How to import contacts from Excel
Import your client contacts in bulk from an XLSX file into Uku. Contacts are linked to existing clients, so make sure your clients are already set up before importing.
Who can do this
Users with Admin or Manager permissions
Clients must already exist in Uku before importing contacts (contacts are linked to clients)
Your contact data must be in XLSX file format
Important: If you have not added clients yet, import your clients first.
Step 1: Access the import feature
Open Clients from the main menu.
Select your company account (if you have multiple accounts).
Click the three-dot menu and select Import clients/contacts.
Step 2: Prepare your Excel file
You can use your own file or download a sample template by exporting contacts from the client list.
Required fields
Company name -- must match exactly with existing client names in Uku
Company number -- used to link contacts to the correct client
Recommended fields
First Name
Last Name
Email
Phone Number
Role
Tips for preparing your file:
Use XLSX file format
Ensure client names match exactly with those in Uku
Include company numbers for accurate matching
Each contact should have its own row in the file
Step 3: Upload and map columns
Upload your file using the Upload file button or drag and drop.
Configure settings: toggle First line is title based on your file structure.
Map your columns:
Critical mappings: Client Name column and Company Number column
Green highlighted columns are automatically matched
Grey columns require manual mapping
Verify the preview to ensure contacts will link to the correct clients.
Step 4: Review and import
Select contacts to import: use checkboxes to select specific contacts, or click Select all to import all contacts.
Click Confirm Import to start the process.
Wait for the completion notification.
Click View contacts to see your imported data.
Best practices
Start with a small test import (5 contacts) to verify your setup before importing the full list.
Keep a backup of your original Excel file.
Use consistent formatting for phone numbers and email addresses.
Review all warnings before confirming the import.
Troubleshooting
Contacts are not linked to any client after import: The company name or company number in your Excel file does not match the client records in Uku. Double-check for extra spaces, different capitalisation, or typos in the company name and number columns.
Some columns are grey and not mapped automatically: Uku could not match the column header to a known field. Click the grey column header and manually select the correct Uku field from the dropdown.
Import fails or shows errors: Verify that your file is in XLSX format (not CSV or XLS). Also check that each contact has its own row and that required fields (Company name and Company number) are filled in for every row.
Duplicate contacts appear after import: Uku does not automatically deduplicate contacts. If you import the same file twice, duplicates will be created. Remove duplicates manually from the client's contact list.