Import large numbers of leads from CSV or Excel files with automatic validation, background processing, and comprehensive error reporting.

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Import Process Overview

The lead import system supports:
  • CSV and Excel files (.csv, .xlsx, .xls)
  • Background processing for large files
  • Automatic validation with error reporting
  • Secondary contacts in same import
  • Variable mapping from assistant configuration

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Preparing Your Import File

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Required Columns

Your import file must include:

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Optional Columns

  • Secondary contact columns: Additional phone numbers
  • Variable overrides: Custom values for specific leads

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File Format Example

phone_number,customer_name,company,budget_range,secondary_phone_1,secondary_phone_2
+14155551234,John Smith,ABC Corp,10k-50k,+14155551235,+14155551236
+14155557890,Jane Doe,XYZ Inc,50k-100k,+14155557891,
+14155554567,Bob Johnson,Tech Start,5k-10k,,

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Campaign Selection

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Choose Target Campaign

  1. Select campaign from dropdown during import
  2. Assistant variables automatically determine expected columns
  3. Variable inheritance applies assistant defaults to all imported leads

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Variable Mapping

  • Assistant variables become column headers in sample file
  • Default values from assistant configuration
  • Override capability with custom values per lead
Download sample file: The import dialog provides a sample CSV with proper headers based on your selected campaign’s assistant variables.

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Import Steps

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1. Start Import Process

  1. Navigate to Leads section or Campaign leads tab
  2. Click “Import Leads” button
  3. Select campaign for lead assignment
  4. Download sample file to see expected format

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2. Upload File

  1. Choose file: Select your CSV or Excel file
  2. Ignore errors option: Enable to skip invalid rows
  3. Review settings: Confirm campaign and options
  4. Start import: Click “Import now” to begin

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3. Background Processing

  • Queue processing: Large files processed in background
  • Progress tracking: Import status updates automatically
  • Notification: Email notification when import completes
  • Error reporting: Download report of any failed rows

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Validation Rules

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Phone Number Validation

  • Format checking: International format preferred (+1234567890)
  • Duplicate detection: Prevents duplicate phone numbers
  • Invalid numbers: Automatically flagged and skipped

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Variable Validation

  • Required fields: Variables marked as required must have values
  • Data types: Text, number, boolean validation where applicable
  • Length limits: Maximum character limits enforced

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Secondary Contact Validation

  • Phone format: Same validation as primary numbers
  • Unique numbers: Secondary contacts must differ from primary
  • Variable consistency: Secondary contact variables validated independently

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Error Handling

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Skip Invalid Rows

When “Ignore errors” is enabled:
  • Valid rows imported: Successfully validated leads added
  • Invalid rows skipped: Problem rows excluded from import
  • Error report generated: Download detailed report of skipped rows
  • Partial success: Import completes with valid subset

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Common Validation Errors

  • Invalid phone numbers: Incorrect format or impossible numbers
  • Missing required fields: Empty values for required variables
  • Duplicate phone numbers: Phone number already exists in system
  • File format issues: Corrupted or unsupported file format

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Error Report Download

After import completion:
  • Download link provided in notification
  • Detailed error descriptions for each failed row
  • Correction guidance for fixing issues
  • Re-import capability with corrected data

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Secondary Contacts Import

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Multiple Phone Numbers per Lead

Include additional columns for secondary contacts: 
phone_number,customer_name,secondary_phone_1,secondary_phone_2,secondary_phone_3
+14155551234,John Smith,+14155551235,+14155551236,+14155551237

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Secondary Contact Variables

Add variables specific to secondary contacts: 
phone_number,customer_name,secondary_phone_1,secondary_1_name,secondary_1_role
+14155551234,John Smith,+14155551235,Jane Smith,Decision Maker

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Contact Ordering

  • Primary contact: Always called first
  • Secondary order: Called in column order (secondary_phone_1, then secondary_phone_2, etc.)
  • Campaign coordination: Respects campaign retry settings between contacts

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Large File Handling

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Background Processing

  • Automatic queuing: Files over 1000 rows processed in background
  • Memory efficiency: Streaming processing prevents timeouts
  • Progress tracking: Real-time status updates
  • System performance: No impact on platform performance during import

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Notification System

  • Email notifications: Sent when import completes
  • Success summary: Number of leads imported successfully
  • Error summary: Count and details of failed rows
  • Download links: Access to error reports and imported data

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Processing Time

  • Small files (< 100 rows): Usually complete within 1 minute
  • Medium files (100-1000 rows): 2-5 minutes typical
  • Large files (1000+ rows): 10-30 minutes depending on complexity
  • Very large files (10k+ rows): May take several hours

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Best Practices

  • Use sample file: Download provided template for correct format
  • Phone format: International format without separators (+1234567890)
  • Clean data: Remove empty rows and validate content
  • Test first: Start with small batch to verify format
  • Match variables: Ensure columns align with assistant configuration
For detailed troubleshooting and common import issues, see Leads Troubleshooting.
For information about managing imported leads, see Managing Leads.