Source: https://www.brixit.io/docs/crm-database

# How to import and work a contact database in Brixit CRM

Open **Sales → Database** for imported prospect lists. Database records have their own
calling history and conversion state. Use them to qualify prospects before creating a
[contact](https://www.brixit.io/docs/crm-contacts) or [listing](https://www.brixit.io/docs/crm-listings).

## 1. Prepare and import the list

1. Select **Create** on the Database page.
2. Enter a recognisable **Name** and select **Assigned To**.
3. Select **Download Template** and arrange your data using that template's columns.
4. Choose a CSV, XLS or XLSX file within the **10 MB** limit.
5. Select **Create** and wait for the import result.
6. Review the imported count and rejected rows. Download the rejected-row report when
   offered, correct those rows and check for existing records before importing again.

[![Create Database dialog with name, assignee, template download and file upload](https://www.brixit.io/images/docs/modules/database-import.jpg)](https://www.brixit.io/images/docs/modules/database-import.jpg)

*The import form is unsaved. Download the current template before preparing a list.*

## 2. Review the database

Open the database by name. The summary shows total records, converted records (with
contact and listing breakdowns), remaining records and conversion rate. Use the filters
to narrow the working list. Conversion counts describe CRM records created from the list;
they do not mean transactions have closed.

Use a row's **Record Call** action to work on that prospect, or **My Calls Today** to
open the calling queue. Opening My Calls Today from a database limits the queue to that
database; opening it from the Database list works across your eligible assigned databases.

## 3. Record the call and next action

1. Select a queue item and review its details and previous conversation.
2. Make the call using your team's calling method. The call form records the outcome.
3. Choose the accurate **Call outcome**.
4. Add notes that help the next conversation.
5. Set a future callback when required. The date and time are shown in your device's local time.
6. Select **Save & Next** to save the call and refresh the queue.

| Outcome | What to complete |
| --- | --- |
| Reached — follow up, No answer, Callback requested | A future callback time |
| Interested, Qualified | A future callback plus the qualification fields shown |
| Not interested, Wrong number, Do not call | The accurate outcome and any useful context |

For Interested or Qualified, capture intent (sell, rent out, buy or rent), area/building,
property type, unit/reference, budget and currency, and timeline as applicable. Use the
form's required-field messages to finish the record.

An empty queue can mean there are no eligible records due now. Check assignment, database
status and callback dates; a future callback is not due yet. **Refresh** reloads the queue.

## 4. Convert the prospect

Use **Save & Create Contact** or **Save & Create Listing** in the calling panel when the
record is ready. This saves the call and opens the corresponding creation form. Review
the carried-over information, complete required fields and save that new form. Opening
it alone does not complete conversion.

The record table also exposes **Convert to Lead Contact** and **Convert to Listing**
where your role and the record state allow them. Open the resulting record and check its
owner and details before continuing with follow-ups or inquiries.

## Manage the list

Use **Search databases** to find a list and its row actions to reassign responsibility
when available. Within a database, row actions include editing, follow-up and conversion
as permitted. Bulk email, when available, uses the selected recipients or the chosen
filtered audience; review the audience and message before sending.

Deleting a database removes its records. Check the selected database carefully before
confirming deletion; do not use deletion to clear a filter or finish a calling session.

## Troubleshooting

| Problem | Check |
| --- | --- |
| Import fails | File type, size, required template columns and rejected-row messages |
| No calls appear | Assigned user, active database, current filter and whether callbacks are due |
| Call will not save | Required outcome, future callback and qualification fields |
| Conversion action is missing | Record conversion state and permission to create the target record |
| You need to leave with unsaved changes | Save the call or deliberately discard the unsaved form when prompted |

Related: [Sales](https://www.brixit.io/docs/crm-sales) · [Follow-ups](https://www.brixit.io/docs/crm-followups) · [Reporting](https://www.brixit.io/docs/crm-reporting).

## Campaign guides

Use the records list’s **Bulk Actions → Bulk Email** to create an [email campaign](https://www.brixit.io/docs/crm-email-campaigns). Select at least two records to reveal the bulk menu, then review the sender, audience and preview before sending.