Importing Contacts into GoHighLevel (GHL) & Checking for Duplicates

One of the most common responsibilities of a GoHighLevel (GHL) Virtual Assistant is importing customer data into the CRM. Whether you’re migrating contacts from another platform, uploading a lead list, or adding new prospects, it’s essential to ensure the data is clean and free of duplicates.

Duplicate records can lead to multiple calls or emails to the same customer, inaccurate reports, and poor customer experiences. This lesson will teach you how to prepare your contact list, import it into GHL, and check for duplicate records.

Learning Objectives

By the end of this lesson, you will be able to:

• Prepare a contact list for import.
• Import contacts into GoHighLevel.
• Map CSV columns to the correct CRM fields.
• Identify and prevent duplicate records.
• Verify that contacts were imported successfully.

Before You Begin

Ask your client:

• Where is the contact list coming from? (Excel, CSV, Google Sheets, another CRM)
• Are there existing contacts already in GHL?
• Which fields are required?
• Should tags be added during the import?
• Should contacts be assigned to a specific user or sales representative?

Step 1: Prepare Your Contact List

The recommended file format is CSV (Comma-Separated Values).

Typical columns include:

First Name	Last Name	Email	Phone	Company	Tags
John	Smith	john@email.com	5551234567	ABC Roofing	New Lead

Before importing:

• Remove blank rows.
• Correct spelling mistakes.
• Standardize phone number formats.
• Ensure email addresses are valid.
• Remove unnecessary columns.

Step 2: Check for Duplicates Before Importing

Before uploading the file:

In Excel or Google Sheets

Check for duplicate:

• Email addresses
• Phone numbers
• Full names (when appropriate)

Use tools such as:

• Remove Duplicates (Excel)
• Data → Data Cleanup (Google Sheets)
• Conditional Formatting to highlight duplicate values

This helps reduce duplicate records before they reach the CRM.

Step 3: Log in to GoHighLevel

Sign in to the appropriate Client Sub-Account.

Never import contacts into the wrong client account.

Step 4: Open the Contacts Section

From the left navigation menu:

Contacts → Contacts

This displays all existing contacts.

Step 5: Start the Import

Click:

Import Contacts

Depending on your GHL version, this button may appear in the upper-right corner.

Step 6: Upload Your CSV File

Click:

Upload File

Select your CSV file from your computer.

Once uploaded, GHL will display a preview.

Step 7: Map Your Fields

Match each CSV column to the correct GHL field.

Example:

CSV Column	GHL Field
First Name	First Name
Last Name	Last Name
Email	Email
Phone	Phone
Company	Company Name
Tags	Tags

If your file includes custom information (e.g., Lead Source or Membership Type), map it to an existing custom field or create one if instructed.

Step 8: Review Duplicate Settings

GoHighLevel helps identify duplicate contacts based on key fields such as email address or phone number.

Depending on your account settings, you may have options to:

• Skip duplicate contacts.
• Update existing records with new information.
• Import only new contacts.

Always confirm your client’s preference before proceeding.

Step 9: Complete the Import

Click:

Import

The import may take several minutes depending on the number of contacts.

Step 10: Verify the Results

After the import:

• Check the total number of contacts imported.
• Search for a few sample contacts.
• Confirm that tags were applied correctly.
• Verify phone numbers and email addresses.
• Ensure contacts were assigned to the correct user (if applicable).

How to Check for Duplicates After Import

Search using:

• Email address
• Phone number
• Customer name

If duplicates exist:

• Compare both records.
• Determine which record contains the most accurate information.
• Follow your company’s procedure for merging or deleting duplicates. Do not delete records without permission.

Best Practices

✔ Always back up your contact list before importing.

✔ Clean your data before uploading.

✔ Import a small test batch first when working with large files.

✔ Verify field mapping carefully.

✔ Confirm duplicate handling preferences with your client.

✔ Keep an original copy of the CSV file.

Common Mistakes

❌ Importing into the wrong client account.

❌ Uploading an Excel (.xlsx) file instead of a CSV when CSV is required.

❌ Mapping fields incorrectly.

❌ Creating duplicate contacts.

❌ Forgetting to apply tags.

❌ Importing contacts without reviewing the data first.

Practical Exercise

You receive a CSV file containing 500 leads.

Your tasks are to:

1. Review the file for duplicate email addresses.
2. Remove unnecessary columns.
3. Import the contacts into the correct GHL account.
4. Apply the tag "July Leads" during import.
5. Verify that the contacts appear correctly in the CRM.

Key Takeaway

Importing contacts into GoHighLevel is more than simply uploading a file. A successful import starts with clean data, proper field mapping, and careful duplicate management. By following a consistent process and verifying the results, Virtual Assistants help maintain an organized CRM, improve reporting accuracy, and ensure sales teams work with reliable customer information.