Here's an overview of the main ways you can import your contacts into CloudTalk.
Ways to Import
Manual entry
Manually add new clients and all their relevant data in the Contacts tab. Select +Add Contact for new contacts, or click the magnifying glass to edit an existing contact.
You can also assign a preferred agent to whom the customer’s calls will be routed. The real-time customer card feature allows you to create a new contact even if you are still talking with the client.
You can upload a CSV file (e.g., from Excel) to import your contact database into CloudTalk. We recommend using our CSV template to ensure correct formatting.
How to Import Contacts via CSV
Navigate to Contacts > Bulk Contact Import.
Upload your CSV file.
Assign tags to your contacts (useful for power dialer campaigns and filtering).
Click Confirm to finalize the import.
CSV Import Rules and Validations
CloudTalk now follows specific rules to improve the import process.
General Rules:
If the file is completely empty (only headers, no data) → Import will not proceed (error message displayed).
If the file exceeds 8MB → Import will not proceed (error message displayed).
If there is an internal system issue preventing upload → Error message displayed (not fixable by the user).
If headers are missing → Import will not proceed (error message displayed).
Mandatory columns: "Name" and "Phone Number" must be present. If missing, the file will not be imported.
Row-Level Validation:
Missing Name → Row skipped (error message displayed).
Missing Phone Number → Row skipped (error message displayed).
Phone number longer than 150 characters → Row skipped (error message displayed).
Name longer than 150 characters → Name will be truncated to 150 characters.
Incorrect Email Format → Email field will not be imported.
Country Code longer than 3 characters → Country field will not be imported.
Incorrect Website Format → Website field will not be imported.
API Integration
If CSV import and manual entry don’t fit your needs, you can use CloudTalk’s API to integrate external systems.
API allows you to import/export contacts.
Automate regular downloads of call history, orders, tickets, and more.
For more details, visit our API documentation.
Integration-Based Import
CloudTalk synchronizes contact lists from your integrations at pre-defined intervals.
New contacts are added.
Existing contacts are updated (e.g., an email change in Helpdesk is reflected in CloudTalk).
Check the list of available integrations or contact support if your business solution isn't listed.
Check our updated list of integrations and don’t hesitate to contact us if you didn’t find your current business solution on the list.
If you need further assistance or have any questions, you can contact our Support team. We are always here to help you!