Import versus Spreadsheet Capture
Import Center is for one-time/manual migration of an existing lead list. Spreadsheet Capture is the separate ongoing ingestion workflow for a supported accessible spreadsheet/CSV source.
Do not repeatedly import a file to simulate continuous synchronization. For ongoing capture, configure the separate source, field mapping and review its ingestion results.
Preparing the CSV
- Open Import Center → Import CSV and download/review the sample format.
- Save a workbook export as CSV. Keep one header row and one lead per data row.
- Use the supported header names or recognized aliases; name is required.
- Use existing source, status, pipeline stage and member values from this business. Keep currency, deal value and follow-up dates consistent.
- Remove unrelated columns and sensitive information before upload.
| Headers | Expected content |
|---|---|
| name, phone, email, company | Lead identity; name is required. Validate optional contact details. |
| source, status, pipeline_stage | Existing business names/labels, not arbitrary new taxonomy. |
| assigned_to, lead_manager, team_members | Business member references; email is the safest matching choice. |
| deal_value, transaction_currency, priority | Non-negative value, supported currency and low/medium/high priority. |
| service_interest, notes, follow_up_at | Existing service name, context and a parseable due date/time. |
| Configured custom-field columns | Use the supported business field key/label and valid options. |
Current file and row limits
CSV files may be up to 50 MB with up to 100,000 lead rows per import. These are the current client and server safety limits, not the older 1 MB / 500-row limits.
The preview shows the first 25 rows; all parsed rows are validated. A large file can take time to parse and process—split it into manageable batches if needed.
How field mapping actually works
CSV import normalizes supported header names and recognized aliases into lead fields. It is not an arbitrary drag-and-drop column-mapping wizard. Use the sample headers to avoid ambiguous matches.
Unsupported headers or a missing name header cause a format problem. Custom-field headers must match configured supported fields. The separate Spreadsheet Capture workflow has its own field-mapping controls.
- Aliases such as assignee / assigned_member / assigned_email map to assigned_to.
- Source, Sales stage and status must match active business options.
- Inspect preview errors before submitting; changing an unsupported header to a valid sample header is safer than hoping the importer infers its meaning.
Mapping owners and managers
Use a current business member’s email in assigned_to, lead_manager and team member references. The server can resolve normalized member emails/names, but the preview checks member emails—email is the reliable choice across both checks.
Unknown or inactive references produce row errors. Assignment must also respect the lead manager/team rules; an email match is not a promise that any person can own any record.
Upload, preview and validate
- Choose the CSV in Import CSV and wait for parsing.
- Read Total rows, Valid rows, Error rows and Ready to import.
- Inspect the preview and row issues. Check contact formats, source/stage names, member references, currency and follow-up dates.
- Correct the source file and upload it again if needed.
- Submit only when the valid rows are the ones you intend to create. Wait for the result instead of clicking import repeatedly.
Results and partial success
Results expose Processed, Created, Invalid, Duplicates and Failed counts. The server records row-level outcomes such as imported, duplicate, skipped or failed. A batch can have partial success.
If a row fails after a lead was written but before additional custom information was saved, inspect the existing lead before retrying. Treat the row details as the source of truth, not just the top-line success message.
Duplicate handling
The importer checks normalized email and phone against existing business leads and earlier rows in the same file. Duplicate rows are skipped and reported rather than used to update an existing lead.
Names alone are not a reliable duplicate key. Review records without email/phone carefully. Do not re-upload the entire file blindly after partial success; fix/retry only the unresolved rows after checking history.
Import History
- Open Import Center → Import History.
- Use the available date/status filters and open the relevant batch.
- Compare processed/created/duplicate/invalid/failed counts and row reasons.
- Confirm created records in Leads. Keep the original safe file until the migration is reconciled.
Troubleshooting
The file is rejected
Confirm CSV format, a required name header, supported headers and the 50 MB / 100,000-row limits. Save an XLSX export as CSV before uploading.
Owner or stage is invalid
Use existing active member emails and the exact current business source/stage/status names. Review manager eligibility rather than creating a new label inside the file.
Email, phone, value or date is invalid
Read the row reason, correct the source file and preview again. Values must be non-negative, priority low/medium/high and dates parseable; avoid spreadsheet formatting artifacts.
Duplicates or partial failures appeared
Review the batch and existing leads before retrying. Duplicate detection is email/phone-based, and a partial row failure may already have created a lead.