Adding Organizations in Batch

This guide walks you through creating a batch of organizations, either by entering them manually or importing from a spreadsheet.

Creating a New Batch

1. Go to Manage > Batches
2. Click Create
3. Give your batch a name (e.g., "Partner Organizations" or "Vendor Import")
4. Select the Organizations tab

Adding Organizations Manually

Click Add to open the organization form. Fill in the required fields and any optional information.

Required Fields

Field	Description
Name	The organization's name

General Information

Field	Description
Reference ID	Unique identifier for updates and matching
Organization Type	The type/category of organization
Tags	Add organization tags
Custom Fields	Any custom fields configured for organizations

Primary Email

Field	Description
Email	Primary email address
Can Email	Allow email communication

Primary Phone

Field	Description
Phone	Primary phone number
Can Call	Allow phone calls
Can Text	Allow text messages

Primary Address

Field	Description
Address Line 1	Street address
Address Line 2	Suite, floor, etc.
City	City name
State	State or province
ZIP Code	Postal code
Country	Country name
Can Mail	Allow postal mail

Editing and Removing Rows

• Edit: Click anywhere on a row to open the form and make changes
• Delete: Click the trash icon on the right side of a row

Importing from Spreadsheet

For large organization lists, importing from a spreadsheet is faster:

1. Click Import from Spreadsheet at the bottom of the batch
2. Select your CSV or Excel file
3. Map your columns to the correct fields (if needed)
4. Review the imported rows

See Importing from Spreadsheet for detailed instructions on the import process.

Supported CSV Columns

Below is the full list of columns supported when importing organizations from a CSV or Excel file.

Required

Column	Description
name	Organization name

Contact Info

Column	Description
email	Primary email address
phone	Primary phone number

Address

Column	Description
line1	Street address line 1
line2	Street address line 2
city	City
state	State or province
zipcode	Postal/zip code
country	Country

Preferences

Column	Description
email_can_contact	Allow email communication (0 = no, 1 = yes)
phone_can_call	Allow phone calls (0 = no, 1 = yes)
phone_can_text	Allow text messages (0 = no, 1 = yes)
address_can_contact	Allow postal mail (0 = no, 1 = yes)

Other

Column	Description
reference_id	External or unique identifier for matching and updates
crm_organization_type_id	Organization type ID (GUID)
created_at	Creation date (YYYY-MM-DD format, defaults to current date)

Custom Fields (numbered, via column mapping)

Add custom field values using numbered columns:

Column	Description
organization_custom_field_1	Value for the first organization custom field
organization_custom_field_2	Value for the second organization custom field

Add more numbered columns (_3, _4, etc.) as needed.

Tags (numbered, via column mapping)

Apply tags using numbered columns:

Column	Description
organization_tag_1	Tag name to apply to the organization
organization_tag_2	Second tag for the organization

Add more numbered columns (_3, _4, etc.) as needed.

TIP

Custom fields and tags use numbered suffixes (_1, _2, etc.) and require the column mapping step during import. When you upload your file, map each numbered column to the correct field.

How Organizations Are Matched

When you upload the spreadsheet, each row is checked against your existing organizations. reference_id wins over email when both match.

• Row has reference_id matching an existing organization → the existing organization is updated.
• Row has an email matching an existing organization's primary email (no reference_id match) → the existing organization is updated.
• Neither matches → a new organization is created.

If two or more rows in the same batch share a primary email (and none match an existing organization), you'll see a warning like:

"Shares primary email with row 3 (no existing CRM organization in this organization). This row will be merged into that record; fields here may overwrite earlier values."

The rows are collapsed into a single new organization when you process. Later rows' fields overwrite earlier ones. Use reference_id to keep same-email rows as distinct records.

TIP

Matching happens at upload time. Adding an organization through the UI after uploading will not retroactively link batch rows to it. See Importing from Spreadsheet for the full matching flow.

Processing the Batch

When you're ready to finalize:

1. Review all organization information
2. Click Process Batch
3. Confirm the action

Important

Batch processing cannot be undone. Once processed, each organization becomes a permanent record. Double-check your data before processing.

After Processing

Once processed:

• Organizations appear in CRM > Organizations
• Communication preferences are set as specified
• Tags are applied to organizations
• Custom field values are saved

Tips and Best Practices

1. Include reference IDs - Essential for updating organizations via future imports
2. Set communication preferences - Respect organization contact preferences
3. Use tags - Help organize records for future segmentation
4. Check for duplicates - Review for organizations that may already exist in your system
5. Validate email addresses - Ensure email formats are correct before importing
6. Test first - Import a small sample before the full file