Part Two — Make it usable
Merge every platform your contacts live on
Your contacts don't just live in your phone and email. They're in your CRM, the CRM you used three years ago, your email marketing platform, and your transaction software. This bonus pulls every one of them into the same clean list.
Start with Master Contacts.csv from Step 1. Then export a CSV from every other place your contacts live. Keep the original files untouched.
Pass 1: Review before anything changes
Pass 1 prompt
I'm uploading Master Contacts.csv plus CSV exports of my contacts from: [LIST PLATFORMS]. Each file uses different column names. 1. Map the columns across all files so the same information lines up: name, email, phone, birthday, address, category, tags, notes, dates. 2. Find duplicates: same name plus the same email or phone = same person. Similar names with different contact info go on a "possible duplicates" list for me to confirm. People who share an email or phone (couples often do) stay as separate people. 3. Flag likely junk: test entries, relay addresses, no-reply addresses, and contacts with no email or phone. 4. Flag conflicts: the same person with different phone numbers, addresses, or birthdays across files. Don't merge or delete anything yet. Give me a summary: total contacts per file, duplicates found, possible duplicates, junk flagged, and conflicts. Then show me each list.
Pass 2: Clean and export
After you've reviewed the lists from Pass 1:
Pass 2 prompt
Merge the confirmed duplicates. When info conflicts, keep the most recent or most complete version and put the other in a "Previous Info" column. Remove the junk I approved. Keep every category, tag, birthday, and closing detail. Standardize everything: names in proper case, phones as (555) 555-5555, emails in lowercase, full addresses. Add to the Source column every platform each contact came from. Sort any contact without a category using the same categories and "Likely" labels as before, and list every new "Likely" contact for me to confirm. Give me one clean Master Contacts.csv.
Found a past client's email or phone in an old platform? Run the Step 4 prompt again on any closings still missing contact info. Don't import anything or delete anything from the old platforms yet. Everything goes into your CRM at the end, in Step 5.
Up next, Bonus 2: Facebook + Instagram.