This video provides a step-by-step guide on how to import a list of contacts into the Agent Locator CRM system via CSV file. It covers the necessary fields, mapping, and additional options for importing leads. The process is demonstrated using an example sheet and Google Sheets.
Prepare the CSV file:
If you have a list of contacts/ past clients/leads that you would like to be imported into our system, simply send us the list and we will import it for you. Support's email address is support@agentlocator.ca
Please make sure you have a properly formatted CSV file. We will only be importing fields that our script can handle which are described below.
Step 1 - preparing the file
Prepare your CSV file. It should not be larger than 15MB and we recommend adding headers matching our available fields for easier mapping.
Sample CSV you can utilize:
Column Headers
In order to for the import to go smoothly, we will need the following column headers in your CSV file.
These headers are matching available fields in our CRM. If there are additional columns you'd like to include, they can be imported as custom fields. All existing custom fields are available as system fields when mapping out the import file, and you can create new ones as well. The cell entry will be added as a value for the mapped out custom field in the lead profile.
Address
Buying Areas
Buying Bathrooms
Buying Bedrooms
Buying City
Buying Construction Type
Buying Garage Type
Buying Mortgage
Buying Price Range
Buying Property Type
Buying Rents
Buying Timeline
City
Company Name
Date Of Birth
Description
Email Address
First Name
Full Name
Home Phone Number
Last Name
Lead Type
Notes
Phone Number
PostalCode
Province
Rating
Salutation
Selling Address
Selling Basement
Selling Bathrooms
Selling Bedrooms
Selling City
Selling Lead Is
Selling Listing Status
Selling Parking
Selling Postal Code
Selling Price Range
Selling Property Condition
Selling Property Type
Selling Timeline
Source
Status
Tag
Title
Website
Wedding Anniversary
Work Phone Number
Step 2 - Uploading the file
2.1. Once your file is ready, log in to your CRM account and go to "Lead import" under Settings:
2.2. This is where you will see all of your previously imported files. If needed, they can be filtered by timeframe and status (Queued, Preprocessing, Importing, Paused, Completed, Stopped, Failed).
Click on "New lead import" to select the file and start mapping your fields:
2.3. On the pop-up, click on "Browse" to select the csv file from your device to upload (file cannot exceed 15MB) and click on "Next" after uploading the file:
Note: System will automatically recognize existing leads by exact email address. Email address must be unique in the file that you are importing in order not to be skipped.
If there is an existing lead, we will add missing information for empty fields, and add any notes specified for the lead. You can set the toggle "Override all populated fields" to "Yes" to override existing information.
Step 3 - Mapping of the file
3.1. Clicking on "Next" will take you to the mapping step of lead import. On this step, you will match columns (File fields) in your CSV file to fields available in the CRM (System fields).
Using header names as specified in Step 1 will help to speed up the process and find a matching system field. Click on the system field next to the file field you wish to map out and select it from the dropdown. By default, all system fields are "Not set".
Any unmapped file field will not be imported.
When mapping notes or tags, use a unique separator that does not appear within the text itself. If you use a character like a semicolon as both a separator and part of a note (e.g. 2 beds; 2 baths), the system will incorrectly split that single entry into multiple notes. You can map multiple file fields as notes and tags, however, the system will not check for duplicate notes. Duplicate tags will not be added to the leads.
By default, the separator is set to comma for notes and tags:
3.2. If your import file contains data that doesn't match an existing CRM field, you can create a custom field to map the data (eg. to add a field for social media links).
Click on "Add custom field" option in the dropdown for related System field:
Select your preferred custom field type, add the name and click on "Save":
Date – Supports a YY-MM-DD, DD Month YY and/or Month DD YY formats for csv files and DD Month YY,and/or Month DD YY formats for xlsx files
Number – Supports integer number, decimal numbers and minus symbols up to 15 characters
Text – Supports any text, up to 50 characters
Dropdown – If you are creating a dropdown field on import, the dropdown values will be created using the data in your CSV. This will happen in the order that the file is processed and the cell values will be mapped out as dropdown options for the custom field. Whatever value is displayed in the cell for specific lead will be assigned as a selected dropdown option in their lead profile.
Once all the fields you wish to import are mapped, click on "Next":
Step 4 - Adding leads to website
4.1. You can create website account for the imported leads. By setting the "Assign Lead Gen" toggle to "Yes", an account will be created for the imported leads (new and existing leads), so they can access all the listings on your website:
When set to "Yes", you will be able to select the preferred website in "Select Source" dropdown:
And decide whether an activation email will be sent out or not via "Select email notification template" dropdown.
If "No email" option is selected, leads will be added to the site without triggering the account activation email:
4.2. If the "LeadGen activation email" is selected from the dropdown, leads will receive the default account activation email (same as when registering directly on the site). You can customize the subject line and the wording of the email if needed:
Note: Adding the leads as users to the website will not trigger creation of the saved listing search. If an existing lead already has a website account, we will not override it.
Click on "Next" once you are ready to proceed with the next step.
Step 5 - Extras
5.1. By default, main agent will be assigned through lead sharing for the imported leads (round robin). On the extra step, you can choose a specific agent and assign them to all imported leads, or leave it as round robin and click on "Next" to proceed:
5.2. As an additional setting, any of the existing tags can be assigned to all leads by clicking on the designated checkbox. If needed, an additional tag can be manually created and assigned to all leads (eg. Import March 2025):
5.3. If there is a note that should be added to all leads, it can be added as an extra setting. add the text in the text box and click on "save". You can add multiple notes to all leads by repeating this process.
Once saved, the note will be displayed below the text box, and it can be edited and deleted if needed:
5.4. As a last step, imported leads can be assigned to one or more of existing campaigns. Campaign assignment will be triggered for new leads, however, if there is an existing lead, campaigns will not be assigned.
Select the campaign by clicking on the "Select campaign" dropdown. A list of all campaigns will be displayed for selection.
Select the campaign from the dropdown and click on "Assign":
Assigned campaign will be displayed below the dropdown. You can remove them by clicking on the bin icon:
Click on "Next" to go to import preview.
Step 6 - Import preview
6.1. Import preview contains an overview of all applied settings. You can navigate to any step using the "Previous" button to make changes:
6.2. Clicking on "Import" will start he process of importing the leads. The system will navigate you back to the Lead import overview page:
Import progress can be monitored from this page, or through the notifications centre by clicking on the globe icon:
You can use the CRM as usual while the leads are being imported.
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