How to Import Clients from External CRMs into Rentopian
Rentopian makes it easy to transfer your client data from other CRMs such as HubSpot, Salesforce, or any other system using CSV or Excel templates. This guide will walk you through the steps to prepare, clean, and import your data into Rentopian.
Step 1: Use the Rentopian Client Import Template
To begin, download the Rentopian Client Import Template. This template includes the required fields (marked in red) and supports additional optional fields. You can add any fields that your existing CRM supports, such as “Referral Source” or “Client Type.”
If Rentopian doesn’t currently have a matching field, you can create Custom Fields in Rentopian and map data to them during import.
Step 2: Export Your Data from the CRM
Log in to your CRM (e.g., HubSpot), locate your contact or client list, and export it in a supported format (CSV or Excel). Most CRMs support this directly through an “Export” button.
Step 3: Clean and Organize Your Data
After export, open the file in Excel or Google Sheets and do the following:
Adjust columns to match the Rentopian template (First Name, Last Name, Company, Phone, Email, Type, etc.).
Remove any unnecessary columns.
If a “Type” field or any other isn’t available in your CRM, manually add a new column for it in the spreadsheet.
Save the cleaned file in CSV format.
Step 4: Import into Rentopian
Log in to your Rentopian account.
Go to Settings > Import Data.
Select Clients as the type of data to import.
Upload your cleaned CSV file.
Step 5: Field Mapping
During import, you’ll be prompted to map fields. The left side shows Rentopian fields, while the right shows columns from your import file. Match each appropriately:
First Name → First Name
Last Name → Last Name
Email → Email
Phone → Phone
Company → Company
Type → Client Type
Etc...
Click Proceed once mapping is complete.
Step 6: Review Import Status
After the import starts, navigate to Import History to track its progress. You’ll see how many records were imported successfully and which failed.
You can download a file listing failed records and the reason for failure - common issues include missing required fields or duplicates.
Tips
Use custom fields to capture extra data from your CRM that Rentopian doesn’t support by default.
Review and clean your data to reduce errors during import.
You can use this process repeatedly if you regularly sync from another CRM.