How to Import Contacts into Active Campaign

If you’ve been collecting emails in a program like Quickbooks, Mail Chimp, or IntakeQ, but you’re ready to graduated to a more robust email management system like Active Campaign or The PT Email Engine™️, I’m here to help you migrate your email contacts quickly and as pain-free as possible!

I want to make sure you understand that if you have a contact and they’ve not given you permission to send them emails, you can still import them we just have to make sure that they’re marked correctly. If you’ve sent them emails before because they’re a patient you can import them as a patient to your list.

You CANNOT just grab a bunch of emails off the internet or buy an email list because they will be marked as spam. And that serves no one!

First, you’ll start by exporting your contacts to a CSV file. Information we need is their name, preferably first and last, phone number, email, and address. One list will be for customers and the other will be a list of prospects.

Invariably, sometimes you’ll mess things up and that’s okay! 

You can also start a contact in automation manually by bulk editing contacts. When you bulk edit contacts, there’s an option to enter an automation or add a tag.

Once you’ve imported your contacts with the relevant tags, you can send a campaign email welcoming them to your brand new newsletter. Let them know you’ll be sending updates on important things happening in your clinic. Make sure to include a link to an offer, like an ebook, to help get them moving along in an automation series. 

We don’t want to put them into something they don’t want. When you start sending emails to a list that you haven’t emailed just know that a lot of people are going to unsubscribe and that’s okay. Do not worry about the unsubscribes. What you can do is send them value-based emails and give them links to other things and that will get them moving through your automations when they want it to happen with their permission.

My number one suggestion would be let any current email sequences finish out in your old system and then start the new contacts in Active Campaign. You don’t want people to lose progress by starting them midway through the same campaign on a new platform. 

As part of the PT Email Engine™️, you will get trainings like this, templates and automation set ups, as well as access to other physical therapists who are using the PT Email Engine™️ for their practices. DM me “Email Engine” to save hours on setting up your email campaign strategy!

Plus: Whenever you’re ready… here are 3 ways I can help you grow your coaching business:

  1. Grab a free copy of my book

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  1. Join our CashPT Blueprint Program and be a Case Study.

I’m putting together a new coaching case study group this month and if you’d like to work with me on your client-getting and scale plans… just send me a message at with the words “Blueprint”.

  1. Work with me and my team privately

If you’d like to work directly with me and my team to take you to 6 or 7 figures… just send me a message at with the words “Private”… tell me a little about your business and what you’d like to work on together, and I’ll get you all the details!

About The Author

Aaron LeBauer

Aaron LeBauer PT, DPT, LMBT started a 100% cash based physical therapy practice right after graduation. He's on a mission to save 100 million people from unnecessary surgery & enjoys helping passionate therapists build successful businesses without relying on insurance.

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