Refrens

If you are migrating your leads data from an Excel spreadsheet or from a sales CRM system, you can use the "Bulk Upload" feature to upload all these leads to Refrens quickly through a CSV file.

Let's see how:

To upload leads in bulk, you need to first decide which pipeline you want the leads to go into.

For example, I want to upload leads in my first sales pipeline. I can do that by clicking on the "view leads" button.

Then, click on the dropdown of "Add Leads" and select "Bulk Upload Leads"

You will see a new modal like the below open up:

To ensure that you are following the right format, first download the sample file. It will look like this:

The sample file includes several fields:

1. source: Source of the lead. for example - website, Facebook, direct, etc.
2. contact.name: Name of the lead
3. contact.email: Email address of the lead 
4. contact.phone: Phone number of the lead
5. contact.country: Please use country code only. For example, IN for India. (detailed list of     country codes is given below)
6. contact.designation: Designation of the lead
7. customer.name: Company/organization the lead is working at.
8. budget.amount: Budget of the lead
9. budget.currency: Currency of the budget amount. Please use currency code only. For example, INR for Rupee. (detailed list of currency codes is given below) 
10. subject: the brief subject line of what product/service the lead is looking for
11. details: additional details on what the lead requires
12. followUpDate: date for the next follow-up with the lead
13. leadStage: at what stage is the lead in your sales process? i.e. open, contacted, won, lost, etc.
14. labels: labels help you add additional information to a lead. i.e. Hot, Warm, Cold, etc.
15. assignee: email id of the team member to whom the lead is assigned. 

Six things you need to take care of before uploading

1) Mandatory fields

You don't have to fill in all the details in the CSV file., but these four fields are mandatory to be filled in: contact name, subject, budget currency, and lead stage.

2) Phone number format

Phone numbers are not mandatory to add, but if you are adding a phone number, Add an apostrophe (’) before the country code to avoid errors. (also, If you have already added the contact country, you don't need to add the country code in phone numbers)
 

3) Date format

Here is the list of all the valid date formats: 

1. DD/MM/YYYY
2. DD-MM-YYYY
   
   (If you also want to add the follow-up time along with the date, you can use the below-given formats)
   
   
3. DD-MM-YYYY HH:mm 
4. DD/MM/YYYY HH:mm
5. DD/MM/YYYY HH:mm:ss
6. DD-MM-YYYY HH:mm:ss
   
   

4) Lead Stage

Only use lead stages that are already there in your sales pipeline. If you want to upload leads with new stages, first add them to your sales pipeline and then upload the CSV file.

5) Assignee

In the assignee column, only add the email ids of the users who are already added to your Refrens account.

6) File format

Only CSV files are supported for bulk upload.

Uploading the CSV file

click on "Choose File" and upload your CSV


After you upload the file, two things can happen:

A) If you have invalid data in the CSV file, you will get an error report. 

Download the error report to see what errors are there in your CSV file. Re-upload the file after rectifying the errors. contact support if you require any help.

B) If your CSV file does not have any errors, you will see the following modal:

Click on "Upload file" to finish the upload. 

That's it! your bulk upload is done. Do keep in mind that the leads you upload will take several minutes to reflect in the system. So unless you receive an error message while uploading, do not re-upload the CSV file again. 

After a few minutes, you will be able to view the uploaded leads in your leads dashboard. You will also receive a confirmation email once this process is complete.

Want to add leads with more data? 

If you have more data attached to your leads and want to upload that data as well, you can do that with Custom Fields. 

For example, I also wanted to collect the following information like team size of the lead, website URL, their requirements, etc.  This additional information can be captured with custom fields. 

If you don't know how to add custom fields, do check out this article.

After you have added custom fields to your pipeline, follow the same process mentioned earlier to upload leads in bulk.

If you require any help, please reach out to us on care@refrens.com

1) Country Codes

2) Currency Codes