Bulk Import Members

To import many contacts at once, use the bulk import wizard. This is especially useful when migrating from another system or loading a prospect list.

How to Start an Import

Click CRM in the left sidebar to open the CRM page.
Click the Import button (upload icon) in the top-right corner.
You are taken to the import wizard page.

Import Wizard Steps

The wizard has five steps, shown in a progress bar at the top: Upload → Map → Review → Import → Complete.

Step 1: Upload

Drag and drop a file onto the upload area, or click it to browse your computer.
Accepted formats: Excel (.xlsx) or CSV. Maximum 5,000 rows, 10 MB limit.
To download a template file, click the Download Template link below the upload area.
After selecting a file, the wizard automatically advances to the next step.

Step 2: Map

The wizard displays a table showing your spreadsheet columns and how they were auto-mapped to WineView fields (e.g., Name, Email, Phone, Address).
Each mapping shows a confidence badge (green for high confidence, yellow for medium, red for low).
Review each mapping. To change one, use the dropdown next to the column to select a different field.
Unmapped columns are preserved in the contact's import metadata and can be viewed later in the Import Data tab.
Click Next to continue.

Step 3: Review

A preview table shows all rows that will be imported, along with a summary (e.g., "42 of 45 rows ready to import").
Rows with issues (duplicates, missing required fields) are flagged and can be unchecked to exclude them.
Use the checkbox next to each row to include or exclude it from the import.
Review the data, then click Import to proceed.

Step 4: Import

A progress indicator shows the import being processed.
The system processes contacts in batches. Wait for it to complete.

Step 5: Complete

A summary screen shows the results: how many contacts were successfully imported and how many had errors.
If there were errors, details are displayed so you can correct and re-import.
Click Go to CRM to return to the contacts table and see your imported contacts.

Duplicate Handling

The system matches contacts by email address. If a contact with the same email already exists, the import flags it as a duplicate rather than creating a second record.

Where Imported Contacts Appear

Imported contacts are created as prospects by default, with the source marked as "Imported"
If you assign a club and tier during the import, they are created as staged members
Any unmapped spreadsheet columns are preserved and viewable in the Import Data tab on the contact's sidebar

Importing Existing Member Statuses

If your spreadsheet has a status column (e.g., "Active", "Cancelled", "Past Due", "On Hold"), WineView's AI canonicalizer normalizes the values to one of WineView's recognized statuses:

Active (default for any new row without a status column)
Staged (default if you assign a club but don't specify a status)
Cancelled
Paused
Past Due

This lets you migrate from another system without exact label matches. For example, "On Hold", "Suspended", and "Hold" all map to Paused. If the AI can't confidently map a value, it falls back to Staged and the row is flagged in the review step so you can correct it.

Notifications on Completion

When a bulk import finishes (success or partial), an internal notification is sent to the WineView ops team summarizing how many rows succeeded, were skipped, or had errors. This helps the team proactively reach out if your import looks unusual. Imports are processed asynchronously in batches, so very large files may take a few minutes after the wizard finishes.