How to Label and Prepare Contacts for Import into GGMS CRM

Overview

When moving contacts into GGMS CRM, proper labeling is critical. Each contact must be tagged correctly so the system understands who they are, what they need, and where they are in your pipeline.

GGMS CRM uses three separate indicators to tell that story:

Stage (single-select)
Type (multi-select)
Status (multi-select)

This article walks you through how to label contacts correctly, whether you are tagging them manually or preparing a CSV for import. Below is the GGMS CRM Offical Lead Status mapping document.

Lead Status Mapping

Understanding Stage, Type, and Status

Each contact in GGMS CRM can have one Stage, but multiple Types and Statuses.

1. Stage (Single-Select)

Stage answers: Who is this person in relation to your business?

Only one Stage can be applied per contact.

Common Stage examples include:

Lead
Client
Agent
Vendor
Sphere

While not required, it is strongly recommended that each contact has a Stage assigned to ensure accurate organization, reporting, and automation in GGMS CRM

2. Type (Multi-Select)

Type answers: What role(s) does this contact play?

You can select multiple Types for one contact.

Examples include:

Buyer
Seller
Past Client
Investor
Inbound Referral
Family

Use Type to describe intent and relationship, not pipeline progress

3. Status (Multi-Select)

Status answers: Where is this contact in the process right now?

You can apply multiple Statuses, though most contacts only need one active status.

Examples include:

New
Attempted Contact
Spoke With Contact
Appointment Set
Under Contract
Closed
DNC (Do Not Contact)

Status is what powers your call lists, automations, and reporting

Recommended Tagging Order (Very Important)

When labeling contacts, always follow this order:

Step 1: Assign Stage First

Start with Stage so every contact has a clear identity.

Best practice order:

Sphere
Vendors
Agents
Clients
Leads (do these last)

Stage is required and single-select, so this step comes first.

Step 2: Apply Type Second

After Stage, move to Type.

Start from the top and work downward:

Buyer
Seller
Past Client
Investor
Referral
Family

Select all Types that apply. Type is multi-select.

Step 3: Apply Status Last

Finish with Status.

Work from top to bottom:

New
Attempted Contact
Spoke With Contact
Appointment Set
Active / Under Contract
Closed
DNC

Status reflects where the contact is currently at in the sales process.

Formatting Tags for CSV Imports

If you are preparing a CSV file for import (Sierra, Lofty, Follow Up Boss, etc.), tags must be formatted correctly.

Correct Format

Use a pipe character (|) between each value.

Example:

Lead|Buyer|Spoke With Contact

This tells GGMS CRM (order doesn't matter):

Stage = Lead
Type = Buyer
Status = Spoke With Contact

Do not use commas.

Exporting and Submitting Your File

Once tagging is complete:

Export your CSV from your current CRM
Double-check tag formatting
Email the file to support@ggms.com

Our team will ensure your contacts are mapped correctly and imported cleanly.

Need Help?

If you’re unsure how to tag contacts or want help reviewing your CSV:

Email: support@ggms.com

We’re happy to assist and make sure your data is imported the right way the first time.