Importing Leads

Import large numbers of leads at once using CSV or Excel files. The import system validates each row, processes large files in the background, and generates a detailed error report for any rows that fail.

What the importer supports

CSV (.csv) and Excel (.xlsx, .xls) files
Background processing for large files
Automatic validation with error reporting
Secondary contacts included in the same file
Variable column mapping from your assistant’s configuration

Preparing your import file

Required columns

Column	Description
`phone_number`	Primary contact phone number (required)
Variable columns	One column per variable configured on your assistant

Optional columns

Additional phone number columns for secondary contacts (e.g., secondary_phone_1, secondary_phone_2)
Secondary contact variable columns (e.g., secondary_1_name, secondary_1_role)

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,,

Phone number formats

International format (recommended)
National format

Numbers include the country code with a + prefix.Examples: +40741234567, +14155551234

No country selection needed during import
You can mix numbers from multiple countries in the same file

Numbers without a country code prefix.Examples: 0741234567, 7775551234

You must select the country code during import setup
The system prepends the selected code to all numbers
All numbers in the file must be from the same country

When using national format, import one file per country. Do not mix numbers from different countries in the same file.

Import steps

Start the import

Navigate to the Leads section or a campaign’s leads tab.
Click Import Leads.
Select the campaign to assign the leads to.
Optionally download the sample file to see the expected format.

Configure import settings

Before uploading your file, set these options:Secondary contacts — Select how many secondary phone numbers per lead (0–10) are included in your file.Phone number format — Choose International or National format. If National, select the country code.

Upload your file and map columns

Select your CSV or Excel file.
Map your file’s columns to system fields:
- Phone number (required) — Select the column with primary phone numbers
- Assistant variables — Map each variable to the corresponding column
- Secondary contacts — If configured, map secondary phone number and variable columns
The system auto-detects mappings based on common header names. Review and adjust as needed.
Click Import to begin processing.

Monitor and review results

For large files, processing runs in the background. You will receive an email notification when the import completes.The notification includes:

Number of leads successfully imported
Count and details of any failed rows
A download link for the error report

Validation rules

Phone numbers

International format is preferred (+1234567890)
Duplicate phone numbers are detected and prevented
Invalid or impossible numbers are flagged and skipped

Variables

Variables marked as required must have values
Text, number, and boolean fields are validated for correct data type
Maximum character limits are enforced

Secondary contacts

Same phone number format validation as primary numbers
Secondary numbers must differ from the primary number
Each secondary contact’s variables are validated independently

Error handling

The import system is designed for partial success — valid rows are always imported, and invalid rows are reported without blocking the rest.

Outcome	What happens
Valid row	Lead is added to the campaign
Invalid row	Skipped and added to the error report
Import complete	Email notification sent with summary

Downloading the error report

After import, download the error report from the notification or the import history. The report includes:

The original row data
A description of each validation error
Guidance for correcting the issue

You can fix the errors in your file and re-import the corrected rows.

Common errors

Error	Cause
Invalid phone number	Incorrect format or an impossible number
Missing required field	A required variable column is empty
Duplicate phone number	This number already exists in the system
File format issue	Corrupted file or unsupported format

Secondary contacts in your file

Multiple phone numbers per lead

Add secondary contact phone number columns after your primary number and variables:

phone_number,customer_name,secondary_phone_1,secondary_phone_2,secondary_phone_3
+14155551234,John Smith,+14155551235,+14155551236,+14155551237

Secondary contact variables

Add variable columns alongside secondary phone numbers:

phone_number,customer_name,secondary_phone_1,secondary_1_name,secondary_1_role
+14155551234,John Smith,+14155551235,Jane Smith,Decision Maker

Contacts are called in column order — secondary_phone_1 is tried before secondary_phone_2, and so on.

Processing times for large files

File size	Typical processing time
< 100 rows	Under 1 minute
100–1,000 rows	2–5 minutes
1,000+ rows	10–30 minutes
10,000+ rows	May take several hours

Large files are queued automatically and processed in the background without affecting platform performance.

Best practices

Download the sample file — Use the provided template to ensure your file matches the expected format before importing.
Test with a small batch — Start with 5–10 rows to confirm column mappings and variable values are correct before importing your full list.
Use international format — Phone numbers in +country_code_number format (no spaces or separators) avoid the most common import errors.
Clean your data — Remove empty rows, fix encoding issues, and validate phone numbers before uploading.
Match your assistant’s variables — Make sure your column headers align with the variable names configured on the campaign’s assistant.

Next steps

Manage individual leads — edit, update status, and organise imported leads
Review lead statuses to understand how imported leads move through the campaign lifecycle

Get Started

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What the importer supports

Preparing your import file

Required columns

Optional columns

File format example

Phone number formats

Import steps

Validation rules

Phone numbers

Variables

Secondary contacts

Error handling

Downloading the error report

Common errors

Secondary contacts in your file

Multiple phone numbers per lead

Secondary contact variables

Processing times for large files

Best practices

Next steps

​What the importer supports

​Preparing your import file

​Required columns

​Optional columns

​File format example

​Phone number formats

​Import steps

​Validation rules

​Phone numbers

​Variables

​Secondary contacts

​Error handling

​Downloading the error report

​Common errors

​Secondary contacts in your file

​Multiple phone numbers per lead

​Secondary contact variables

​Processing times for large files

​Best practices

​Next steps

What the importer supports

Preparing your import file

Required columns

Optional columns

File format example

Phone number formats

Import steps

Validation rules

Phone numbers

Variables

Secondary contacts

Error handling

Downloading the error report

Common errors

Secondary contacts in your file

Multiple phone numbers per lead

Secondary contact variables

Processing times for large files

Best practices

Next steps