How To: Import Leads (Advanced)

Quick Steps

  1. Have a spreadsheet that lists your prospects and residents. The spreadsheet should contain the five columns First Name, Last Name, Email, Prospect Status, and Resident Status.
  2. Save and export your spreadsheet as a CSV File.
  3. Click on your Leads app.
  4. Select the option Import / Export from the Leads sidebar.
  5. Click the Select File button under the section Step 1: Upload CSV.
  6. After making sure the numbers in the pop-up window match the number of rows and fields of your spreadsheet, click the Looks good button.
  7. Under Step 2: Map Fields, start by making sure that the First row contains column names checkbox is checked.
  8. Match the columns in your spreadsheet with the Essential Fields and Non-Essential Fields.
  9. Once all of your fields have been mapped out, type in your email address in the Email field and click the Load File button. When you receive the confirmation email, click the link to go to the property’s Leads page.

Tutorial Guide

In this tutorial, we are going to outline how you can import leads into your database. This will allow you to send emails to specific lead groups and residents.

Step 1:

For this tutorial, you will need a spreadsheet saved as a CSV file, with all of your prospects and residents. The spreadsheet should have five columns: First Name, Last Name, Email, Prospect Status, and Resident Status.

Options for the Prospect Status can be Active, Dead, Leased, or Non-Applicable (N/A), and Resident Status options can be Current, Future, Past, or Non-Applicable (N/A). Each row represents a prospect or resident.

Step 2:

If you are working in Google Spreadsheets, like in the example above, click on “File,” go to “Download As,” and then select “Comma-separated values (.csv, current sheet)” to export your spreadsheet as a CSV file.

Step 3:

Now that you have a CSV file, log in to your account and click on your Leads app.

Step 4:

Once you are on the main page of Leads, click on its App Menu and select “Import / Export.” This is where you will be importing your leads.

Step 5:

Click on the Upload CSV File link on the navigation bar. Once you are on the page, click the “Select File” button under the section, Step 1: Upload CSV. Find your CSV file, and select it to be uploaded onto your database.

Step 6:

Once the file has been selected, a pop-up dialogue box will appear. This is to help you verify the rows and columns in your spreadsheet. The rows indicate the number of leads you have, plus one for the field labels. In our example’s case, the file contains the five fields that we mentioned before: First Name, Last Name, Email, Prospect Status, and Resident Status.

If everything matches up with your imported spreadsheet, click the “Looks good” button. If you notice any errors, click the “Let me restart” button and make the necessary corrections.

Step 7:

Before the spreadsheet is fully imported, we have to match our leads data under the section, Step 2: Map Fields. This way, the fields in our spreadsheet will be imported into the fields in the database.

If your spreadsheet has column names in its first row, like the example, make sure that the option, “First row contains column names,” is checked.

Step 8:

Start mapping out the essential fields by making sure that the property name is correct under the Select Property Name dropdown. Select Email for the Email field, and Prospect Status for the Status field. For Status Date, leave it with its default option, which will be the day of the file import. Finally, select Resident Status for the Resident Status Field, and leave Batch with its default settings.

Now we are going to map out the non-essential fields, starting with the lead names. If your spreadsheet only has one field for names, you can leave the Compact View checkbox as is. However, if you have First Name and Last Name fields, make sure to unselect the Compact View checkbox. Map the name information in the necessary dropdown fields.

Quick Note: For this tutorial, we are going to leave the rest of the values as “NULL.”

Step 9:

Under Step 3: Load Lead, type in your email address in the field so you are notified when the database is updated with your list. After that, click the “Load File” button. Check your inbox for the confirmation email. Once you receive it, you can click the link at the bottom of this page and see your database full of residents and prospects.

And that is it! For this tutorial’s exercise, create a CSV file with fake resident or prospect names and test it out for importing.