Partner CRM Import

Partner CSV Import Guide

Overview

The Partner CSV Import feature allows you to bulk import and manage your link building partners, their contact information, companies, and pricing details directly into Pitchbox. This is perfect for marketers and agencies who maintain partner databases in Google Sheets, Airtable, or similar tools.

Supported CSV Formats

Format 1: One Row Per Partner (Basic)

The simplest format with one row containing all partner information:

Format 2: One Row Per Partner + Contact Combination

Multiple rows for the same partner when you have multiple contacts:

Format 3: One Row Per Partner + Link Type Combination

Multiple rows for the same partner with different link types:

Format 4: Link Types as Separate Columns

All link type information spread across dedicated columns:

Format 5: Mixed Contact and Link Type Data

Complex format combining contacts and link types in the same row:

Format 6: Everything in One Row

Maximum data density with multiple contacts and link types:

How the System Handles Different Formats

Intelligent Row Processing

• Same Partner, Multiple Rows: The system recognizes when multiple rows reference the same partner URL
• Data Consolidation: Information from multiple rows is combined into a single partner record
• Last Value Wins: When the same field appears multiple times, the last occurrence takes precedence

Multiple Contact Handling

The system supports several approaches for multiple contacts:

Approach 1: Multiple Rows

Approach 2: Multiple Columns

Link Type Flexibility

Method 1: Generic Link Type Column

Method 2: Specific Link Type Columns

Method 3: Combined Pricing (Price;Rel Format)

Getting Started

Step 1: Access the Import Feature

1. Navigate to your Partners section in Pitchbox
2. Click on "Import CSV File" to begin the process

Step 2: Upload Your CSV File

1. Drag and drop your CSV file into the upload area, or
2. Click "Select file" to browse and choose your file
3. Click "Continue" to proceed

Step 3: Configure Import Settings

Before mapping your columns, configure these settings:

✅ First row contains column headers - Check this if your CSV has header rows

Update Options:

• ✅ Update existing Companies - Updates company information if it already exists
• ✅ Update existing Partners - Updates partner information if it already exists
• ✅ Update existing Contacts - Updates contact information if it already exists

🔘 Attach Contacts from Opportunities - Links contacts to existing opportunities when possible

Step 4: Map Your Columns

The mapping interface will show all columns from your CSV. For each column, select the appropriate Pitchbox field:

Essential Partner Fields

• Partner URL - The website URL of your partner (required)
• Partner Category - Industry or category classification

Company Information

• Company Domain - Company's website domain
• Company Name - Company name
• Company Description - Brief company description

Contact Details

• Contact Email - Primary contact email
• Contact First Name - Contact's first name
• Contact Last Name - Contact's last name
• Contact Company - Contact's company name
• Contact Job Title - Contact's position
• Contact Work Phone - Business phone number
• Contact Mobile Phone - Mobile phone number
• Contact Tags - Comma or semicolon-separated tags

Link Type Information

• Link Type - Type of link placement (Guest Post, Affiliate, Sponsored, etc.)
• Link Type Price - Cost for the link placement
• Link Type Rel - Link relationship (follow, nofollow, sponsored)
• Link Type Placement Note - Additional notes about placement

Specific Link Type Columns

• [Link Type Name] Price - e.g., "Guest Post Price", "Affiliate Price"
• [Link Type Name] Rel - e.g., "Guest Post Rel", "Affiliate Rel"
• [Link Type Name] Placement Note - e.g., "Guest Post Placement Note"

Choosing Your CSV Format

When to Use Each Format

Format 1 (One Row Per Partner) - Best for:

• Simple partner lists
• When you have one primary contact per partner
• Basic link type information

Format 2 (Partner + Contact Rows) - Best for:

• Partners with multiple contacts
• When contact information is your primary focus
• Clean contact management

Format 3 (Partner + Link Type Rows) - Best for:

• Partners offering multiple link types
• Detailed pricing structures
• When link types change frequently

Format 4 (Link Types as Columns) - Best for:

• Spreadsheets with predefined link type columns
• When you want everything in one row
• Pricing comparison across link types

Format 5 & 6 (Mixed/Complex) - Best for:

• Comprehensive partner databases
• When you need maximum data density
• Advanced users comfortable with complex mapping

Best Practices by Format

For Multi-Row Formats (Formats 2-3)

• Keep Partner URLs identical across related rows
• Use consistent formatting for the same partner
• Consider sorting by Partner URL for easier validation

For Column-Heavy Formats (Formats 4-6)

• Leave empty cells blank (don't use "N/A" or "0" unless intentional)
• Use consistent column naming (e.g., "Guest Post Price", "Affiliate Price")
• Group related columns together (all Guest Post fields, then all Affiliate fields)

General Tips

• URLs: Always include protocol (https:// or http://)
• Pricing: Use numbers only, no currency symbols
• Link Relationships: Use standard values (follow, nofollow, sponsored)
• Contact Tags: Use semicolons or commas to separate multiple tags
• Empty Fields: Leave blank rather than using placeholder text

Import Behavior

Data Consolidation

When multiple rows reference the same Partner URL:

• All contact information is combined
• All link type information is combined
• For duplicate fields, the last row's value is used
• Empty cells don't overwrite existing data

Creating vs. Updating

• New Partners: Created when Partner URL doesn't exist
• Existing Partners: Updated based on your settings
• Contacts: Added or updated based on email address
• Link Types: Added or updated based on link type name

Troubleshooting by Format

Multi-Row Format Issues

• Inconsistent Partner URLs: Ensure exact matches including protocol
• Duplicate contacts: Check for slightly different email addresses
• Missing link types: Verify link type names match your system

Column-Heavy Format Issues

• Unmapped columns: Some columns might not map to available fields
• Empty vs. zero values: Distinguish between "no price set" and "price is 0"
• Column naming: Ensure link type names in column headers match your system

Example Mapping Scenarios

Scenario: Google Sheets Export

Your sheet has columns like "Website", "Contact", "GP Price", "Affiliate $":

• Map "Website" → "Partner URL"
• Map "Contact" → "Contact Email"
• Map "GP Price" → "Guest Post Price"
• Map "Affiliate $" → "Affiliate Price"

Scenario: Airtable Export

Your table has separate rows for each contact:

• Multiple rows with same "Partner URL"
• Different "Contact Email" in each row
• System will create one partner with multiple contacts

Scenario: Complex Pricing Sheet

Your sheet has "Link Type" and "Price;Rel" columns:

• Map "Link Type" → "Link Type"
• Map "Price;Rel" → "Link Type Price" (system will parse automatically)