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Keeping Contacts and Transactions in Sync with Custom Fields

Aidium lets you bridge the gap between Contacts and Transactions by using Custom Fields. This ensures that important data (like Loan Year, Loan Officer, or Birthday) can flow where you need it, whether that’s:

  • From Transactions → Contacts (so automations can use it)

  • From Contacts → Transactions (so deal records stay personalized)

Once data is uploaded and mapped to Custom Fields, you can use it as Merge Fields in emails, texts, and automations to deliver accurate, personalized communication.

Why Use Custom Fields for Syncing?

  • Automations: Contact-based automations can pull transaction details once they’re synced.

  • Personalization: Reference loan type, loan officer, or transaction year in your messages.

  • Reporting: Custom fields improve both enterprise-level and team-level reporting accuracy.

  • Flexibility: Decide which fields should be available only to a team or across the entire enterprise.

Step 1: Create Custom Fields

  1. Go to Enterprise Management (for org-wide fields) or Team Management (for team-specific).

  2. Open the Custom Fields tab.

    • Choose Contact Custom Fields if you want fields tied to contacts.

    • Choose Transaction Custom Fields if you want fields tied to deals.

  3. Click Add Custom Field and select type:

    • Text (most flexible)

    • Date

    • Number

  4. Give it a name and note the Merge Field Name.

💡 This merge field name is what you’ll use inside automations, emails, or SMS templates.

Step 2: Prepare Your CSV File

  • Export the data you want to sync (either from Contacts or Transactions).

  • Clean your file: remove duplicates, verify spelling, and filter for the most recent record if needed.

  • Ensure your file has identifiers:

Step 3: Upload and Map Fields

  1. Navigate to either Contacts or Transactions tab.

  2. Click the three dots (…) → select Upload CSV.

  3. Choose the correct owner for the upload.

  4. Upload your file.

  5. Map:

    • Required identifiers (names, email, phone, or transaction ID).

    • Custom fields you created earlier (e.g., Loan Year, Loan Type, Loan Officer).

⚠️ If fields don’t match properly, your merge fields won’t populate correctly in automations.

Step 4: Use Data Across Contacts and Transactions

  • Transactions → Contacts:
    Import transaction data (e.g., Loan Year) into contact fields so you can use it in birthday automations or other contact-based workflows.

  • Contacts → Transactions:
    Import personal details (e.g., Contact Birthday) into transaction fields so your deal records have all the information in one place.

Step 5: Use Custom Fields as Merge Fields

Once uploaded, your custom fields can be used in:

  • Emails: “I helped you with your in .”

  • Texts: “Happy Birthday, ! Hope all is well since your in .”

  • Automations: Trigger workflows based on custom field values.

 Best Practices

  • Clean your file before every import — errors in Excel become errors in Aidium.

  • Filter for recent transactions when syncing transaction → contact data.

  • Name fields clearly (e.g., Loan_Officer_Name) so merge fields are easy to find.

⚡ Not Just for Custom Fields!

Remember — this method isn’t limited to just custom fields.

You can use CSV uploads to update any field in bulk. For example, if you need to update the Contact Type field for a large list of contacts (e.g., changing them all to “Partners”), you can do that with the same process.

This makes bulk uploads a powerful workaround for scenarios where making updates one by one would be time-consuming.


🎥 Tutorial

Want a full walkthrough?

 

With these tools — templates, tips, and bulk update strategies — you’ll be able to keep your database clean, aligned, and ready for personalization across all communications.

Need more help? Check out: