---
title: "Sphere / Database Import: Preparing and Importing an Agent's Database into Brivity"
description: Step-by-step guide to preparing an agent's sphere or existing database and importing it into Brivity, including statuses, sources, SOI tags, and field matching.
---
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# Sphere / Database Import: Preparing and Importing an Agent's Database into Brivity
## How to clean up and import an agent's contacts into Brivity, with the right statuses, sources and tags.
**Note:** If your team is in PLACE Onboarding, your Brivity Migration Team will handle this import for you. If not in PLACE Onboarding and would like help with your import, you can reach out to [import@brivity.com](mailto:import@brivity.com).
This article walks you through preparing an agent's sphere of influence (SOI) or existing database and importing it into the Brivity CRM. Taking the time to prepare the file properly means no one has to spend hours cleaning up a messy import later, and your agent can stay focused on what they do best: selling real estate.
### Before You Begin
- If your agent used a CRM before, request an export of their contacts from that system.
- If your agent is new to real estate, have them fill out the [Brivity Sphere Import Template](https://docs.google.com/spreadsheets/d/1yZYnTLpKlPFA-wlzLQXaAcqVtvWrjrHhyGVjD1CU9Tc/copy).
- For Brivity's full guidance, see [Preparing Your Import File](https://www.brivityknowledge.com/v1/docs/preparing-your-import-file).
### Part 1: Prepare the Import File
#### Step 1: Gather the Contact List
Start with either the export from the agent's previous CRM or the completed Sphere Import Template. Prepare the spreadsheet with intention. The quality of the data you import determines the quality of the database your agent works from.
#### Step 2: Clean Up and Optimize the Data
You've heard the saying "garbage in, garbage out," and it applies here. This is your chance to add real value by cleaning up contact info and assigning statuses, sources, tags, and Primary Agents in bulk **before** importing.
#### Status assignment
- Assign the status **Watch** to the agent's sphere, per the [Brivity Status Definitions](https://www.brivityknowledge.com/v1/docs/status-definitions-1).
- If you're importing an experienced agent's database and their previous CRM used statuses, have the agent use the Status Definitions to choose statuses based on known timelines for each lead.
- Short on time? Focus on **Hot** leads and **Past Clients**. Everything else can stay in Watch for now.
- **Note:** Contacts imported without a status are automatically set to **New**. Make sure the status column is filled in before you import.
##### Primary Agent
- Make sure the agent is listed as the Primary Agent on every contact.
- The name must exactly match how it appears in the CRM.
#### Source
- The source for every sphere contact is **Sphere of Influence**.
- If the agent's previous CRM already had sources, match them to sources that already exist in your Brivity database.
#### Tags
- **Segmentation tag:** The default tag for sphere contacts is always **SOI**. Optionally, add a tag that identifies the agent's contacts, formatted as "\[First Name\] SOI" (for example, "Jason SOI").
- **SOI ranking tag:** The template includes a dropdown column for the standard PLACE SOI tags: **Sphere A+**, **Sphere A**, **Sphere B**, and **Sphere C**. Make sure every contact has one selected. If the agent isn't sure or left it blank, default to **Sphere B**.
##### Contact Information
- Include complete contact details, categorized correctly (mobile, personal, work).
- Place addresses under **Home Address** or **Mailing Address** as appropriate.
##### Couples and Linked Contacts
- Create a separate record for each person, then link them with a **Relationship** in the CRM after the import.
- If you combine a couple into one record, keep in mind that all communication will go only to the primary contact's information.
## Part 2: Import into Brivity
#### Step 1: Open the Import Page
- Hover over the left-side navigation menu, click **Settings**, then click **[Import](https://app.brivity.com/import/contacts)**.
- You can also reach the Import page from [Account Settings](https://www.brivity.com/account).
#### Step 2: Upload the CSV File
### Step 1b: Save the file as a CSV
Before uploading, export or save your spreadsheet as a CSV file. In Google Sheets, go to **File \> Download \> Comma-separated values (.csv)**. In Excel, go to **File \> Save As** and select **CSV (Comma delimited)** as the file type. Brivity's import tool only accepts CSV files.
Click **Start New Import** and follow the prompts to select and upload your prepared CSV file.
#### Step 3: Match Fields and Review
- Brivity will flag any **Unmatched Fields**. If you used the Sphere Import Template, there shouldn't be any.
- If there are unmatched fields, carefully map each one to the correct Brivity field.
- Do a final review and fix any mismatches before continuing.
#### Step 4: Complete the Import
Monitor the import status. When it finishes, you'll receive an email notification. If any contacts couldn't be imported, the email will include an error file explaining why.
### Best Practices
- **Prepare thoroughly.** Give yourself plenty of time to build the import file. The accuracy of the database in Brivity depends on how clean the data is before import.
- **Audit after importing.** Review the database in Brivity to confirm all contacts imported correctly and are categorized as expected.
- **Keep learning.** Use Brivity's resources and support articles to get the most out of the platform.
Following this guide gives agents a structured, efficient move into Brivity and a solid foundation for their business.
### Related Resources
- [Brivity Sphere Import Template](https://docs.google.com/spreadsheets/d/1yZYnTLpKlPFA-wlzLQXaAcqVtvWrjrHhyGVjD1CU9Tc/copy)
- [Preparing Your Import File (Brivity Knowledge Center)](https://www.brivityknowledge.com/v1/docs/preparing-your-import-file)
- [Status Definitions (Brivity Knowledge Center)](https://www.brivityknowledge.com/v1/docs/status-definitions-1)
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