How to Import Data from Redtail: Step-by-Step Guide

Swivel’s self-service Redtail Import tool allows you to efficiently import and map your Redtail data into Swivel - but there are a few steps to prepare before you begin.

🏁 Before You Begin

Before starting your Redtail Import, please make sure you have:

• A reliable internet connection

• Appropriate permissions in both Redtail and Swivel

  • In Redtail - Administrator access to request a database backup
  • In Swivel - Owner user role to complete the Redtail import

• A list of your Redtail User IDs for mapping (instructions below)

• Your Redtail database backup file downloaded (instructions below)

• At least 60 minutes of uninterrupted time

Record Your Redtail User IDs

Caution

⚠️ Important: If you skip user mapping, all imported notes will be assigned to a generic “Redtail User”and cannot be changed later. Be sure to complete the user mapping step carefully before starting your import.

You can find your Redtail users’ first and last names and IDs by following the instructions below:

1. In Redtail, navigate to the “User management” page

2. Hover (don’t click) over the username link for each user to see a URL address appear in the lower left side of your screen.

3. The 6 digits at the end of the URL is the ID for that user (no letters).

4. You may also need to click into the “disabled” tab to obtain the IDs and names for past users in Redtail.

5. Write down the user name with the corresponding ID so you can map them during your Redtail Database Import.

   1. Example: John Smith → User ID: 1023

Tip

🔍 Tip: Bad data in means bad data out. Before importing, take a few minutes to clean up your Redtail database: remove duplicates, outdated records, and anything you don’t want in Swivel. Don’t forget to permanently delete items from your Recycled or Deleted Contacts folders, as those will import if left in Redtail.

🔍 Tip: Questions about what will import into Swivel and what will not? Check out our Redtail to Swivel: What will my data look like article.

---

Step 1: Request your Redtail Database Backup

1. Log-in to your Redtail Account (please note, you must be a Redtail Admin to request the Database Backup).

2. Navigate to your name dropdown at the top right of your Redtail CRM and select “Manage Your Account.”

   

3. From the Admins Only menu, select “Database Backups.” This will take you to the Database Backups dashboard which houses all your database backups.

   

4. From the Database Backups dashboard, click the Request Database Backup button at the top right and confirm the request (please note, backups are provided in MySQL format).

   

5. You will receive an email when your database backup is complete. To download the Database Backup, return to your Database Backup dashboard, and click on the backup file’s name.

   

6. Once you have downloaded your Redtail Database Backup, you are ready to import into Swivel.

Tip

🔍 Tip: Depending on the size of your Redtail Database backup, this may take 5 minutes to an hour+

Note

📌 Note: The Redtail database backup downloads as a .zip file. You can now upload the .zip file directly to Swivel. No extraction needed. This is the recommended approach, especially if your database is large.

If you prefer to upload the .sql file instead, extract it from the .zip first:

On Mac

1. Double-click the .zip file.
2. The file will automatically extract.
3. A new folder will appear in the same location.
4. Open the folder to access the .sql file inside.

On Windows

1. Right-click the .zip file.
2. Select Extract All.
3. Click Extract.
4. Open the newly created folder to access the .sql file.

---

Step 2: Import Your Redtail Database Backup to Swivel

Caution

⚠️ Important: The import must be completed in one session. You cannot save your progress and return later. If your Redtail file is large, the import may take longer than one hour to complete.

1. Log-in to Swivel, click Settings > Account > Import and navigate to the Redtail Import tile and < click Import.

   

2. Upload your Redtail Backup File (in .zip or .sql format) and select Import All to include Product/Account information (Note: Ignore Products will exclude any Product/Account information and is not recommended in most cases)

   

3. Click Import.

Note

📌 Note: If uploading a .zip file, it must contain exactly one .sql file and cannot be password-protected. This is the standard format Redtail provides, so no additional preparation is needed.

---

Step 3: Complete the Product Mapping Screen

After importing, you’ll be guided through the Product Mapping Screen.

1. Map Redtail products to Swivel product option displayed in the drop-down menu.
2. Adjust any mappings as needed. For example, map “222(Allianz)” Allianz 222 Annuity
3. Click Continue when you’re satisfied with the mappings.

Step 4: Complete the Redtail User Mapping

Finally, you’ll complete the User Mapping to connect Redtail users to their corresponding Swivel user.

1. On the User Mapping screen, you’ll see your Redtail users listed with their User IDs.
2. For each one, select the matching Swivel user from the dropdown list.
3. If a user no longer exists, select Do Not Map to exclude their data.
4. Once all users are mapped, click Start Import.

Caution

⚠️ Important: Swivel will process the data and display progress messages as the import runs. Do not close your browser or navigate away from the page.

Video - Redtail Database Import to Swivel

Troubleshooting Redtail Import Errors

Error: Note with ID XXX cannot be imported: matching object not found

Meaning: The contact associated to this note was previously deleted so the note cannot be imported.