fields and create a household on the imported account. It will also set that individual as the primary household contact. Once you have completed your import, you can add additional accounts to the household by following this guide.
Certain types of data are not able to imported using the Import Manager. These include (but are not limited to):
- Relationships - any links between accounts, including household, employment, and/or account relations
- Individual- and company-specific account custom fields
- Activities, prospects, and grants
- Secondary contacts
- Volunteer data
- Timesheet data
- Seasonal addresses
- More than two addresses
A sample template for account import is available for download here: NeonCRM_Account_Data_Example_Template.xlsx
Please note that if you add data directly to this template file, you will need to save it as a .csv file before importing.
Assistance with troubleshooting imports as well as formatting data for import is only provided via consultation. For more information and to fill out a form requesting a consultation, please visit our NeonCRM Consultation page here. If the Import Manager limitations include data that you need to import, we can do a full custom import for you. For more information, please contact your account manager.