The Agent Box Data Import migrates your existing Agent Box data into your Grow CRM account. The import uses data exported from Agent Box (CSV format) to create the corresponding record within your Grow CRM account.
This article provides an overview of the Agent Box Data Import.
In This Article |
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Data That Is Imported
- First name
- Last name
- Company name
- Email address: Only validated email addresses. Any invalid addresses are skipped.
- Mobile phone
- Home phone number
- Mailing address: Uses the postal address if available; falls back to the street address.
- Background info: Data pulled from the Comments field.
- Created date
- Last modified date
- Assigned agent
- Contact source
- Contact groups: Imported from the separate Contact Groups Contacts file.
- Email marketing subscription
- SMS marketing subscription
- Letter campaign subscription
- 'Do not contact' flag
- Anniversary dates: Custom anniversary dates (e.g. birthdays, settlements) are imported if an anniversaries file is provided.
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Property preferences
-
Buyer/tenant search preferences, including:
- Price range
- Bedrooms
- Bathrooms
- Car spaces
- Land size
- Floor size
- Property types
- Categories
-
Preferred suburbs
- The alert subscription status is carried over from the contact's property update subscription setting in Agent Box.
-
Buyer/tenant search preferences, including:
Contacts marked as "archived" in Agent Box are added to an "Archived" contact group in Grow CRM.
- Full address (unit number, lot number, street number, street name, suburb, state, postcode)
- Property type and category
- Bedrooms, bathrooms, garages/parking
- Land area and building area (in square metres)
- Frontage
- Zoning
- Created date
- Last modified date
- Assigned agent: Pulled from the separate Property User file
- Custom fields: If configured in the mapping
Property ownership and tenancy records are imported from a separate Property Ownerships file:
- Owners: Linked contact, ownership type, start and end dates.
- Tenants: Linked contact, start and end dates.
Prospective buyers and past owners are skipped.
All sales listings are imported with:
- Status
- Authority type
- Listed date
- On-market date
- Off-market date
- Withdrawn date
- Appraisal date
- Appraisal asking price
- Listed price
- Display price
- Headline
- Description
- Commission amount, percentage, and GST method
- Auction date and time
- Key location and key number
- Created date
- Last modified date
- Linked office: Mapped to a Grow CRM brand
- Custom fields: If configured in the mapping)
If a sale listing contains contract data (contract date, unconditional date, settlement date, or sold price), a contract is automatically created alongside the listing with:
- Sale price
- Total deposit: Calculated from the deposit amount or percentage.
- Contract date
- Expected unconditional date
- Unconditional date
- Expected settlement date
- Settled date
Vendors and solicitors are linked from the separate Listing Contacts file.
- Status
- Listed date
- Leased date
- Withdrawn date
- Listed rent and rent period
- Display price
- Rental available date (lease start date)
- Headline
- Description
- Commission amount, percentage, and GST method
- Key location and key number
- Created date
- Last modified date
- Linked office: Mapped to a Grow CRM brand.
- Custom fields: If configured in the mapping.
Appraisals come from a separate Listings file in Agent Box and are imported as appraisal records with:
- Appraisal status
- Listing type (sale/lease)
- Appraisal date
- Appraisal price (asking, min, and max)
- Asking rental per week and rent period
- Authority type
- Commission amount, percentage, and GST method
- Summary/comments
- Created date
- Last modified date
- Linked office: Mapped to a Grow CRM brand.
- Custom fields: If configured in the mapping.
The Listing Contacts file links contacts to listings and contracts in specific roles:
| Agent Box Role | Imported As |
|
Vendor Prospective vendor Landlord |
Listing vendor |
| Vendor solicitor | Listing vendor solicitor |
| Tenant | Listing tenant |
| Buyer | Contract purchaser |
| Buyer solicitor | Contract purchaser solicitor |
The vendor's legal name is written back to the listing, and the buyer's legal name is written back to the contract, based on the linked contacts.
Listing agents are imported from the Listing Agents file.
- Only agents with web display enabled are imported.
- Agents are matched to Grow CRM users and linked to the listing.
- Linked listing and contact
- Enquiry date and time
- Body/comment
- Source
- Assigned agent
Inspection attendances are imported from the Inspections file. Each row creates or links to an inspection on the listing (matched within a 30-minute window of the start time) and records:
- Inspection type (open or private appointment)
- Start and end time
- Linked contact
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Interest level
- hot → yes
- warm/blank → maybe
- cold → no
- Feedback/comments
Agent Box exports notes and calls into a single file. The record type is determined by the category field:
| Agent Box Category | Imported As |
| `general_note` | Note |
| `phone_call_inbound` | Inbound call |
| `phone_call_outbound_*` | Outbound call (outcome: connected, no answer, or left voicemail) |
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Notes and calls are linked to contacts, properties, and listings
via separate
linking files.
-
Each can be linked to one contact, one property, and
one listing
simultaneously.
-
Each can be linked to one contact, one property, and
one listing
simultaneously.
- The headline and description are imported as the note/call body.
- Notes can be flagged as visible on the owner portal.
- Title and description
- Due date and time
-
Completed flag
- If completed, the completion time is set to the due date/time.
- Assigned agent: From the separate Task User file.
-
Linked contact, listing, or property: From separate
linking
files.
Contact-to-contact relationships are imported from the Contact Relationships file.
- The relationship type is mapped to a Grow CRM relationship type.
- Duplicate bidirectional relationships (A→B and B→A) are detected and skipped.
Data That Is Not Imported
- Documents and attachments: Files attached to contacts, listings, or other records.
- Photos: Listing and property photos.
- Portal listing history: Past portal publishing activity.
- Trust ledger entries: Agent Box trust/ledger data.
- Portal credentials or integrations: domain.com.au, REA, and other portal settings.
- Work phone and fax numbers: These fields are present in Agent Box contact exports but are not imported into Grow CRM contact fields
- Prospective buyers and past owners: These property ownership roles are skipped during import
Duplicate Handling
If an import is re-run or a file is re-uploaded, the importer avoids creating duplicates. The behaviour when a matching record is found depends on the record type:
- Properties: Matched by their full address (unit, street number, street name, suburb, postcode). If a match is found, the property's address fields are left unchanged, and only the internal import reference is updated.
- All other records (contacts, listings, appraisals, contracts, notes, tasks, etc.): Matched by their original Agent Box ID from the previous import run. If a match is found, the record is updated with any non-blank values from the import file.
In all cases, fields that are blank or empty in the import file will not overwrite existing data in Grow CRM. Only fields with a value in the CSV will be written to the existing record.
Important
Agent Box IDs must be unique across all files in the same import.
If two files contain records with the same ID (e.g. two contact files both containing a contact with ID 123), the importer will treat them as the same record, and one will overwrite the other.
Ensure each file contains only unique IDs before uploading.
Before The Import Runs
Before data is processed, an operator must configure field mappings to translate Agent Box's option values into the corresponding Grow CRM values. For example:
- Agent Box listing statuses are mapped to Grow CRM statuses
- Agent Box office IDs are matched to Grow CRM brands/offices
- Agent Box agent IDs are matched to Grow CRM users
- Agent Box contact sources are mapped to Grow CRM contact sources
- Agent Box property types and categories are mapped to Grow CRM equivalents
- Agent Box relationship types are mapped to Grow CRM relationship types
- Agent Box appraisal statuses and listing types are mapped to Grow CRM equivalents
Some fields can also be configured as custom field mappings, allowing Agent Box data that doesn't have a direct equivalent in Grow CRM to be stored against a custom field.
Any Agent Box records marked as deleted are skipped and will not appear in Grow CRM.
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