# Contact import

> Import contacts from an Excel (XLSX) file with duplicate checks, tags, collecting areas and a source label, processed in the background with an error report.

- URL: https://www.selloff.auction/features/contact-import
- Language: English
- Domain: CRM
- Last updated: 2026-10-07
- Français: https://www.selloff.auction/fr/fonctionnalites/import-contacts.md

## At a glance

- XLSX import where only last name and country are required
- Duplicate detection on last name, postal code and country, with unique email addresses
- Tags, collecting areas and purchase limits imported with the contact
- Source name stored on every imported contact for later segmentation
- Background processing, email notification and an XLSX error report

## Bring an existing address book into Selloff

Most auction houses arrive with years of contacts in spreadsheets, an old system or a mailing tool. The contact import turns an Excel file into Selloff contact records without retyping, and keeps a trace of where each contact came from.

## How it works

Prepare an XLSX file with one contact per row. Only the last name and the country are required; the country can be written as a name, which Selloff matches against its country list. Optional columns cover title, first name, company, address and P.O. box, language, email, up to eight phone numbers, remarks and a default purchase limit.

Tags are imported as a comma-separated list and created automatically if they do not exist yet. Collecting areas are matched against your existing categories by ID or full name.

Before you start, give the import a **source name**. It is written on every imported contact, so you can later build a [smart list](https://www.selloff.auction/features/segmentation-smart-lists.md) of, for example, everyone who came from a trade fair.

## Controls and follow-up

- Duplicates are detected on last name, postal code and country; **Force import** lets deliberate homonyms through.
- Email addresses must be unique across the whole database.
- Imports are queued and processed in the background, so large files do not block your screen.
- An email confirms success or, in case of failure, attaches an XLSX report of the rows to fix.
- The import history shows each file's status and number of imported contacts, lets you download the original file and retry with a corrected one.

## Related features

- [Client records & history](https://www.selloff.auction/features/client-records.md): One record per contact with addresses, ID and bank details, tags, consignments, bids, invoices and a complete activity history shared by the whole team.
- [Segmentation & smart lists](https://www.selloff.auction/features/segmentation-smart-lists.md): Classify contacts with tags and collecting areas, then save dynamic lists that update themselves from bids, invoices, consignments and activities.
- [Bid import from platforms](https://www.selloff.auction/features/bid-import.md): Bring bids, results and registrations from Drouot, Sixbid, Numisbids, Philasearch, Biddr and Excel files into your sale, with contact matching and a review step.
- [Email campaigns](https://www.selloff.auction/features/email-campaigns.md): Build targeted campaigns from contact lists, push them as segments to Mailchimp or Brevo, and follow costs, recipients and the business they bring in.

## Frequently asked questions

### What file format does the Selloff contact import accept?

An Excel XLSX file with the column names in the first row. Only `lastname` and `country` are required; optional columns cover title, first name, company, full address, language, email, phone numbers, remarks, default purchase limit, tags and collecting areas.

### How does Selloff prevent duplicate contacts during an import?

Each row is checked against existing contacts on the combination of last name, postal code and country. Duplicates are rejected unless you tick **Force import**, which applies to names only: an email address can never exist twice in Selloff.

### What happens if some rows are rejected?

The import runs in the background and you receive an email when it finishes. If it fails, the email includes an XLSX file listing the errors, and you can submit a corrected file from the import history.