Contacts & Consent - Importing Contact Data
Contacts & Consent - Importing Contact Data
To successfully implement the Contacts, three import templates must be used. These imports must be completed in the following order to ensure the system can properly associate contacts and addresses with the correct property records:
Importing Property/Unit Data
Importing Contact Additional Addresses Data
Importing Contacts Data
This import process is used for initial setup and bulk data additions. It’s ideal for:
New implementations to load all property and contact data at once
Adding new associations with their full set of properties and contacts
Importing contacts for new properties so records are created and linked correctly from the start
This ensures data is accurate, complete, and properly connected, while reducing manual entry.
Importing Property/Unit Data
The Property/Unit template allows you to create the property record and serves as the foundation for the entire import process. These steps must be completed first, as all additional data such as contacts and addresses must be linked to an existing property record. If a property record is not created in advance, related data can’t be properly associated, which may lead to incomplete or inaccurate records.
This import captures key information for each property, including the Property or Unit ID, account information, and the primary homeowner record.
Follow these steps to complete and import the Property/Unit template:
In CINC Core, go to Tools > Data Import.
The Data Import page displays. From the Data Type drop-down, select Property/Unit.
Click the Excel XLSX link to download the appropriate template.
Enter the appropriate information in the Excel template.
Note: Refer to the Import Instructions tab in the Excel template for detailed information.
Click the Upload icon next to the Excel File field.
Locate and upload the completed Excel template.
The Options drop-down determines how the system handles the property data in your import file compared to what already exists. Select either Append or Replace.
Notes:
Append: The system adds everything in your file as new property accounts and does not touch or change existing properties. Use this when adding new properties or when you don’t want to risk changing or removing current data.
Replace: The system deletes all existing properties for each association in the file and then recreates them using the data in your template. If any property has financial transactions, the system can’t delete it and the import will fail. Use this when you need a full reset of property data or when you are confident there are no financial transactions blocking deletion.
Select the 1st Letter Capitalization checkbox to automatically capitalize the first letter of values such as names and streets.
If you want to view the records after importing, enter a date or click the calendar icon to select a date in the View log starting from field.
Note: The system displays only log entries from the selected date forward. Use this to review recent import activity only, troubleshoot a specific import run, or to avoid sorting through older or unrelated logs.
Click Import.
If an import fails, the system displays an error message indicating the specific row and column where the error occurred, along with the reason for the failure. Note the row number and error message from the Import page. Correct the error in your template and then re-upload the corrected template.
Note: Successfully imported rows are not affected when fixing failed rows.
Once imported, this information displays as the Property Address on the Contacts tab of the homeowner record, serving as the central reference for all contact and address data going forward.
Importing Contact Additional Addresses Data
The Contact Additional Addresses template lets you add secondary addresses for contacts associated with a property. This ensures that addresses beyond the primary mailing address are accurately recorded and linked to the correct contact, supporting proper communication and maintaining high-quality data in the system.
Examples of additional addresses that might be imported include:
An alternate mailing address for the homeowner
A vacation home address
A PO Box for receiving correspondence
Important: Before completing the import, make sure the Homeowner Address Type options are set up in System > Drop Down Options.
The value entered in the Address Type column of the import template must exactly match one of these configured options. If it does not match (including spelling or formatting differences), the row will be rejected during import.
Follow these steps to complete and import the Contact Additional Addresses template:
In CINC Core, go to Tools > Data Import.
The Data Import page displays. From the Data Type drop-down, select Contact Additional Addresses.
Click the Excel XLSX link to download the appropriate template.
Enter the appropriate information in the Excel template.
Note: Refer to the Import Instructions tab in the Excel template for detailed information.
Click the Upload icon next to the Excel File field.
Locate and upload the completed Excel template.
The Options drop-down determines how the system handles the property data in your import file compared to what already exists. Select either Append or Replace.
Notes:
Append: The system adds everything in your file as new property accounts and does not touch or change existing properties. Use this when adding new properties or when you don’t want to risk changing or removing current data.
Replace: The system deletes all existing properties for each association in the file and then recreates them using the data in your template. If any property has financial transactions, the system can’t delete it and the import will fail. Use this when you need a full reset of property data or when you are confident there are no financial transactions blocking deletion.
Select the 1st Letter Capitalization checkbox to automatically capitalize the first letter of values such as names and streets.
If you want to view the records after importing, enter a date or click the calendar icon to select a date in the View log starting from field.
Note: The system displays only log entries from the selected date forward. Use this to review recent import activity only, troubleshoot a specific import run, or to avoid sorting through older or unrelated logs.
Click Import.
If an import fails, the system displays an error message indicating the specific row and column where the error occurred, along with the reason for the failure. Note the row number and error message from the Import page. Correct the error in your template and then re-upload the corrected template.
Note: Successfully imported rows are not affected when fixing failed rows.
Once imported, additional addresses display under Related Addresses on the Contacts tab of the homeowner record, making it easy to view, manage, and update multiple addresses while keeping mailing and communication records accurate.
Importing Contacts Data
The Contacts template allows you to create individual contact records for people associated with previously imported properties and addresses. This ensures every person linked to a property has their own record, enabling accurate management of contact details and communication preferences.
This import establishes key contact details, including:
Contact names
Contact types
Phone numbers
Email addresses
Communication preferences
Important: Before completing the import, make sure the Contact Type options are set up in System > Drop Down Options.
The value entered in the Contact Type column of the import template must exactly match one of these configured options. If it does not match (including spelling or formatting differences), the row will be rejected during import.
Follow these steps to complete and import the Contacts template:
In CINC Core, go to Tools > Data Import.
The Data Import page displays. From the Data Type drop-down, select Contacts.
Click the Excel XLSX link to download the appropriate template.
Enter the appropriate information in the Excel template.
Note: Refer to the Import Instructions tab in the Excel template for detailed information.
Click the Upload icon next to the Excel File field.
Locate and upload the completed Excel template.
The Options drop-down determines how the system handles the property data in your import file compared to what already exists. Select either Append or Replace.
Notes:
Append: The system adds everything in your file as new property accounts and does not touch or change existing properties. Use this when adding new properties or when you don’t want to risk changing or removing current data.
Replace: The system deletes all existing properties for each association in the file and then recreates them using the data in your template. If any property has financial transactions, the system can’t delete it and the import will fail. Use this when you need a full reset of property data or when you are confident there are no financial transactions blocking deletion.
Select the 1st Letter Capitalization checkbox to automatically capitalize the first letter of values such as names and streets.
If you want to view the records after importing, enter a date or click the calendar icon to select a date in the View log starting from field.
Note: The system displays only log entries from the selected date forward. Use this to review recent import activity only, troubleshoot a specific import run, or to avoid sorting through older or unrelated logs.
Click Import.
If an import fails, the system displays an error message indicating the specific row and column where the error occurred, along with the reason for the failure. Note the row number and error message from the Import page. Correct the error in your template and then re-upload the corrected template.
Note: Successfully imported rows are not affected when fixing failed rows.
Once imported, each individual contact displays under Related Contacts on the Contacts tab of the homeowner record. Each person is listed separately, making it easy to view, manage, and update their information.