Contact Import & Export

Easily manage your contact lists by importing or exporting data in bulk using AVA and GoHighLevel (GHL) tools.

Details

Expedite your contact management through the use of mass import and export features on AVA and GHL.

Managing Contacts

AVA

Follow these steps to import your contacts from a connected CRM, upload them from a file, or add them manually one at a time.

1. Open the Contacts Page

   • From your dashboard, click Contacts in the sidebar.

     

   • On this page you’ll see three options for adding contacts:

     • Add from CRM (pulls data from your connected GoHighLevel account)
     • Upload from file (bulk import via XLSX or CSV)
     • Add contact (manual entry for a single record)
2. Add from CRM

   • Make sure your GoHighLevel agency account is connected first.

   • Click Add from CRM to open a side panel with available contacts.

     

   • Use the filter at the top of the panel to narrow results by tag if you have many contacts.

     

   • Contacts missing required data (like a phone number) will display a warning and won’t import.

     

   • When ready, click Add Contact at the bottom of the panel to complete the import.

     
3. Upload from File

   • Click Upload files.

     

   • In the interface that opens, click Browse File, then drag-and-drop or select your files.

     

   • Requirements:

     • Formats: .xlsx and .csv
     • Maximum file size: 5 MB each
     • Up to five files at a time

   • After selecting, click Upload all to begin processing.

   • The status section will display:

     
     • Pending: contacts waiting to be processed
     • Completed: successfully imported records
     • Failed: records rejected due to missing data or formatting errors
     • Removed: records taken out if you delete a file from the batch

   • Tip: Use the Download Sample File button to see the correct headers and required fields if uploads fail.

     
4. Manual Contact Entry

   • Click Add contact to enter details one at a time.

     

   • Fill in:

     
     • First Name
     • Last Name
     • Phone number
     • Email (optional, must be valid if provided)
     • Time zone
     • Any additional fields you’d like Ava’s agents to use

   • Click Save contact to add it to your list.

5. Review Contacts & Import History

   • After importing, all records appear on the Contacts page with their source (CRM, File, or Manual).

     

   • To see details of an upload, go to the Import History tab inside a campaign:

     
     • Shows upload date, file name, total records processed, and current status.

   • Records are flagged as invalid if they:

     • Are duplicates of existing contacts
     • Have invalid email or time zone
     • Have missing required fields (First Name, Last Name, Phone, Time zone)

   • Supported phone number formats:

     • 1-XXX-XXX-XXXX
     • 1 (XXX) XXX-XXXX

GHL

Follow these steps to import or export contacts using your GoHighLevel (GHL) dashboard.

Importing Contacts

1. Navigate to Contacts

   • In your GHL dashboard, click Contacts.

   • At the top of the contacts page, you’ll see two icons:

     • Import (arrow pointing inward).
     • Export (arrow pointing outward).

   • Click on the Import icon.

     
2. Choose Contacts or Opportunities

   • Select whether you are importing Contacts or Opportunities.

   • This choice determines the available actions and the required fields for mapping.

     
3. Upload Your CSV File

   • Click **“Click to upload or drag and drop csv” **(max size 30MB).

   • Upload your CSV file through this prompt.

     
4. Map Your Fields

   • In the mapping section, you will see:

     • The column header from your file.
     • A preview of the data.
     • The mapping status (whether each field is already mapped).
     • The object type.
     • The field selection.
     • An option to skip updating empty fields.

   • Review which fields are required and ensure they are properly mapped.

   • Choose whether or not to update fields if the incoming data is empty.

     
5. Verify and Review Import Settings

   • In the Verify section, review the contacts being imported.

   • Configure your import preferences:

     • Create a Smart List.
     • Add contacts to an existing published workflow.
     • Add tags to your imported contacts.

   • Accept the Terms and Conditions at the bottom of the page.

   • Click Start Bulk Import to complete the process.

     

Exporting Contacts

1. Select Contacts to Export

   • From the Contacts list, select the contacts you wish to export.

   • Use the checkbox next to each contact to make your selection.

     
2. Review and Export

   • A summary of your selected contacts will appear.

   • Review the selection to ensure accuracy.

   • Click Export Contacts once you’re satisfied with the selection.

     

FAQs & Troubleshooting

General Questions

Can I import both contacts and opportunities?

Yes, in GHL you can choose between importing Contacts or Opportunities. In AVA, you can import only contacts, but you can do so via CRM, file upload, or manual entry.

What file formats are supported for import?

• AVA supports .xlsx and .csv file formats up to a maximum of 5MB each, with up to five files uploaded at once.
• GHL supports only .csv files with a maximum file size of 30MB. Ensure your files are properly formatted before uploading to avoid issues.

How can I check if my import was successful?

• In AVA, check the Contacts page to see newly added records and use the Import History tab inside a campaign to review upload date, file name, records processed, and status.
• In GHL, you’ll see an import summary before completing the process, and can verify results on the Contacts page.

Configuration

What fields are required to import contacts?

Required fields are the same across AVA and GHL:

• First Name (required)
• Last Name (required)
• Phone number (required, must be North American format)
• Timezone (required)

Email and Insight are optional. Missing required fields will cause the record to fail import.

What causes a record to be marked as invalid?

A contact will be marked invalid if:

• It’s a duplicate of an existing record
• The email is invalid (if provided)
• The timezone is invalid
• The phone number is invalid (only North American supported)
• Required fields (First Name, Last Name, Phone, Timezone) are missing

📞 Phone numbers must be formatted as: 1-XXX-XXX-XXXX or 1 (XXX) XXX-XXXX.

Can I update existing contacts without overwriting empty fields?

Yes. Both AVA and GHL provide options to skip updating empty fields during imports so existing data isn’t overwritten by blanks.

Usage and Results

How do I fix errors found during import?

• In AVA, check the status section after uploading. Failed contacts can be corrected using the sample file format for reference, then re-uploaded.
• In GHL, errors are flagged during field mapping or import verification and must be corrected in your CSV before retrying.

Can I add imported contacts directly into workflows or smart lists?

Yes, GHL allows you to:

• Add imported contacts to Smart Lists
• Assign tags
• Include them in existing published workflows during the import process

AVA does not support adding contacts directly into workflows during import.

Is it possible to export a filtered list of contacts?

Yes. In GHL, you can apply filters to your contact list before exporting. Select the filtered contacts and click Export Contacts.
AVA does not currently support contact export.

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