Import contacts


Import several contacts into ITGallery from an Excel file to create their records in bulk.

How to import contacts from Excel

  1. Go to Contacts > List.
  2. Open the Tools drop-down.
  3. Select Import from Excel.
  4. Upload the Excel file with your contact information.
  5. Match each column of the file to the corresponding ITGallery field.
  6. Review how the data has been matched.
  7. Complete the import.

Prepare the import file

To prepare the import, you can use the contacts template, based on the fields available when creating a new contact in ITGallery.

The template includes all the data you can bring in during the import. Fill in only the columns you need and keep the structure of the file to make the process easier.

Fields in the import template

Basic contact data

  • Title: how to address the person, for example Mr, Mrs or Dr.
  • First name: the contact's first name.
  • Surname(s): the contact's surname(s).
  • Full name: you do not need to fill this in if you have already filled in the First name and Surname(s) columns.
  • Company: the company the contact works for.
  • Job title: their position within the company.
  • Language: the contact's preferred language for communication. It can be used to segment newsletters or personalise communications.

Classification and organisation

  • Contact type: the category or categories linked to the contact, for example Press, VIP or Client. You can enter more than one type, separated by commas.  See also Classify contacts by type.
  • Responsible: the person on the gallery team who deals with that contact.
  • Tags: an open field for classifying contacts internally. You can add several tags separated by commas. See also Use tags on contacts.
  • Source: lets you record where you met the contact or where they came from. You can use general values such as Art fair or Exhibition, or more specific ones such as ARCOmadrid 2026 or the title of an exhibition. See also Record the source of a contact.
  • Details: internal notes about the contact - for example how you met them or any relevant information you want to remember.

Contact and communication details

  • Phone 1 / Phone 2: the contact's phone numbers. When entering them, include the international dialling code preceded by a + sign.
  • Email 1: the contact's main email address, and the one used by default for sending newsletters.
  • Email 2: secondary email address.
  • Save for email: shows whether the contact has agreed to receive communications by email. Fill this field in with Yes or No.
  • Website: the website of the contact, their company or their project.
  • Social media: links to their Facebook, Twitter or Instagram profiles.

Interests

  • Interests: artists the contact has shown interest in. You can enter several artists separated by commas.

Location and personal data

  • City and country: where the contact lives. This can be useful, for example, for finding contacts in a particular city or country when you take part in an art fair or event in that area.
  • Country of birth: used especially in the case of artists.
  • Passed away: shows whether the contact has passed away. Fill this field in with Yes or No.

Addresses

  • Personal address
  • Company address
  • Shipping Address
  • Billing Address

Recording these addresses separately lets you then select the most suitable one when generating documents such as invoices or delivery notes.

See also Add addresses to a contact.

Administrative data

  • Bank details: the contact's banking information for invoicing purposes.
  • Save for postal mail: shows whether the contact's address can be used for postal mailings. Fill this field in with Yes or No.