How to import audience data into Websand

This post explains how you can import your subscriber data (in csv format) into Websand using the import function. To find out how to import your customer transactions please click here

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Importing your Subscriber or Audience data into Websand

The subscriber or audience data contains contact or profile information about people.  This is your traditional email list or sign up data.

Since Websand provides you with a Marketing CRM, when importing this data (unlike other email marketing platforms) some fixed rules and mandatory fields are applied to ensure data consistency.

The mandatory fields for subscriber/audience imports

For subscriber data, your csv file needs to have at least these three mandatory fields

Email address.  The  email address of the subscriber.  Any additional imports will update to this record. So no duplicates.  

Source.  This represents where you collected the subscriber data.  For the best results be as specific as possible. This field is used by the source segment, which is then used to power Welcome messages and lead generation campaigns. 

Subscribed_at.   This field needs to be a date stamp, and reflects the date when this subscriber information was collected.  Please use ISO format or DD/MM/YYYY.

Websand Audience Import Verification Stage

Why does Websand enforce mandatory fields for the import?

Having mandatory fields might seem a bit of a pain, but these three fields are also the information you should be recording as part of your GDPR compliance, so using Websand will help you understand where you are collecting marketing consent from your audience.

 

Can I add extra fields to my Websand profile.

Yes. Websand is built to be flexible so you can add your own fields, as you require them.  Any field added during an import will be available to be mapped for future imports so your data is always consistent and in control.

 

For example, you might want to include first if you are collecting the first name of the subscriber.  All fields for the subscriber can be merged into email designs, so first name is recommended for the personalisation of your marketing messages. 

 

This ‘additional’ data can be segmented from segment wizard tool, so you can create unique segments to manage and better understand your audience data.

Creating a Subscriber Template

If you are planning to import data into Websand.  We find that Google Sheets is a great way to create a data template.

 

Google sheets retain format far more consistently than excel and offer an easy to use csv export option.

Some tips to make sure your import goes smoothly

Importing audience data can be a tricky process, here is a list of the typical issues people have when they have problems with the importing process (it’s usually the data).

  • CSV files only please. Make sure you are uploading a CSV file.  Excel files cannot be imported.
  • No blank columns.  Before uploading your CSV, please make sure that all of the columns have a title.  Otherwise this could cause issues with the upload process.
  • Mandatory fields are Mandatory!.  Remember to include the mandatory fields as a minimum requirement.
  • Date format (ISO or DD/MM/YYYY) please.  Date fields can sometimes cause a problem, we need the date to be in ISO format or in DD/MM/YYYY.  If you experience problems importing, set the date field in the CSV to this format, save and try the import again.

 

If you experience any problems with this import process, please email hello@websand.co.uk

Importing your email subscriber data into Websand

To import your CSV file into Websand, select the Import Data from the Menu

You’ll then enter the Data Import Screen, where you can add new imports and review the history of the imports you’ve made into Websand.

Websand Import Page

Step 1:  Select and upload your CSV file

To upload your CSV file to Websand.  Press on the [+ New Import] button in the top right corner of the screen.

You’ll then see the following Pop Up.  ‘Upload Data’

If your upload is related to audience or subscriber information then please select ‘Audience’.  If your data relates to customer transactions then please select ‘Transaction’

Then select the CSV file you want to upload and select Upload Data.

Step 2:  Mapping the data

Now the fun bit.  Match the data from your CSV file to your Websand account set up.

Websand subscriber import mapping

When you first start, the options will be limited to the mandatory fields, however you can add any additional data fields to your Websand account by selecting ‘new field’ against the selected row.

NOTE:  If you select ‘new field’ the name of the column within your CSV file will be the name of the new field you create, and that will be available to be mapped in the same way at the mandatory fields within any future imports.

Step 3:  Verify the mapping

This screen allows you to check that you’ve mapped the data correctly.  You should have green ticks against the data fields you want to import, and a red cross against the fields you do not.

If you’ve missed any fields you can return back to the previous stage ‘mapping screen’

Websand Audience Import Verification Stage

Double check you’ve mapped the data correctly and that at least all the mandatory fields are included.

Hit the Start Import button and your import will begin.

Step 4:  Import complete

The details of your import will appear once the import has been completed.

Refresh the screen and you’ll get key details from the import.

Websand Import Audience Completed

You will see this screen if you access a previous import from the import menu screen.  If you ever need to access a file you’ve uploaded to Websand in the past, you can download that file from this screen.

Try some direct integrations to Websand

Importing is a useful process, especially for offline data collection, but it’s time sapping.  Wherever possible, we strongly recommend that you explore our integrations.  It’s easier than you think to connect Websand to the processes and systems you already have in place within your business.

Not only will that save you loads of time, your data will be consistent and automatically updated, making sure you get the best results from your email and marketing automation activity.

Here are some easy ways to connect your subscriber information to Websand

Connecting your business systems through one of the 2000’s of Websand integrations with Zapier

Connect directly to our Subscriber REST API.

If you have a WordPress website, we strongly recommend you use our WordPress Subscriber Widget.

Need some help?

Need help with your importing?

If you need more help using the Websand csv import, or further help with your email marketing or data strategy. We can help. Get in touch by email support@websand.co.uk, give us a call +44.113.2045925 or schedule some time by clicking the box below 

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Websand getting started
Websand API integrations
Websand dynamic segmentation
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Websand marketing automation