Importing Providers

Bulk import new providers or update existing providers in Service Network using an Excel or CSV file.

Before completing an import, Rechat analyzes the uploaded records, identifies existing providers and potential duplicates, and lets you choose how those records should be handled.

This allows Admins to use provider imports for both initial Service Network setup and ongoing provider updates.

Open the Import Tool

From the Service Provider Management dashboard, open the provider import tool.

You can upload:

• The Service Network Excel (.xlsx) template.

• A CSV (.csv) file containing the same supported columns.

A sample Excel template can also be downloaded directly from the import window.

Prepare Your Import File

The Service Network Excel template contains two sheets:

1. Service Types

2. Providers

Service Types

The Service Types sheet defines the categories used to organize your providers.

This sheet is optional but recommended.

If a Service Type in your import does not already exist, Rechat can create it during the import using the specified icon.

Existing Service Types are matched by name. Matching is case-insensitive.

Providers

The Providers sheet contains the providers you want to add or update.

Each row represents one provider.

Required Provider Information

Every provider must include:

• service_provider_type

• company_name

Each provider must also include at least one contact method:

• phone

• email

• website_url

• social_profile

Records that do not contain the required information may be blocked from import.

Fields With Multiple Values

The following fields can contain multiple values:

• services_offered

• why_recommended

• tags

• coverage_zip_codes

Separate multiple values with a pipe (|).

For example: FHA Loans|VA Loans|Refinancing

Upload Your File

When your file is ready:

1. Open the provider import tool.

2. Upload your .xlsx or .csv file.

3. Allow Rechat to process the file.

4. Review the results before completing the import.

Rechat displays the total number of rows found and categorizes them as:

• Ready to Import

• With Warnings

• Blocked

Review any warnings or blocked records before proceeding.

How Duplicate Detection Works During an Import

Rechat compares records in your uploaded file with providers that already exist in Service Network.

Admins can choose which fields Rechat uses to identify matching providers:

• Email

• Website

• Phone

• Company Name

A match on any selected contact field can identify an existing provider.

Company-name-only matches and conflicting identifiers are flagged for review rather than automatically treated as safe updates.

After analyzing the file, Rechat separates records into:

• New Providers — records that do not match an existing provider.

• Existing Providers — records with an existing provider match.

• Potential Duplicates — records that may represent an existing provider but require review.

Review these totals before deciding how to complete the import.

Choose Your Import Behavior

After Rechat analyzes your file, choose how you want existing and potentially duplicate providers handled.

Skip Duplicates (Recommended)

Skip Duplicates imports new providers and skips existing providers or potential matches.

Use this option when you want to add providers that aren't already in Service Network without changing existing provider records.

This is the recommended import behavior when existing provider information does not need to be updated.

Update Existing Providers

Update Existing Providers adds new providers and updates an existing provider when Rechat finds one definite database match.

When an existing provider is updated:

• Blank cells in the uploaded file preserve the provider's existing values.

• Populated list fields replace the provider's existing lists.

This makes it possible to use a new import file to update provider information without manually deleting and recreating providers.

Important: Potential duplicates, conflicting matches, repeated matches within the uploaded file, and company-name-only matches are never updated automatically.

Import All

Import All adds every importable row, including records detected as duplicates.

This option can create additional records for providers that already exist in Service Network.

Review the duplicate detection results carefully before choosing Import All.

Updating Providers With a New File

Provider imports are not limited to the initial Service Network setup.

If provider information changes, you can upload a new file and select Update Existing Providers.

Rechat will:

1. Identify providers from the file that match existing provider records.

2. Add providers that are new.

3. Update providers where one definite database match is identified.

4. Preserve existing values when the corresponding imported cell is blank.

5. Flag records that cannot safely be updated automatically.

This allows the same import workflow to be used to maintain Service Network over time.

Best Practice: Before completing any import, review the counts for New Providers, Existing Providers, Potential Duplicates, Warnings, and Blocked records. If the results are unexpected, review your matching fields and source file before proceeding.

What if Duplicate Providers Already Exist?

Duplicate detection during an import helps you control how uploaded records interact with existing providers.

If duplicate provider records already exist within Service Network, use Duplicate Cleanup instead.

Duplicate Cleanup scans the providers already in the account and groups potential matches for Admin review.

Learn more: Managing Duplicate Providers

Related Resources

• Service Network

• Managing Duplicate Providers

• Using Service Network

Download the Sample Template

You can download the sample .xlsx template directly from the Import Providers window before uploading your file, or by clicking the Download button below.

Service-Network-Template.xlsx

20KB

Open

Important Notes

• Service Network must already be enabled for your account

• Imported providers can still be manually edited later

• Agents will only see providers that admins have configured