The organization import creates or updates many organizations and their contacts from one spreadsheet. It is the fastest way to load your client list when you start with Airstudio, and it can be run again later to add contacts or update fields.

How the file is structured

The importer expects one row per contact. An organization with three contacts is three rows with the same organization name. An organization with no contacts is one row with the contact columns left blank.

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Organization names must match exactly across rows, including punctuation and spacing. Two schools with the same name need a distinguishing unique identifier; contact support before importing if you have this situation.

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Running the import

  1. Open Organizations and click Import Organizations.
  2. Choose the Import Record Sync field: the column that identifies an existing organization, normally Organization Name or Unique Identifier. Rows that match an existing organization update it; others create a new one.
  3. Drag the CSV or Excel file into the import box.
  4. Match your columns to Airstudio fields by dragging each heading onto the field it belongs to. Columns whose headers already match a field or custom field name are mapped automatically.
  5. Click Validate Import. Rows with Warnings import with the noted issue; rows with Fatal errors are listed and must be corrected in the file before the import can proceed.
  6. Click Save. Large imports continue in the background.

Fields you can map

Group Fields
Organization Organization Name, Organization Unique Identifier, Organization Category (School or Commercial), Account Manager Full Name, Stage Name, Stage Color, Teams, Notes, Task Collection Template Name
Location Location Name, Address Line One, Address Line Two, City, State, Zip
Contact Contact First Name, Contact Last Name, Contact Job Title, Contact Email, Contact Secondary Email, Contact Phone, Contact Phone Extension, Contact Secondary Phone, Contact Secondary Phone Extension, Contact Password, Contact Login Access, Contact Notes
Custom Fields Any custom field defined on your organizations or in a Custom Field Set

Common validation messages

Message Fix
Account manager not found The name must match an employee's full name exactly.
Category must be School or Commercial Correct the spelling; no other values are accepted.
Duplicate email Each contact email may appear once across the file, and cannot belong to an existing employee or subject.
One stage per organization All rows for an organization must carry the same Stage Name.
Stage color must be a hex value Use the form #1E90FF, or leave it blank to keep the stage's existing color.
Regions not found Team names must match existing teams exactly.
Location fields incomplete A location needs at least a name and address line one.
Login access must be true or false Use true or false in the Contact Login Access column.
Phone format Digits only; put the extension in its own column.

Before you import

Reference