You are now able to download a complete list of all your contacts directly from Karbon's contact area. The file allows you to update and create colleagues, organization contacts, and people contacts in bulk. You can then make changes as needed and upload the file back to Karbon Support who will help you upload them.

There are 3 tabs in the file that you can update. The Colleagues tab, the Organizations tab and the People Tab. On the people tab you can associate people with organizations through primary contact cards.

In this article each tab will be explained, so you know exactly how and where to make the changes you need.

Index

How to export the file

To get an up-to-date copy of your Bulk Contacts Update File, click on the Export/Import icon at the top-right of your Contacts screen.

Keep in mind only Admins will have the ability to export the Contact Update File, if you'd like the ability to export please reach out to your admin.

Information in one tab informs the subsequent tabs from left to right, e.g. On the Colleagues tab, entering a new colleague will allow you to select this new colleague in the Organization tab under Client Owner or Client Manager.

Colleagues tab

If you are wanting to assign organizations or people to a new colleague as their Client Manager or Client Owner, add a new colleague on the Colleagues tab first.

  • Add new colleagues by adding them to the bottom of the list. This will not trigger an invite. You will have to invite each user manually by finding the affected user in Main menu > Settings > Colleagues and clicking Send Invite at the bottom of the page

  • Update colleagues by entering or updating a title and/or role

Items that can be updated:

  • Full Name

  • Title

  • Role

Please keep in mind: Email addresses cannot be updated from this file, if you'd like to update a colleague's email address please reach out to Karbon Support. If you add in a new colleague, this will put them in the status of registration pending. They will not be sent an invite, to send an invite, please go into your Karbon app and click on the user you've added and press send invite.

Organizations tab

Add your Organizations before you start adding your people, that way you can add associated people to these organizations later.

  • To edit an existing record, make changes to the affected row. If there is a dropdown, you will need to make a selection from the available options

  • To create a new record, enter the new information or select one of the options from the dropdown on the rows below your existing records

  • Once you have made updates to the organizations sheet, move on to the people sheet

For marriages, spouses and couples, we recommend creating an organization with individual people on the People tab.

Please keep in mind if your organization has a different country than what your company is set to in Karbon, we will not be able to update that in this import.

Items that can be updated

  • Name

  • Legal name

  • Entity Type

  • Contact Type

  • Client Identifier

  • Client Owner & Manager

  • Financial Year End Day & Month (both month and day must be present to import)

  • Email

  • All phone numbers (work, office, fax, mobile, home & other)

  • Addresses (lines, city, state, zip code & country)

  • Business Number

  • Social Insurance Number (SIN)

Keep in mind that each row is individual to that one organization. If you put further details in a separate row, it may create a second organization or it will not import that information.

People tab

  • To edit an existing record, make changes to the affected row. If there is a dropdown, you will need to make a selection from the available options

  • To create a new record, enter the new information or select one of the options from the dropdown on the rows below your existing records

  • Karbon uses Preferred names for client tasks, in the salutation (e.g. Dear John). If one is not set, the First Name is used instead.

Note: This Basic File does not include all updatable properties. For a full contact export to update, please contact Karbon Support via in-app chat through Help & Feedback or support@karbonhq.com.

Items that can be updated

  • First, Middle & Last Name

  • Preferred Name

  • Date of Birth

  • Contact Type

  • Client Identifier

  • Client Owner & Manager

  • Associated Organization

  • Role (In Organisation)

  • Email

  • All phone numbers (work, office, fax, mobile, home & other)

  • Addresses (lines, city, state, zip code & country)

  • Social Insurance Number (SIN)

Keep in mind that each row is individual to that one person. If you put further details in a separate row, it may create a second contact or it will not import that information.

Notes for a successful import

  • Be sure to check for invalid email addresses, phone numbers, or addresses

  • Do not change the Karbon ID number. If these are changed, the import will fail

  • The Bulk Contact Update File only displays one contact card per organization or person. If there are additional emails for the organization or person, this will be stated in the ‘Additional x in Karbon’ column. You can also only add one contact card to any new organizations or people. To add additional email addresses or contact details, you will need to do this within the Karbon application or reach out to support@karbonhq.com to help you with a more comprehensive bulk update (Fees may apply).

Suggested articles:

Import client data

Import your firm processes into Karbon work templates

Bulk create your work items

Did this answer your question?