The short version
Swops does not connect to a CRM directly. You export a CSV file from Swops and import it with your CRM’s own import tool; every CRM in these guides has one. Five minutes of preparation makes the import clean:
Export one collection at a time.
Split Name into first and last name, if your CRM wants them separately.
Remove the apostrophe in front of international phone numbers.
Import two or three contacts first and check them.
Then import the rest.
Then follow the guide for your CRM, with its menus and a column-by-column table: HubSpot, Salesforce, Pipedrive, Zoho CRM, Dynamics 365, monday CRM, Freshsales, Bitrix24, or Google Contacts and Outlook.
Export the right file
On your laptop, open Contacts, pick the collection in the collection selector and click Export CSV. On the phone, open the collection and tap Export collection. Picking or opening a collection this way also makes it the one new scans and contacts go to: see Choose where new contacts go.
Include AI analysis appears, ticked, when some contacts have a saved analysis. Keep it ticked if you want the business analysis in your CRM, or untick it for a lighter file with contact details, priority and notes only.
Click Download CSV. The file is named after the collection, for example Automation-Expo-2026.csv.
One collection per import keeps things tidy: everyone in the file met you at the same event, so you can tag them in one go. Export all works too; the Collection column then tells you where each contact came from. See Export contacts to a CSV file.
Which column goes where
| Swops column | What it holds | Usual CRM field |
|---|---|---|
| Collection | The collection name, for example Automation Expo 2026 | A tag, list, segment, campaign or lead source for the whole import |
| Name | The full name, in one column | First name and Last name (split it first, see below) |
| Company | The company on the card | Company, Account or Organisation |
| Role | The job title | Job title |
| The email address | Email. Most CRMs also use it to spot existing contacts | |
| Phone | Office or landline number | Phone or Work phone |
| Mobile | Mobile number | Mobile phone |
| Website | For example hollinmoordairies.co.uk | Website or Company domain |
| For example linkedin.com/in/olivia-grant | A LinkedIn field, or a custom field | |
| Address | One line, parts separated by commas | Street address, or a single address field |
| Country | The country name in English | Country |
| Priority | Hot, Warm, Cold or Unrated | Lead status, rating, label or a custom field |
| Notes | Your conversation notes, sometimes on several lines | A note, description or long text field |
| Captured | The day the contact was saved, as YYYY-MM-DD | A date field, or skip it |
| Research date | The date of the business analysis, as YYYY-MM-DD | A date field, or skip it |
| Business analysis | A short overview of the company, two or three sentences | A note, description or long text field |
| In more depth | Two or three paragraphs of detail | A note, or skip it |
The last three columns are only there when Include AI analysis was ticked. If a CRM has no field for something you want to keep, most let you create a custom field during or before the import.
Split the name into first and last name
Salesforce, Zoho CRM, Dynamics 365 and others need a last name. HubSpot, Freshsales, Google Contacts and Outlook keep first and last names apart too. Pipedrive and monday CRM happily take the full name as it is.
In Google Sheets or Excel, insert two empty columns to the right of Name (column B), call them First name and Last name, and enter these formulas in row 2. Then copy them down to the last row.
| New column | Formula |
|---|---|
| First name | =IFERROR(LEFT(B2,FIND(" ",B2)-1),"") |
| Last name | =IFERROR(MID(B2,FIND(" ",B2)+1,200),B2) |
Everything before the first space becomes the first name and the rest the last name, so "Anna van der Berg" splits as Anna / van der Berg. A one-word name goes into Last name, the field CRMs usually require. Keep the original Name column in the file (the formulas need it) and choose not to import it.
In some languages Excel separates formula parts with a semicolon. If Excel rejects the formula, type ; wherever it shows a comma.
Prefer the menus? In Google Sheets, select the names and choose Data > Split text to columns, with the separator set to space. In Excel, use Data > Text to Columns (choose Delimited, then Space), or type the first name of row 2 in a new column and press Ctrl+E for Flash Fill, which follows your example. The two split commands cut at every space, so a three-part name ends up in three columns: check those by hand.
Whichever way you split, scan the list once. Titles such as Dr, two first names and cards that print the family name first need a human eye.
Remove the apostrophe in front of phone numbers
Swops makes sure nothing in your file can run as a formula when a spreadsheet opens it: any cell that starts with a plus, minus, equals or @ sign gets an apostrophe in front. International phone numbers start with a plus sign, so in the file they read apostrophe, then +44 7700 900417.
A spreadsheet may hide that apostrophe on screen. A CRM reads the raw file and may store it as part of the number. So remove it as the very last step, after any spreadsheet edits, right before you upload:
Open the CSV in a plain text editor: Notepad on Windows, TextEdit on a Mac.
Open find and replace: Edit > Replace in Notepad, Edit > Find > Find and Replace in TextEdit.
In the find box, type an apostrophe followed by a plus sign. In the replace box, type a plus sign only.
Replace all, then save. Keep the name ending in .csv.
Look at a few phone numbers afterwards: they should start with the plus sign. Prefer to do it in the spreadsheet? What is in your CSV export shows how, with one step that matters: format the phone columns as text first. Notes that begin with a dash, plus, equals or @ also carry an apostrophe at the start. It does no harm; remove it by hand if it bothers you.
Open and save the file without damaging it
- Phone numbers. Double-clicking a CSV in Excel can turn numbers written without spaces into plain numbers: a leading zero disappears, a long number shows as something like 4.47E+11. To keep everything as typed, use Data > From Text/CSV in Excel, set Data Type Detection to Do not detect data types and click Load. More on opening the file in Excel, Numbers and Google Sheets: What is in your CSV export.
- Dates. A spreadsheet may rewrite the Captured dates in your local format when you save. Tell the CRM which format the file uses, or skip the date columns.
- Saving. Keep the header row as the first row and save as a CSV in UTF-8, so accents and other alphabets survive: in Excel, File > Save As > CSV UTF-8 (Comma delimited) (*.csv); in Google Sheets, File > Download > Comma Separated Values (.csv); in Numbers, File > Export To > CSV, with UTF-8 chosen under Advanced Options.
- Priority. If you map Priority to a CRM field with fixed choices, make sure the choices match Hot, Warm and Cold. Many CRMs reject values they do not know, so clear Unrated cells first if your field has no such choice.
Test with two or three contacts first
Make a copy of the file and delete every row except the header and two or three contacts. Pick one with a long note and one with an international phone number. Import the copy, open the new records in the CRM and check the name, phone numbers, company and notes. Then delete the test records, or import the full file with the CRM’s option to update existing records by email.
Duplicates
Most CRMs recognise an existing contact by the email address, some also by phone. Contacts without an email can be created twice if you import the same file twice, so import each collection once. The same person can sit in two Swops collections (“Already in this collection” explains why): with Export all, they appear in two rows, and the CRM may merge them or keep both depending on your settings.
The AI analysis in your CRM
The Business analysis and In more depth columns are a dated snapshot of what was public when Swops researched the company. Your CRM will not update them. Keep the Research date with them, and open the full brief in Swops for the highlights, news and sources: see Reopen a saved brief and Check the sources.