Learn how to add contacts manually, format and import CSV files, create custom fields, and organize your contact list in the HoopAI Platform.
Your contact list is the foundation of your business growth. A well-organized list lets you segment your audience, send targeted messages, and run personalized campaigns at scale. This lesson covers adding contacts manually, formatting CSV files for import, creating custom fields, and importing your list.
The Import & Manage Contacts lesson in the HoopAI Academy
A well-organized contact list is like having a goldmine at your fingertips. Every friend, colleague, former client, and new lead belongs in your system — organized, tagged, and ready for follow-up. Contacts are the lifeblood of your business.
Before importing, make sure your CSV is properly formatted with column headers. The platform uses the headers to map your data to the correct fields.
In the left sidebar, click Contacts. This is your central hub for managing all leads, clients, and prospects.
The Contacts section in the HoopAI Platform
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Add a contact manually
Click the Add Contact button (the + icon). Fill in the essential details:
First name and last name
Phone number
Email address
Any additional fields relevant to your business
Click Save to add the contact. Manual entry is best for individual connections you want to add right away.
Adding a single contact manually in the HoopAI Platform
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Prepare your CSV file for import
Format your existing contact list as a CSV file with clearly labeled column headers. Key columns to include:
first_name
last_name
email
phone
You can also add columns for address, company name, or any custom data you want to import.
Remove any special characters from phone numbers — use digits only. International numbers should include the country code.
4
Create custom fields (if needed)
If your CSV includes data that does not map to a standard field — such as lead status, birthday, or membership level — create custom fields first.Go to Settings > Custom Fields and click Add Field. Choose the field type (text, dropdown, number, or date), give it a clear label, and save before importing.
Creating custom fields in HoopAI Settings
5
Import your contact list
In the Contacts section, click Import and upload your CSV file. The importer will ask you to map each column header to the corresponding field in the platform.Review the mapping carefully, choose how to handle duplicates, and click Import to begin.
6
Organize with Smart Lists
After importing, use Smart Lists to segment your contacts by tags, engagement, purchase history, automation enrollment, or any custom field value. Smart Lists update automatically as contacts meet your filter criteria.
Manual addition works best for immediate connections you want to add one at a time. For larger lists, CSV import is the most efficient approach. Both result in contacts that can be used in campaigns, automations, and pipelines.
Formatting your CSV correctly
Each column in your CSV must have a header that maps to a field in the platform. Extra columns without matching fields will be ignored unless you have a corresponding custom field.
Creating and assigning custom fields
Custom fields let you store any data specific to your business. For example, a dropdown field for “Lead Status” with options like Cold Lead, Warm Lead, and Hot Lead — then use these fields to filter Smart Lists and personalize messages.
Handling duplicates during import
The import tool gives you options for handling duplicate records — skip duplicates, update existing records, or create new records. Choose the option that best fits your situation.
