Import Contacts

Article Contents

1. Overview
2. Steps to Import Your Contacts
3. Contact Types
4. Fields That Can Be Imported
5. Duplicate Contacts
6. Link Individuals to Companies

Overview

Hiro supports importing contacts from other platforms to get you up and running quickly. Contacts are required in Hiro for creating projects and raising invoices.

Steps to Import Your Contacts

Prepare Your Spreadsheet

1. Export your contact information from your current platform in Excel (*.xlsx) or CSV format.

2. Ensure that the first row contains headings (e.g., First Name, Mobile, Company Name). The order of these headings doesn’t matter, and the header names don't need to exactly match specific terms. However, each header should clearly describe the data in its column, as you will map these columns to Hiro fields later in the import process. For a complete list of supported data fields, refer to the Fields That Can Be Imported section.

3. Each row from row 2 onward should represent a unique contact Don’t include any unrelated or unstructured data in the spreadsheet.

Upload Your Spreadsheet

1. In Hiro, navigate to the Settings module, and select Import Contacts. You must be a Hiro Global Administrator to access this page.

2. Select your spreadsheet file, then click the "Upload and Analyse" button.

3. Hiro will read the headings in your spreadsheet and suggest matches for each column. You can adjust these matches using the dropdown menus if necessary.

   Example: Hiro may interpret column "D" labelled in your spreadsheet "FirstName" as "Given name," and you can confirm or change this mapping if needed.

4. Once you’ve matched all your headings, click the "Import Contacts" button to complete the upload.

Contact Types

Hiro supports two types of contacts - either companies or individuals (learn more here).

You will be required to match at least three of your spreadsheet headings to Hiro's name fields for these two contact types:

• Company name

• Individual given name

• Individual surname

If a contact in your spreadsheet has a value in either the individual given name or individual surname fields, it will be imported as an individual type contact, otherwise it will be imported as a company contact.

Fields That Can Be Imported

The following Hiro Fields represent the fields you can match to the column headings in your import spreadsheet. These fields allow you to import contact information efficiently and accurately into Hiro. Some fields are mandatory to ensure your contacts are set up correctly, while others are optional and can be included if the information is available. Importing as much data as possible is recommended to optimise your Hiro setup.

To successfully import your contact data:

• Match each Hiro Field to a column heading in your spreadsheet using the dropdown menus provided during the import process.

• Mandatory fields must be matched for the import to proceed.

• Optional fields can be left unmatched if you do not have corresponding information.

Duplicate Contacts

All contacts in the Address Book must have a unique name.

If a contact is found in your uploaded spreadsheet file with a name matching a contact that already exists in Hiro, the importer will ignore that row. Data of your existing contact with that name in Hiro will remain unchanged.

Link Individuals to Companies

For individual type contacts, you can optionally choose to link them to a parent company (e.g., you want to create a contact for a person who is an employee within a business). Linked individuals appear underneath their parent company contacts in search results, like below:

If you want to import individual contacts as linked to a parent contact, ensure that all three name fields are populated in your spreadsheet:

• Company name

• Individual given name

• Individual surname

When Hiro encounters a contact in your uploaded spreadsheet with all three name fields populated:

1. an individual contact will be created with a name comprised of the given name and surname fields;

2. an additional company contact will be created in Hiro named the same as the company name field in the spreadsheet on that same row; and

3. the individual contact created in Hiro will be linked to the company contact created.

If a row in your spreadsheet has that same company name, with no individual name fields populated, the contact data (e.g., address, phone numbers, website) will be imported from that row. Otherwise, the contact data on the same row as the linked individual contact in your spreadsheet will be used for populating the contact data for the company contact.