Onboarding Import: Contacts

Part of the Onboarding Import series.

The Contacts sheet records individual people associated with your titles and contracts — authors, translators, editors, literary agents, estate executors, and so on. Each row represents one person.

Columns

Column A — Honorific

Optional. Enter the contact's honorific or title (e.g., Mr, Ms, Dr, Prof).

Column B — Pronouns

Optional. Enter the contact's preferred pronouns (e.g., she/her/hers, he/him/his, they/them/theirs).

Column C — First Name

Enter the contact's legal (the name you would make a cheque out to) first name.

Column D — Middle Name / Initial

Optional. Enter the contact's middle name or initial if relevant.

Column E — Last Name

Enter the contact's legal last name.

Match Warning — The contact's name (as assembled from First Name and Last Name) must be matched exactly on the Contracts sheet wherever this person appears as a contract holder or estate contact.

Column F — Pen Name(s)

If the contact publishes under a name or names other than their legal name (i.e., a pen name, pseudonym, or nom de plume), enter those names here. Separate multiple pen names with a semicolon.

Column G — Organization

Enter the name of an affiliated organization only if it is relevant to this contact's data. For example, if this contact is a literary agent, enter the name of their agency here. PubGizmo will create the Organization record and link it to this contact automatically.

Match Warning — If this organization also appears on the Organizations sheet, the name must match exactly.

Column H — Contact's Role at Org

If you have entered an organization in Column G, indicate what role this person holds there (e.g., Literary Agent, Director, Rights Manager).

Column I — Primary Email

Enter the contact's primary email address.

Column J — Primary Phone

Enter the contact's primary phone number.

Column K — Website

Optional. Enter the contact's website URL, including the protocol (e.g., https://www.example.com).

Column L — Address Line 1

Enter the first line of the contact's mailing address.

Column M — Address Line 2

Optional. Enter the second line of the mailing address (suite, apartment number, c/o, etc.).

Column N — City

Enter the city.

Column O — Prov / State

Enter the province or state. For Canadian provinces and US states, use the standard two-letter abbreviation (e.g., BC, ON, NY, CA).

Column P — Postal Code

Enter the postal or ZIP code.

Column Q — Country Code

Enter the two-letter ISO 3166-1 alpha-2 country code (e.g., CA for Canada, US for United States).

Column R — Category

Enter the contact's category or primary role in relation to your press (e.g., Author, Translator, Illustrator, Editor). Be consistent with spelling — these values will populate your Contact Category selector in PubGizmo.

Column S — Bio

Optional. Enter a short biographical note for this contact. Embedded formatting from pasted text will be lost, but you can employ basic HTML tags (<i> for italics, etc.) for formatting.

Column T — Deceased

Enter 1 if this contact is deceased. Leave blank if the contact is living.

Column U — Estate Contact

If Column T is marked deceased, enter the full name of the person who manages the estate, acts as executor, or is the beneficiary.

Match Warning — This name must exactly match the first and last name of another contact as entered on this sheet.

Column V — Estate Organization

If the estate is managed by an organization rather than (or in addition to) an individual, enter the organization's name here.

Match Warning — If this organization appears on the Organizations sheet, the name must match exactly.