Overview
For best performance, Roomvu requires your contacts to follow a clean and consistent structure. Contacts that come from platforms like Google, Yahoo, Outlook, Apple, or CRM exports usually include many unnecessary columns, missing fields, duplicates, or multiple phone and email formats.
This guide explains how to use ChatGPT (or any AI text assistant) to quickly clean, standardize, and format your CSV contact files so they are ready for import into Roomvu’s Email Marketing and CRM Lite tools.
Why You Need a Clean CSV
Roomvu requires a simple and strict column structure for contacts. Your CSV file must include these four fields only:
First Name
Last Name
Email
Phone Number
Any other fields should be removed, and inconsistent data must be consolidated. AI tools such as ChatGPT can perform this cleanup automatically.
Step 1: Prepare Your CSV File
Export your contacts from the source platform (Google, Yahoo, Outlook, etc.).
Save the file as CSV (comma-separated values).
Upload the CSV file into your ChatGPT conversation or the AI tool you are using.
Most exported CSV files contain dozens of columns such as “Home Phone”, “Business Phone”, “Mobile”, “E-mail Address 2”, “Company”, “Notes”, etc. The goal is to simplify these into the four fields required by Roomvu.
Step 2: Give ChatGPT the Correct Cleaning Instructions
Use the following instruction template when you upload your CSV:
Instruction Template:
“Please clean this CSV file and restructure it for Roomvu import. Create a new CSV with only these columns: First Name, Last Name, Email, Phone Number.
For Email, choose the best available value by prioritizing: E-mail Address, then E-mail Address 2, then E-mail Address 3.
For Phone Number, choose the best option by prioritizing: Mobile Phone, then Home Phone, then Business Phone, then Business Phone 2.
Remove rows that contain neither email nor phone.
Keep the formatting clean.
Save the result as a new CSV file.”
ChatGPT will analyze all columns and automatically pick the correct fields.
Step 3: Review and Download the Cleaned CSV
After ChatGPT cleans the file:
Review the preview to ensure names, emails, and phone numbers look correct.
Download the final cleaned CSV file provided by ChatGPT.
This new CSV is now compatible with Roomvu’s systems.
Step 4: Import the File Into Roomvu
Once the file is cleaned:
Open your roomvu dashboard.
In the left sidebar, go to Email Campaigns.
Click "Contacts List"
Click "Upload Contact CSV"
Click "Choose your email contacts csv"
Browse for the file, choose it and it is done.
3. Remove duplicates
AI tools can identify and remove duplicate rows or duplicate emails.
4. Prioritize mobile numbers
Mobile numbers convert better for SMS campaigns and lead follow-up.
5. Avoid blank email or blank phone rows
Roomvu requires at least one usable field.
Example: What ChatGPT Did For You
Here is the exact logic used when cleaning your sample file:
Extracted First Name and Last Name as-is.
Selected Email from three possible columns.
Selected Phone Number from four different phone number fields.
Removed empty and unusable rows.
Exported a clean file:
First Name | Last Name | Email | Phone Number
This same process can be applied to any user’s CSV file regardless of the source.
Advanced Tip: Ask ChatGPT to Validate Data
You can also ask the AI to:
Identify invalid emails
Format phone numbers to international standards
Detect missing names
Flag contacts that may be duplicates
Normalize capitalization (e.g., “john SMITH” → “John Smith”)
Example instruction:
“Please clean the CSV and also standardize phone formatting, fix capitalization in names, and give me a list of rows that might be duplicates.”
Conclusion
Using ChatGPT to clean contact lists saves significant time and removes the risk of invalid uploads. Once your CSV is simplified to Roomvu’s required structure, your email marketing and CRM features will work smoothly and efficiently.