ONTRAPORT provides excellent options for Importing Contacts yourself, but some information cannot be imported or exported through your Administration login. To meet our client's needs, our Concierge Services Team provides custom import and export services, called Custom Dev Work. This allows import or export of the items below. Check with us for other import / export requirements. Secure transmission of username / password or SFTP credentials is covered in the PGP Public Key Block section.
What is Purchase History?
The purchases your customers have made over time are recorded in the Contact Record's Purchase History section. Here is an example of a Contact's Purchase History:
Why would you want to import Purchase History?
The main purpose of importing purchase history is record keeping. If you import your purchase history into our system you will have all your data in ONE place and you can use that data to run actions in ONTRAPORT.
So you can see what Contacts have purchased from previous systems used for payment processing. You can create a Group based on the criteria "Purchase Products" - "contains" - "Gold Membership".
You can then run Group Actions for this Group that purchased a particular Product - what would you like to happen to people that purchased a specific Product from your other payment processing system? Subscribe them to a Sequence that contains emails alerting them of a new similar Product you are now selling through ONTRAPORT?
What does the Client need to prepare for Concierge to import their Purchase History?
The Client needs to present Concierge with a CSV file with the info they would like imported into ONTRAPORT. The header on the CSV file needs to have the same naming conventions as the fields in ONTRAPORT:
Email or Contact ID
Frequently Asked Questions
Q. Can I import negative amounts into purchase history?
A. We CANNOT import negative amounts into purchase history.
Q. Do products need to be entered prior to the import of purchase history?
A. Products do not need to be entered prior to import of purchase history, but make sure that your product name is uniform throughout the entire file.
Q. Can I import multiple prices for the same product name?
A. We can import multiple prices with same Product name. Format the import file like this:
List the purchase history sorted by Product name, with the secondary sort on the price field (in descending order) as shown. In the example, "Silver Membership" is sold at "99", "49" and "29".
Q. Can the CSV file have billing address info on it and will the Devs import?
A. The Developers are able to import separate billing addresses. Please make sure your request includes this information! The billing address will go in our "Address" field. We cannot separate "shipping" and "billing" addresses. By default, the "Address" field populates with shipping address information.
Q. What about adding purchases to a contact already in the system for a given product?
A. The product must already exist in the account in order to log it. However, we can override the price of the purchase in the case of discounts, sales, etc.
What we need from you to import Purchase History
Date (if not provided, date will log as 11:59:59pm 12/31/1969)
Sale Price (If not specified, will use the default product price)
There's a decent amount of flexibility with regards to the date. It can be to-the-second specific or it can just be logged at a generic time (like noon).
# of Products
We need to know how many products you are importing: if it’s a HUGE amount (50,000+ products), then we will not be able to conduct the import. We DO NOT support shopping cart functionality and importing HUGE amounts of data will crash your account.
What is importing credit card information?
This is the action of taking credit card data from one payment processing system and importing it into ONTRAPORT so you can continue billing clients through our payment processing.
Why would I want to import credit card information?
You may want to:
Import credit card data if you want to move recurring payments into ONTRAPORT (and have us create Open Orders).
Have a credit card number associated with your Contacts.
Have the ability to perform manual transactions with your Contacts
What do you need to prepare for Concierge to import credit card information?
Note: There are strict regulations for transferring credit card data, and it must be from one PCI compliant processor to another. We cannot accept credit card data directly from individuals or businesses that are not PCI compliant processors. If you have credit card information on file, please contact firstname.lastname@example.org so we can determine the best method for importing. Please do not send any credit card data to us.
Here are the steps you need to take to initiate the transfer of credit card data:
- Obtain contact information from the current PCI compliant processor holding the card data. This will be the person they designate to work with ONTRAPORT to transfer the information securely.
- Advise them that you have asked ONTRAPORT to transfer the credit card data.
- In most cases, they will have a "ticket" or "issue number" assigned for the upcoming transfer.
- Contact our Concierge Team at email@example.com with the contact information and ticket/issue number.
- ONTRAPORT will work directly with your current PCI compliant processor to transfer the credit card data.
Frequently Asked Questions
Q. Can I just send you an Excel or CSV file with the credit card data?
A. No. We will not accept credit card data in any format from any person or company that is not PCI compliant. It will be discarded. Please be aware that sending credit card data in an unsecure manner may be considered a data breach.
Q. If someone imports credit card data only, what can they do with this info? Is it just manual transactions?
A. Imported credit cards act just like other credit cards in ONTRAPORT, allowing you to process manual transactions and continue with subscription or payment plan payments.
Q. Do I have to have billing addresses imported along with the credit card information or can I just import credit card information? If we do import billing address, will it just populate in our Address fields or custom fields they create? Since the Address field is technically the shipping address, by default, how does this affect billing if at all?
A. We do need the billing address imported with the credit card information. While not exposed in the Contact Record, the billing address is separate from the contact's regular address fields.
Q. What if my contacts have multiple credit card numbers they use for my different products? Can you store multiple credit card numbers for a single contact in OP?
A. We can store multiple credit card numbers. You will need to identify the credit card used for each open order for it to be applied properly. The last four digits of the card and the expiration date are used for matching credit cards to specific orders.
What is an Open Order?
When you sell a Product with a payment plan or an ongoing subscription, ONTRAPORT interprets this as an Open Order. You can only import Open Orders if you are importing credit card information as well. You are basically moving your subscription payments from one payment processing system over to OAP.
Why would you import Open Orders?
There really is no purpose of importing open orders WITHOUT importing credit card info. If we import open orders in our system, when their billing date comes around, it will decline because we don't have a credit card to charge.
What can you do with Open Orders?
Open orders will create a record for the contact's next billing date. If you import open orders and credit card information then the contact will continue on their billing cycle in our system.
What we need from you to import Open Orders
We assume either the contacts already have credit cards or they already gave us credit cards to import. Open Orders should NOT be part of the client's complete list .csv; they should be in a separate file removed from 'non-open orders'. The following fields need to be provided in the open order file:
Contact id (or email) - something unique so we can attach it to the correct contact
First and Last Name
Price and recurring rate
Next charge date
Payments remaining (if it's a payment plan)
Quantity (we'll assume 1 unless this one's set to something else)
Payment Gateway info for the orders and Payment Gateway id
If do any other style of billing besides monthly billing, then we will also need the following information:
Recurrence (day, month, week, quarter, year)
Frequenty Asked Questions
Q. Can I enter a new transaction date for a subscription product in order to edit the recurring payment date?
A. Sometimes our customers want to enter a new transaction for a subscription product and want to be able to edit the date their payment goes through so they keep the same billing date.
Example case: Joe has a billing date of 1/18 in your old system and you charge him $50/month recurring. You want to add that product into ONTRAPORT and not have Joe get charged until 1/18. If that's so, then you would want to create a product with a $0 trial for the first month. And then enter the monthly subscription price as normal. From there you can follow the instructions listed below. You see the 'game' is to get the product attributed to the contact record without charging them first. Once you've manually entered the order, follow the steps below to manually update their next billing date.
Find the Open Order section in the Contact Record
Click on the Open Order you wish to edit, a Subscriptions and Payment Plans section will appear below
Click the pencil icon to edit that order
Enter the next billing date as you wish (scroll down)
Q. Can I import multiple prices for the same product name?
A. We can import multiple prices with same Product name. Format the import file like this:
List the open orders sorted by Product name, with the secondary sort on the price field (in descending order) as shown. In the example, "Silver Membership" is sold at "99", "49" and "29".
Q. At what time are open orders processed?
A. All open orders run at on the date listed in the contact record at 1 A.M., Pacific Time (in California).
Tip: If you live in Australia and want to set your Open Order Date to fire on January 2, you'll want to set your Open Order Date to January 1 since it runs on Pacific Time.
Q. Can you only import Open Orders when Credit Card information is also imported? Is there any way or reason why we would import Open Orders alone?
A. You don’t need a credit card import as long as there's a credit card in the Contact Record. Also, you’ll need to let us know what payment gateway should be on the Open Order.
Q. What does creating Open Orders in ONTRAPORT from Paypal entail?
A. We cannot re-create open orders and subscriptions for PayPal.
What are Notes?
The notes section is a great way of jotting down information on the fly that doesn’t fit in any given field. If you have a form on your website that invites notes or questions from visitors and you use the notes field in that form, this is where it'll show up. Also, the notes you take down from phone calls logged, and from tasks will go here.
Why would you import Notes?
You would want to import your notes from another system if you want to know a contact’s correspondence history or any notes about that contact from a previous system.
What can you do with Notes?
You can refer to the notes section in your contact's record and see what type of correspondence occurred in your previous system (but now lives in ONTRAPORT).
What we need from you to import Notes into contact records?
A CSV file with the following fields:
- Contact's email address
- Contact's First Name and Last Name (optional)
- Contact ID number (optional - from ONTRAPORT)
- Author ID (this should correspond to an ONTRAPORT User ID number)
- The Note text to be added
What is Affiliate/Partner Referral Data?
This is the data from an Affiliate Program built in another system. In ONTRAPORT, the affiliate program is called the Partner Program.
First Referrer vs. Last Referrer
This means that when a sale gets made, the very first person whose affiliate link got clicked will get the commission, no matter how many other people's affiliate links get clicked in the interim.
This means that the affiliate link that gets clicked last, or, most recently leading up to a sale is the one that will get paid, no matter who was the first one to refer the sale.
Why would you import Affiliate Referral Data?
Because you would like to run an Affiliate Program in our system as opposed to your previous system. Importing Affiliate Referral data allows the Client to attribute contacts with who referred them for the purpose of commission.
What can you do with Affiliate Referral Data?
Keep the Affiliate Referrals with their appropriate Contacts that were logged in your previous system.
What we need from you to import Affiliate Referral Data?
You need to create an Partner Program in ONTRAPORT. Then you need to provide two CSV files comprised of the following:
All the Affiliates - email and Affiliate Program they're currently on
Provide all the Referrals. Referral's email, Affiliate's email.
What does Setting Referrers mean?
When performing the import of Affiliate Referral data, we are adding a First and/or Last Referrer to the contact to handle commissions. In order for this to function properly, the contact listed as referrer MUST be already added to an Affiliate Program.
Contact ID* (required field)
First Referrer (Contact ID)
Last Referrer (Contact ID)
This will be anywhere from 1 to 3 fields. The first is the Contact ID of the person we're applying the referrer to. The other two refer to the contact IDs of the affiliates.
For example, if I want to add Colton as my first referrer and Pin as my last, the file needs the following: My contact ID, Colton's contact ID, Pin's contact ID.
PGP Public Key Block
Our PGP key is below. You can use this public PGP key to encrypt your communications with ONTRAPORT. We encourage the use of encryption when communicating login and password information to secure accounts, for SFTP use if ONTRAPORT needs to access your server, etc. Numerous resources exist for encrypting and decrypting PGP; a good place to start is the Gnu Privacy Guard (GnuPG) Project and their instructions on how to import a public key.
When you encrypt a file or email message with our public key, only ONTRAPORT can open it with our private key. Software to help you create and store your own PGP key set:
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