Home FAQs: Importing and updating contacts

FAQs: Importing and updating contacts

By Brokerkit Product

• 8 articles

Exporting Your Contact List

Export your Brokerkit contacts as a CSV file whenever you need a current list for reporting, analysis, or another email platform. You can export your complete contact list or narrow it first with the Search bar, Quick Filters, Advanced Filters, or a Saved Search. Export your complete contact list 1. Open Recruiting → Leads, Retention → Team, or Archived, depending on which contacts you need. 2. Click Search with nothing entered in the search bar to show everyone in that area. 3. Click Download CSV to the right of the results. Run the export separately in Recruiting, Retention, and Archived if you need contacts from all three areas. Export a filtered contact list You can narrow the list before exporting it in any of these ways: - Search bar and Quick Filters: Use these for a simple search or common criteria. - Advanced Filters: Combine multiple conditions such as status, owner, labels, company, location, production, campaign membership, or recent activity. - Saved Searches: Open a Saved Search to reuse a set of filters you or your team created previously. After applying the search or filters, review the results and click Download CSV. The CSV will contain the contacts in that result set rather than everyone in the account. For detailed instructions on the Search bar, Quick Filters, Advanced Filters, and Saved Searches, see Quick Filters, Advanced Filters, and Saved Searches. Download CSV button Download the exported file Brokerkit generates the CSV and emails you a download link. The email comes from noreply@u.getbrokerkit.com with the subject [Brokerkit] Exported data. If the export email does not arrive - Check your spam or junk folder. - Allow several minutes for a large export to finish. - If you previously unsubscribed from Brokerkit system emails, your address may be on the internal suppression list. This can prevent export notifications and other system emails from reaching you. If the message still does not arrive, email support@brokerkit.com and we will help check your notification delivery.

Last updated on Aug 31, 2026

How often should I update BrokerMetrics production?

Most team leaders do this approximately every 3-6 months when they find production to be stale and to catch any new candidates, but our team is happy to update as often as you want to run the reports in BrokerMetrics. Any time you have a file to import, just send it to support@getbrokerkit.com with any special instructions.

Last updated on Jan 17, 2026

How does social media lookup work?

One of Brokerkit’s most powerful and effortless features is the social media lookup, which allows you to link your account with Facebook and LinkedIn. Brokerkit will automatically search for social media profiles that match your contact's email or cell phone number when you first add the contact or—if they were imported—click the Lookup Social Profiles button. If the email or cell phone number on the contact doesn't match the social databases or if a different number or email was used, no match will be shown. If a shared email or phone number is used on the contact, it may match the wrong person, but you can just remove them. How to add a social link for a contact Social media lookup works for both Recruiting and Retention. Click on any contact profile and scroll down. At the bottom right-hand side, you will find the "Social and Web" section, where you can "Lookup Social Profiles" to find results based on the user's email or directly add the information. Screen Recording 2024-04-29 at 02.08.54.29 PM How to add additional social links for a contact If you want to add more social and web information, open the contacts's profile and click on the "Links" button > Select "Link Type" > Type the information and save Screen Recording 2024-04-17 at 02.59.35.66 PM How to edit social media information There may be several reasons why social media information does not match when using media lookup, but you can always update it by clicking on the "Edit" button. Screen Recording 2024-04-17 at 03.02.41.65 PM

Last updated on Jan 17, 2026

How do I exclude agents from the same franchise from an email or campaign?

If you want to email or add agents in your market to a campaign while excluding people who work for your own franchise or another brand, use Advanced Filters and save the result as a Saved Search. This keeps those contacts in Brokerkit while leaving them out of that outreach audience. Build the exclusion filter 1. Open Recruiting or Retention and click Advanced Filters. 2. Add this filter: - Category: Contact Info - Property: Company - Operator: Does not contain - Value: the franchise or brand name you want to exclude 3. Because company names can appear differently in MLS data, add another Company → Does not contain filter for each common variation and join the filters with AND. For example, a Keller Williams office might use: - Company → Does not contain → Keller Williams - AND Company → Does not contain → KW Advanced Filters saved search excluding Keller Williams and KW company-name variations Review the results before sending. MLS company names are not always standardized, so add any other abbreviations or local naming variations you find in your data. Save and reuse the audience 1. Click Save Search at the bottom of the Advanced Filters panel. 2. Give it a clear name, such as Exclude Keller Williams agents. 3. Open the Saved Search whenever you want to send a bulk email, enroll matching contacts in a campaign, or perform another bulk action. Saved Searches update automatically as contact data changes, so you do not have to rebuild the exclusions each time. See Quick Filters, Advanced Filters, and Saved Searches for complete instructions. Saved Search vs. Archived: Use a Saved Search when you only need to exclude contacts from an email, campaign, or other audience. Move contacts to Archived only when you want them removed from your active Recruiting or Retention pipeline altogether. Archiving is not required just to avoid emailing other franchisees.

Last updated on Aug 14, 2026

Can I Undo or Revert Actions in BrokerKit?

Unfortunately, once a contact file has been imported, there is no automated way to reverse the changes. However, if you encounter issues after an import or need assistance, please get in touch with our customer support team at support@brokerkit.com. We can help you review the situation and find the best way to address any issues that may arise. Campaigns You can stop or remove a campaign at any time. To stop a running campaign, go to the Campaigns page, find the campaign, and click Stop or Remove. Stopping a campaign prevents future messages from being sent, but messages already sent cannot be unsent. Tags (Labels) Tags (called Labels in BrokerKit) can be removed from contacts individually or in bulk: - Individual: Open the contact's profile, click the tag you want to remove, and select Remove Tag. - Bulk: Use the Leads Importer or Team Members Importer with a CSV that updates the labels field, or contact support for assistance. Messages Sent messages (emails, texts) cannot be unsent or recalled. If you sent a message by mistake, you can send a follow-up message to clarify or correct the information. Contact Edits If you edited a contact's details incorrectly, you can manually correct the information by opening the contact's profile and updating the fields. There is no change history, so make changes carefully. Appointments BrokerKit appointment records can be corrected by deleting the appointment and creating a new one with the right details. If you already sent a Google or Microsoft calendar invite, update or cancel that calendar event directly in Google Calendar or Microsoft 365. Deleting the BrokerKit appointment does not reliably remove or update the already-sent external calendar invite.

Last updated on May 02, 2026

How to avoid creating duplicates while importing data

Matching & Merge Algorithm When you import a list of leads or agents (records) into Brokerkit, here is the logic we use to match and merge the new record into existing records to avoid duplicates: - If the lead was imported and an Agent ID was included, the existing lead will be matched by Agent ID. - Or if the Email matches the existing lead, the leads will be matched by Email. - If the Agent ID or Email doesn't match a record in Brokerkit already, a new record will be created. Matching Agent IDs across different MLSs - If agent IDs match, our match and merge algorithm will do the following based on the MLS selected on import: - Match and merge when two agents have the same MLS selected as well as the same ID. - Add a new record if the new agent with the same agent id has a different MLS selected. - If the agent ID is the same and only one record has an MLS selected, the two records will merge. Update Algorithm for Matches When a record is updated, all fields with a blank/null value will be updated. Only this list of fields will update to the new value if they already have data completed in the field: - Production data - Agent Notes - Home Address fields - Company name - Office ID - Office County - Office Address The following data will always be left untouched on an update: - All conversation notes - All completed fields - Owner, phone number, referring agent, status, follow-up date, etc. When uploading your data, if the file contains duplicate information (ID or email), but with different names, only the first record will be added. 🔗 Please see Merge Duplicates on how to identify and merge duplicates in your account.

Last updated on Nov 27, 2025

How can I add a referral from an agent at another office?

What does Referred On mean? In the Contacts and Leads grids, Referred On is the date Brokerkit recorded the lead as referred or submitted. If the lead came from an agent or affiliate referral, it is the date that agent or affiliate referred the candidate. If the lead came from another create or import path, Brokerkit generally sets this to the date the lead was created, submitted, or imported, unless the import supplied a separate Date Referred or Referral Date. It is a date field, not a lead status, and admins can edit it from the contact's Recruiting Details. In order to add a referrer who isn't an agent on your roster, the best practice is to add them as an Affiliate. Affiliates have the ability to refer, track referrals, etc., without being an agent on your team. From the Retention screen, click Add Team Member. Enter the referrer's information, and under Role, select Affiliate. Not only does this give you the option to enter referrals under their name, it gives them the ability to track progress and easily refer you more leads.

Last updated on Jun 05, 2026

How to find contacts not being updated by Relitix integration monthly updates

Step 1: Log in to Brokerkit 1. Open Brokerkit in your web browser. 2. Enter your username and password to log in. Step 2: Labels 1. Click on Labels to view the current labels in your system. 2. Enter a descriptive name for your new label. (e.g., “Not Updated”) 3. Click on the Create New Label button. You can now apply this new label to any contact or lead by going to their profile and selecting it from the list of available labels. Step 3: Contacts 1. Go to Contacts 2. Select the whole database 3. Click on Labels 4. Select Add Label to Leads 5. Apply that label to everything (“Not Updated”) Step 4: Data 1. Navigate to Data 2. Go to MLS Import 3. Click on Edit Query 4. Add a new label in the section “Comma Separated Labels to add to Leads:” (e.g., “[Import Query Name]-updated on dd/mm/yy”) 5. Click on Save Query 6. Manually run it. (That’ll import it) Step 5: Back to Leads 1. After it imports 2. Go back to Contacts again 3. Click Quick Filters 4. Search through the Labels filter “[Import Query Name]-updated on dd/mm/yy” to find those 1. Select them all 2. Click on Labels 3. Select Remove Label from Leads 1. Remove the Label (“Not Updated”) That’ll remove the Label “Not Updated” from the ones that were updated 1. Go back filter on the Label (“Not Updated”), and it’ll show the contacts not updated by that query. If you have multiple queries, you can do the same thing across them. This method will help you find agent contacts that need to be updated, and it can be refined with additional filter criteria as required.

Last updated on Aug 14, 2026