Add multiple contacts via Excel import – Help Center

Before You Start

To save time and avoid adding members one by one, Springly lets you do a bulk import via Excel file.

Ready for your first import? Start by setting up the information fields that match your Excel columns — go to Community > Settings as explained in this article.

Here's what this article covers to walk you through the import process:

How to access the import page
The import steps
Re-importing existing persons

How to Access the Import Page

To add multiple persons from an Excel file, go to Community > Contacts > + Add > Import Persons.

The Import Steps

Below are the steps that will guide you through the import process.

Preparing for the Import

This first step is key, as it lets you:

Review the recommendations in the import guide.
If needed, test the import with sample data by downloading an example file.

We recommend using the example file to minimize errors. A blank file is also available from the Community > View the import guide page.

Using your own file? Check out the article on Excel file formatting.

During an import, Springly will match the information fields you created in the platform under Community > Settings with the columns in your Excel file.

You'll need to create an information field in the platform for each column in your Excel file. See this article for more details on setting up these fields.

Copy / Paste Your Data into the Platform

Copy your Excel data including the column headers. Make sure the column labels exactly match the information fields on the Community > Settings page.

Paste them into the designated area and click Next.

If this isn't your first import and you're updating existing members:
Make sure the Excel file you're copying/pasting above includes a 'Springly ID' column, and that the persons you want to update have an ID in the file. This ID is used to identify existing persons in Springly who need to be updated. The ID is generated by Springly and can be retrieved via the data export.

Field Mapping

This step maps each column in your Excel file to the fields configured on the Community > Settings page.

Column names must exactly match the fields defined in the platform. If needed, you can choose to ignore certain columns.

Then click "Continue".

Preview Before Import

Any errors will appear highlighted in red. You can fix them directly in the red cell, or correct them in your Excel file and paste the data again.

The Search for existing users button detects persons already in your database using the unique identifier.

The unique identifier distinguishes each user and prevents duplicate entries from being created.

Once existing users have been identified, you can decide whether or not to update their data. You can also choose to add or skip new members.

Finalize the Import

You can then choose to import these members as Members, Donors, or add them to one or more Groups — optionally specifying an end date for group membership.

Re-importing Existing Persons

How It Works

If you already have persons in your database, you can export their data and re-import it to update their information.

The import is done from the same page mentioned earlier in this article.

During the import, Springly will check whether the persons already exist in order to prevent duplicates, and will only update information that has been added or changed.

The matching rule varies depending on the unique identifier selected in your settings.

Clearing a Field for Specific Members

You cannot clear a field by importing an Excel file with empty values — blank values are ignored during import. Instead, you can:

Export your Excel file with the existing values.
Edit the file by removing values for the members of your choice.
Delete and recreate the field — this will result in empty values for all members.
Import the Excel file with values for some members and blank for others.

Sync Delay After Import

Imported contacts don't appear immediately in your list. A sync delay is needed for the data to be properly saved to your database.

How Long Does It Take?

Typically: a few minutes (usually 2–5 minutes)
In some cases: it may take up to 10–15 minutes

Why the Delay?

This sync time depends on several factors:

The volume of data being processed (number of contacts imported)
Current traffic on the platform
The fields being updated (some fields require more processing)

What Should You Do in the Meantime?

✅ Be patient: wait a few minutes before checking your contacts list

✅ Refresh the page: after a few minutes, reload your browser to see the new contacts

❌ Don't import multiple times: if your contacts don't appear right away, don't run the import again — it could create duplicates

💡 Good to know: This sync delay also applies when manually creating or editing an individual contact.

Learn More

Check out these related articles to dive deeper into the topic: