Troubleshooting GetResponse custom fields import export issues

Curious why a clean spreadsheet still breaks your campaign? You upload a file, expect contacts to land in your account, and something slips. Small header mistakes, mismatched values, or a stray cookie policy can stop personalization cold.

This introduction walks you through the new Add contacts view, and explains what stays the same if your interface looks older. The Email column is assigned automatically, and a header named name will map to the Name field without extra steps. Unmatched columns show a “?” so you can Select…, choose Don’t match, or Create a custom field.

Preview shows 20 rows but processes the whole file. That preview limits quick checks, so you will learn how to validate mappings for an email list of any size. We also cover when to use Do not import unmatched columns to protect your data and marketing automation flows.

Key Takeaways

Follow strict header names to speed mapping and avoid value mismatches.
Use the “?” marker to decide Select, Don’t match, or Create a field.
Preview 20 rows, but always verify the full file when validating large lists.
Protect your account and automation by skipping unmatched columns when needed.
Check email, name, and note fields before the first upload to reduce rework.
Understand downstream effects on segmentation, triggered sends, and reporting.

Understand the problem and search intent in the present landscape

Before blaming the platform, confirm your file format, size, and encoding. You must match the uploader’s rules to avoid blocked imports and broken mappings.

Key constraints include supported types (CSV, TXT, VCF, XLS, XLSX, ODS), separators (comma, semicolon, tab), and required UTF-8 encoding. Files have size caps: ≤50 MB for most formats and ≤10 MB for XLS. Only the first sheet is read from multi-sheet workbooks.

Every record needs a valid email column. Malformed addresses like “john@aol”, “johnaol.com”, or “@aol.com” trigger syntax errors and stop data processing. Long or special-character emails also fail.

Convert Excel number cells to text for dates to preserve YYYY-MM-DD format.
Predefine the account’s custom fields to let headers map automatically.
Check headers so the Name and other field values map without “?” markers.

Constraint	Why it matters	Quick fix
Encoding: UTF-8	Prevents garbled characters in names and notes	Save as UTF-8 before uploading
Single-sheet import	Only the first sheet is processed	Move or copy relevant data to sheet one
Email syntax	Invalid emails block processing	Validate and clean addresses beforehand
Excel dates	Numbers replace YYYY-MM-DD values	Convert cells to text or format as ISO dates

Troubleshooting GetResponse custom fields import export issues

A sleek, modern email column set against a soft, gradient background. In the foreground, a stylized inbox interface with clean, minimal icons and intuitive controls. Subtle depth-of-field blur draws the eye to the center, where custom fields are neatly organized and labeled. Soft, diffused lighting from the side creates depth and dimension, while a touch of gloss on the UI elements conveys a sense of professionalism and technology. The overall atmosphere is one of efficiency, organization, and a user-friendly experience for troubleshooting GetResponse custom fields import and export.

Start by confirming that your file type, encoding, and sheet selection meet the uploader’s strict rules. Use CSV, TXT, VCF, XLS, XLSX, or ODS with comma, semicolon, or tab separators. Save as UTF-8 and keep files under size limits (50 MB for most formats, 10 MB for XLS). Only the first sheet is read.

Validate the email column carefully. Each contact needs one valid address. Malformed, empty, or >128-character emails cause syntax errors that block rows and skew error reports.

Match headers to existing entries in your getresponse account so columns map automatically. Unassigned custom fields show “?”—pick an existing field, choose Don’t match, or create a new custom field on the spot.

Normalize default values (Gender: “male”/”female”; Country/Currency lists).
Trim long text to avoid clipping at 255 characters.
Format dates as YYYY-MM-DD and convert Excel number cells to text.
Set phone prefix rules during assignment and use tag columns (1/0) or add up to 10 tags on import.

Step-by-step: Map columns, match custom fields, and import contacts correctly

A complex software interface depicting the process of mapping columns and custom fields in a CRM system. The foreground showcases a spreadsheet-like grid with column headers and a set of custom fields, all rendered in a sleek, minimalist style with subtle highlights and shadows. The middle ground features intuitive drag-and-drop functionality, allowing the user to visually align the spreadsheet columns with the corresponding custom fields. The background subtly suggests a larger data ecosystem, with muted grid lines and a soft, diffused lighting that creates a sense of depth and focus on the task at hand. The overall aesthetic conveys a sense of professionalism, efficiency, and attention to detail, complementing the subject matter of the article.

Open Contacts > Add contacts, select From file, and load your CSV or Excel file to begin mapping. The uploader shows a 20-row preview but processes every row after you confirm mappings.

Ensure the email column exists. The Email field maps automatically. The Name field maps only if the header reads exactly name. Unassigned custom fields display a “?” next to their headers.

For each “?”, expand Select… to match an existing custom field, pick Don’t match, or choose Create a custom field.
When creating a field on the fly, pick the right type (text, number, date, country, currency, gender, phone) and set sensible default values to handle blanks.
Select Do not import unmatched columns when you want to block noisy columns from entering your database.
Convert Excel number cells to text so YYYY-MM-DD dates remain intact and downstream automations run correctly.

Step	Why it matters	Quick action
Upload & preview	Confirm headers and sample mapping	Open Contacts > Add contacts > From file, then review preview
Resolve “?” markers	Prevents misaligned attributes	Select an existing custom field, Don’t match, or Create a custom field
Date columns	Excel numeric dates break automations	Convert number cells to text or format as YYYY-MM-DD

Set up and maintain custom fields to prevent future import/export errors

Plan your contact schema so field types and defaults match incoming data from day one. A clear naming standard and deliberate type choices cut mapping friction and reduce mismatches from third party sources.

Use consistent naming and stable types

Name new entries using lowercase letters, numbers, and underscores (example: favorite_icecream_flavor). This lets your source headers auto-map reliably. Using clear and descriptive naming conventions not only helps in organizing your content but also enhances searchability. For example, if you’re cataloging home design inspiration ideas, be sure to reflect that in your naming structure. This practice not only promotes efficiency but also facilitates easier collaboration with others who may be working on similar projects.

When you add a new custom field, go to Contacts >> Custom fields and click Add custom field. Pick the right type—country, currency, date, gender, number, phone, text, or URL—and choose single/multiple or line/paragraph formats.

Edit, delete, and visibility rules

You can edit only user-defined entries; names can’t change once created. If a field is used in forms, filters, or workflows, you cannot edit its type or format. You can change values and visibility, but editing values replaces originals in contact records.

Normalize values and default settings

Define option lists and set sensible default values (up to 255 characters for text). Normalize incoming values—map “USA” to “United States”—so downstream segmentation and reporting remain consistent.

Standardize nomenclature to enable predictable auto-mapping.
Choose enumerations for constrained data (gender, currency) and text for free-form input.
Hide fields from contacts when they are used only for backend logic or cookies tracking.
Document schema and review fields tied to third party integrations on a regular cadence.

Action	Why it matters	Quick step
Name using lowercase & underscores	Enables exact header match and auto-mapping	Use favorite_icecream_flavor style names
Pick correct type	Prevents invalid values and broken workflows	Choose country, date, number, or text as appropriate
Set defaults & normalize values	Reduces mismatches and fills blanks consistently	Define defaults and map variants (USA → United States)

Export-ready data hygiene: lists, contacts, and field values that just work

Prepare your lists so a single, well-formed sheet moves cleanly between systems.

Keep the first sheet simple and encoded as UTF-8. Most tools read only the first worksheet, so export a single sheet with a clear header row. Include exactly one properly formatted email per row in the email column.

Use ISO dates (YYYY-MM-DD) and convert Excel date cells to text before you save. Constrain enumerations—Gender, Country, Currency—to the exact allowed values in your getresponse account so values are accepted without manual fixes.

Avoid multiselect outputs; split into binary columns or normalized text fields.
Provide tags via a header with 1/0 values or plan to apply up to 10 tags during mapping.
Sample rows for malformed emails, empty cells, and strange characters before sharing with third party teams.

Checklist item	Why it matters	Action
Single UTF-8 sheet	Prevents partial reads from multi-sheet files	Export sheet one only; save as UTF-8
Email column	One valid email per row enables clean data processing	Validate addresses and fix syntax errors
ISO date format	Preserves dates across systems	Convert Excel dates to text as YYYY-MM-DD
Constrained values	Matches account enums and avoids rework	Normalize Gender/Country/Currency to allowed values

Document your data processing rules and keep an audit trail. That way, operations and analytics can reproduce the same outputs for recurring campaigns and troubleshoot discrepancies fast.

Conclusion

Close the process loop with a short checklist that guarantees headers, encoding, and list structure match your account schema.

Make these quick checks: save as UTF-8, limit file size (≤50 MB; ≤10 MB for XLS), use the first sheet only, and keep one valid email per row. Format dates as YYYY-MM-DD and convert Excel date cells to text.

During mapping, let exact header matches do the work. Fields marked with a “?” prompt you to match, skip, or create a new custom field. Apply up to 10 tags or supply them in the right column format to preserve values and segmentation.

Document standards and enforce them so your list, contacts, and schema scale reliably for marketing automation. For community tips, see this custom fields GetResponse guide.

FAQ

How do I verify my import file format, encoding, size, and sheet selection?

Check that your file is CSV or XLSX, UTF-8 encoded, and under platform size limits. Open the file in a plain-text editor to confirm UTF-8 and comma/semicolon delimiters. For XLSX, ensure the correct sheet is active and that there are no hidden rows or merged cells. Removing extraneous sheets and saving a fresh export often fixes parsing errors. Additionally, if you encounter any getresponse csv export issues, double-check the data formatting within the file. Pay special attention to any special characters or whitespace that may interfere with proper parsing. If problems persist, consider consulting the support documentation or forums related to the specific platform you’re using for further assistance.

What are the requirements for the Email column to import successfully?

The Email column must contain valid, unique email addresses using standard syntax (local@domain). No empty cells, leading/trailing spaces, or line breaks. Avoid duplicated addresses in the same upload; the system will skip or merge duplicates depending on your settings. If you see rejections, run a quick validation in a spreadsheet or with an email-check tool before retrying.

How do I match column headers to fields in my account during the upload?

Use clear headers like “email”, “first_name”, or the exact field names used in your account. During mapping, select the corresponding existing field or choose “Create a new field” for unmatched columns. For automated assignment, include standard headers: “email” for contact key and “name” for display name. Consistency avoids many mapping errors.

How can I resolve data mismatches for options like Gender, Country, or Currency?

Normalize incoming values to match your account options. For example, use “Male”/”Female” or country ISO codes exactly as listed. If values differ, either update your import file to the accepted labels or pre-create the matching options in your account. You can also set default values to catch unrecognized entries.

What field limits should I respect, and which types are not supported in bulk uploads?

Text fields typically accept up to 255 characters. Multi-select fields often can’t be imported as combined values — treat them as separate tags or split into multiple columns. Keep cell contents concise and within limits to prevent truncation or failures.

Are there special rules for date and phone fields?

Yes. Use ISO dates like YYYY-MM-DD for date fields to ensure correct parsing. For phone numbers, include country prefixes and remove formatting characters when possible, or map to a dedicated phone type field. Convert Excel date numbers to text in the desired format before exporting to CSV.

Can I apply tags during import without breaking field assignments?

You can add tags during the import process by mapping a column to the tag field or using the upload dialog’s tag option. Use simple, consistent tag names and avoid duplicating tag values in the same row. Tags won’t override other mapped fields when assigned properly.

What is the recommended workflow to map columns, match fields, and import contacts correctly?

Export a sample from your account to mirror field names. Prepare your file with matching headers, validate emails, normalize option values, and convert date cells to text. In the upload flow, map each column, address any “?” unassigned columns, and preview before confirming the import.

Where do I go to add contacts from a file and start the mapping process?

Navigate to Contacts → Add contacts and choose the From file option. Follow the prompts to upload, map headers, and set deduplication or update rules. The interface walks you through assigning columns to existing fields or creating new ones on the fly.

How should I handle unassigned columns marked with “?” during import?

For each “?” choose Select… to map to an existing field, Don’t match to ignore the column, or Create a new field if the data is needed. Use Don’t match for irrelevant data to speed imports and prevent unnecessary field clutter.

Can I create new fields during the import and what should I watch for?

Yes, you can create fields on the fly. Choose an appropriate type (text, date, number, dropdown), set format constraints like date pattern, and add default values if needed. Ensure naming conventions are consistent and that field types match incoming data to avoid later conflicts.

When should I use the “Do not import unmatched columns” option?

Use this when your file contains reporting or intermediary columns that you don’t need in the account. This prevents creating unnecessary fields and keeps your data model clean. Only import what you will actively use for segmentation or automation.

How do I ensure Excel numeric cells convert properly for date imports?

Format date columns as text in Excel using the YYYY-MM-DD pattern, or use the TEXT function to create a new column with =TEXT(A2,”yyyy-mm-dd”). Then export to CSV to preserve the formatted string and avoid Excel’s serial date numbers.

What are best practices for naming and maintaining fields to prevent future errors?

Use stable, predictable names — lowercase, numbers, and underscores work well. Avoid frequent renames. Choose the correct field type from the start and normalize accepted option values. Consistent naming simplifies mapping and API calls later.

What edit or delete constraints should I know about field management?

Field labels are often editable, but core identifiers may be fixed. Fields currently used in forms, workflows, or automation may be locked from deletion or type changes. Review dependencies before modifying or removing a field to prevent breaking automations.

How can I normalize option lists and default values to match incoming data?

Standardize the option set in your account to match expected incoming values, or transform your source file beforehand. Set sensible default values for missing entries so records remain complete. Consistent option lists reduce manual cleanup after imports.

What should I check to ensure export-ready data hygiene for lists and values?

Remove duplicates, trim whitespace, normalize case, and standardize option labels. Verify email validity, confirm required fields are populated, and export a sample to validate formatting. Clean source data produces reliable exports and fewer errors on re-imports.

Are there character limits or special limits I should be aware of during uploads?

Keep text fields under 255 characters. Avoid extremely long notes or HTML blobs in single cells. If you need rich content, store it externally and include a link instead. These limits prevent truncation and speed up processing.

How do I handle third-party data or tracking cookies when importing contact attributes?

Treat cookie-derived attributes as optional fields and store anonymized values where privacy rules require. Clearly document any third-party data mapping, and ensure consent is recorded. Use tags or separate fields for provenance to aid compliance and segmentation.