This article explains how to import contacts into Cademy. It covers how to upload a file, map fields, control updates to existing contacts, and review the import results.
Step-by-Step Instructions
The steps below describe the full process for importing contacts using a CSV or Excel file.
1. Open Contacts Import
Follow one of the two options:
Option A: From Settings
Open the admin dashboard: https://admin.cademy.io
Go to Settings.
Select Imports.
Select Contacts Import.
Option B: From the Contacts page
Open Contacts in the main menu.
Select Import.
2. Download the example file (optional)
In the Import contacts modal, select the link to view the example file.
Review the column structure.
Make a copy of the template or download it as CSV or Excel.
3. Upload your file
Open Contacts Import.
Drag and drop your file into the upload area or select Select file.
After the file uploads, select Next.
4. Map your fields (Configure your import)
Mapping tells Cademy how to interpret each column in your spreadsheet.
For every field, choose a value source:
CSV column
Fixed value
Do not import
If you choose CSV column, select the matching column from your file.
If you choose Fixed value, the same value will apply to every row.
Leave any unused fields set to Do not import.
Common fields available for mapping include:
Address: City
Address: Country
Address: Postcode
Address: Street
Cademy ID
Created date
Deanery number
Email
First Name
Last Name
Marketing Consent
Organisation
Phone
Tags
When all fields are mapped correctly, select Next.
5. Choose update options
Cademy will ask whether you want to update existing contacts.
Update existing contacts
Contacts are matched only by the Email field (if mapped).
If a contact with the same email exists, it is updated.
If no match is found, a new contact is created.
No other field is used for matching.
6. Monitor status and review results
After starting the import, the status will show as PROCESSING in the Your Imports list.
When processing is finished, the status changes to one of the following:
PROCESSED
FAILED (appears when required mapping or import rules are not met)
You will receive an email when the import is complete.
In the Your Imports table, review:
Type
Date
Imported count
Failed count
Source
Status (PROCESSING, PROCESSED, or FAILED)
You can:
Select the Imported number to see imported records.
Select the Failed number to review rows that did not import.
Use the eye icon to open specific records.
Important Note: If any values in your CSV don’t match Cademy’s required formats (for example: invalid email, text in numeric fields, unsupported values), those rows will fail to import, and you will receive a summary email detailing the errors.
Pro Tips & Notes
Include Email when importing contacts so updates work correctly.
Keep email addresses unique for each person to avoid unintended matches.
Use clear spreadsheet column names (for example “Email”, “First Name”, “Phone”) to make manual mapping easier.
Use Fixed value for any field that should be applied to all contacts.
Test with a small file before running a full import.
Keep a backup copy of your file before importing.
Frequently Asked Questions (FAQs)
Q: How does Cademy identify a duplicate contact?
A: By matching the Email column. No other fields are used.
Q: What if the email is missing?
A: The row is imported as a new contact. It cannot update an existing contact.
Q: What file formats are supported?
A: CSV and Excel.
Q: How do I view failed records?
A: Go to Settings > Imports and select the Failed number.
Q: Will I get an email when the import finishes?
A: Yes.
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