Import or merge seller records

When to use this page

Use this page when you need to:

• add many sellers or customers into Ribbn at once
• clean up duplicate seller or customer profiles
• prepare records before intake, inventory attribution, or online selling workflows

This is most useful when you are onboarding existing contacts from another system, a spreadsheet, or a legacy customer list.

Import sellers or customers in bulk

Before you start

Make sure you have the basic contact details ready for each record you want to import, such as:

• name
• email
• phone number

If you are importing sellers for intake workflows, review your spreadsheet first so each seller appears only once. This helps avoid duplicate profiles later when staff assign inventory, create listings, or track item status across in-store and online sales.

Step 1: Download the CSV template

Start with Ribbn’s CSV template so your file is formatted correctly.

1. Open the import template.
2. Save a working copy for your store.
3. Enter your seller or customer data into the file.

Step 2: Fill out the template

Add one row per seller or customer.

Include the most reliable contact details you have for each person.

Step 3: Check the file before upload

Before importing, confirm that:

• names are spelled consistently
• email addresses are valid
• phone numbers belong to the correct person
• obvious duplicates have been removed
• each row represents one person only

Step 4: Upload the file in Ribbn

To import the file:

1. Go to Customers in the Ribbn Dashboard.
2. Upload your completed CSV file.
3. Start the import.

Ribbn uses this area for importing both customer and seller records.

What happens after import

After the import completes:

• user accounts are created automatically
• imported users can log in with the email address or phone number in the CSV
• they receive a one-time login code
• the code is sent by SMS or email

This is helpful if sellers need account access after intake or during later resale workflows.

Merge duplicate seller records

If you notice that the same seller or customer exists more than once, clean that up as soon as possible. Duplicate profiles can cause confusion when:

• attributing inventory to the correct seller
• reviewing intake history
• checking item status
• managing one-of-a-kind items across store and online channels
• looking up past sales or seller activity

When to merge records

Merge records when:

• the same person was imported more than once
• one record uses an email and another uses a phone number for the same person
• staff accidentally created a second profile during intake or checkout
• duplicate profiles make it unclear which record should own inventory or transaction history

How to decide which record to keep

Before merging, identify the profile that should remain the primary record. Prefer the one with:

• the most complete contact details
• the correct seller identity
• the most accurate operational history
• the inventory, intake, or transaction links your team already uses

Suggested cleanup workflow

Use this process to keep seller data clean:

1. Find the duplicate profiles.
2. Compare the name, email, and phone number on each record.
3. Confirm both records belong to the same person.
4. Choose the record you want to keep as the main profile.
5. Merge or consolidate the duplicate record into the main profile.
6. Recheck any linked inventory, intake activity, or seller-related records after cleanup.

Best practices for resale operations

Keep seller records clean before intake

Bulk import is often the fastest way to prepare for a large intake day. Clean seller records first so your team can:

• assign one-of-a-kind items to the right seller
• avoid attribution errors
• move faster during intake
• reduce cleanup later

Use consistent contact details

Ask staff to use the same email address and phone number every time they create or update a seller. This lowers the chance of duplicate profiles.

Review imports before creating listings

If imported sellers will be tied to items that are later listed online, verify the right seller profiles before your team uses downstream workflows such as product creation or publishing.

Keep post-import follow-up simple

Because imported users can receive a one-time login code by email or SMS, make sure the contact details in your CSV are current before you upload.

Common issues

A seller was imported twice

Review both profiles and merge them into one primary record. Then verify any inventory attribution or intake history tied to that seller.

A seller cannot log in

Check whether the imported email address or phone number is correct. Imported users log in with the contact details included in the CSV and receive a one-time code by SMS or email.

The team is preparing for a large intake event

Import sellers in advance, then review the imported records for duplicates before intake starts. This makes item attribution and status tracking much easier during busy store operations.

Recommended operating routine

For stores that regularly bring in sellers from spreadsheets or outside systems, this lightweight routine works well:

1. maintain a clean master spreadsheet
2. use the CSV template for every bulk import
3. import records through Customers
4. spot-check a few records immediately after import
5. merge duplicates before intake, listing, or reconciliation work begins

Next steps

After importing or merging seller records, your team can move on to the next operational tasks, such as:

• creating or updating seller profiles
• starting intake for consigned or resale items
• attributing one-of-a-kind inventory to the correct seller
• creating product records for online or in-store selling
• continuing your store’s standard inventory and status workflows