Contacts Import

Overview

This user guide article outlines how to access and complete the Contacts import. Use it to bulk create Contacts in Astalty and, where needed, link them to Participants.

Accessing the Import

Head to the Import option within the Settings menu, then select Contacts.

If you have any questions, please contact imports@astalty.com.au before starting your import.

Completing the Import

How to use the Contacts Import

1. Confirm the Participants you want to link Contacts to already exist in Astalty.
2. Read the Import Requirements below.
3. Click Download Template in the top right to download the Contact Import Template (CSV).
4. Populate the template with your Contacts' information. Example rows in the template show the kinds of values each column accepts.
5. Remove the example data from the template.
6. Tick the confirmation that imports cannot be undone, then upload the completed file and click Start Import.
7. Once the import is complete, the account owner will receive a notification email with any import errors.

Import Requirements

These fields are required:

• First Name

These fields are optional, but control linking and matching:

• Last Name
• Organisation Name — if provided, Astalty finds or creates a matching Organisation and links it to the Contact
• Phone — used for duplicate matching when it is a valid mobile number (see How Contacts are matched)
• Email — used for duplicate matching when no mobile number is provided
• NDIS Number — used to find the Participant to link to. Always use the Participant's NDIS number. If a Participant does not have an NDIS number, contact imports@astalty.com.au before importing
• Occupation
• Relationship — required to attach the Contact to a Participant. If an NDIS Number is provided without a Relationship, the Contact is still created but is not linked
• Starred — enter Yes (or Y) for the Contact to appear on the Participant's front page under Starred Contacts. Accepts Yes / No (or Y / N)
• Consent — enter Yes (or Y) when consent to contact has been given. Accepts Yes / No (or Y / N)
• Address 1, Address 2, Suburb, State, Postcode — if Address 1 is provided, State and Postcode are also required. State must be a valid Australian state or territory (for example NSW, VIC, QLD)

Additional rules:

• Use consistent Relationship wording across your import (for example always Mother, not a mix of Mother and Mum). Relationships entered here become available for use going forward.
• If no Participant matches the NDIS Number, the Contact is still created but will not be linked.
• For organisation Contacts that are not linked to a Participant, leave NDIS Number, Relationship, Starred, and Consent blank.

Template columns

The downloadable template includes the following columns (required columns are marked with * in the template where applicable):

How Contacts are matched

When each row is imported, Astalty:

1. Looks up the Participant using the NDIS Number (when provided).
2. Looks for an existing Contact:
   • If a valid mobile number is in Phone, it matches on that mobile.
   • If there is no mobile, it matches on Email.
3. Reuses the existing Contact if one is found; otherwise it creates a new Contact.
4. Links the Contact to the Participant only when both a matching Participant and a Relationship are provided.
5. Links or creates an Organisation when Organisation Name is provided.

Troubleshooting

If you encounter any issues during the import process, please contact imports@astalty.com.au for assistance.