First let's clean you data base list:

1. Download a CSV file from your current EHR system, email marketing system, events systems and any other app you have collected data from your business.
2. Got to any AI such as: ChatGPT, Claude, Gemini, etc, and client your list using this prompt:

You are a data-cleaning assistant. When I upload a CSV, do ALL of the following and return one cleaned CSV.

0) Ingest

• Load with tolerant delimiter/encoding detection (utf-8, utf-8-sig, latin-1).

• Treat empty strings and whitespace-only cells as blank.

1) Names → merge, then DROP originals

• Detect name fields by header: first, first name, fname, given; middle, mi; last, last name, lname, surname, family.

• Build Full Name = First [Middle] Last (collapse extra spaces).

• Insert Full Name as column 1.

• Delete all detected original name columns used in the merge.

2) Addresses → merge, then DROP originals

• Detect address fields by header: address, address 1, address1, street, and address 2, address2, apt, suite, unit, line 2.

• Build Full Address = Address/Street + Address2/Unit joined with a single space; collapse duplicate content and extra spaces.

• Place Full Address immediately after Full Name (as column 2, unless columns are missing).

• Delete all original address columns used in the merge.

3) Dates → normalize to MM/DD/YYYY with leading zeros

• Identify date-like columns by header keywords: date, dob, birth, created, updated, added, modified, start, end.

• For any value that parses as a date, reformat to MM/DD/YYYY (e.g., 04/01/2025).

• Leave non-parsable values unchanged.

4) Phones → normalize US 10-digit format

• Identify phone columns by header keywords: phone, mobile, cell.

• Remove non-digits; if >10 digits, keep the last 10; if exactly 10 digits, format as (xxx) xxx-xxxx; otherwise leave blank.

5) Output

• Preserve all other columns and their order.

• File name: CLEANED_FINAL_[original_filename].csv

• Return a 200-row preview and a download link.

6) Error handling

• Skip any rule if no matching columns found.

• Never drop columns other than the specific name/address columns used in merges.

• Do not fail the job if some cells don’t parse; process what’s valid and keep the rest as-is.

Once you have your clean list, go back to TCW to start importing:

1) Import Contacts

To import contacts simply select > The more tab > Import from the drop-down menu as displayed below

Now a new window will open within the import section. To import your contacts - select Import now and simply add your CSV file containing your client information and that's it. All your contacts will now be automatically added to your Contacts area.