Import and assign CRM leads from Excel

1. Prepare the spreadsheet

Open CRM Sync and choose Download Sample Format. The Excel template contains seven example records and eight columns. Replace the examples with your own leads before uploading; the sample contacts are only for demonstrating the format.

leadName — required

The person's name. Use a name your team can recognize when reviewing or assigning the lead.

countryCode — required

The dialing prefix, such as +91. Keep this separate from the mobile number and format the column as text so the plus sign is preserved.

mobileNumber — required

The phone number without the separate country prefix. Store it as text to preserve leading zeroes and avoid spreadsheet scientific notation.

email, companyName, source, leadStatus, notes — optional

Use these fields for contact context. A source such as Website or Referral helps you find that group later. The sample uses supported statuses such as New, Interested and Follow-up Needed.

The first row must contain unique column headings. Supported files are .xlsx, .xls and .csv, with a maximum of 5,000 data rows per import. For workbooks with several sheets, the importer reads the first sheet. Move the lead data there before uploading.

2. Check the column mapping

Choose a file or drag it onto the upload area. CRM Sync shows a mapping selector for each heading. It recognizes common names such as Name, Phone and Email Address, but review every selection before proceeding. For example, map a column named Contact Number to Mobile Number and keep its country prefix in Country Code.

Each CRM field can be mapped only once. Select Do not import for columns you do not need. Unrecognized columns can be kept as additional fields, which appear alongside the standard fields in the saved list.

Select Apply mapping when Lead Name, Country Code and Mobile Number are all mapped. These fields must also contain values in each record. A correct heading alone is not enough if the cells below it are empty.

3. Resolve an import error

• Missing required mapping: select the matching CRM field for each of the three required columns.
• Country code missing in an Excel row: return to that row in the original file, enter the prefix, save and upload again. Row numbers include the heading row, so the first lead is Excel row 2.
• Duplicate headings: give each spreadsheet column a distinct name. Headings that differ only in punctuation or capitalization can still be treated as duplicates.
• Empty sheet or too many records: check the first worksheet and split files larger than 5,000 records into smaller imports.

Local validation errors are shown before the import is sent. If a network error occurs after submitting, inspect the saved records before retrying so you do not unintentionally submit the same leads again.

4. Review records and assign a user

After a successful import, the list shows the saved leads. Compare a few names, phone numbers and sources with the spreadsheet. Use search, Lead Status and Source filters to narrow the results, and use the pagination controls to move through the list.

Tick the leads you want to assign, choose Assign to user, select a user and confirm the assignment. The header checkbox selects the records on the displayed page. Review the selection count before confirming. Assignment happens from the list, so the sample spreadsheet does not require an assigned user ID column.

When a lead's outcome changes, select its new Lead Status and click Update on that row. For example, after a customer asks for a later call, use Follow-up Needed to make that outcome visible when filtering records.