How to prepare a lead spreadsheet for CSV import

1. Keep one contact per row

Use a single header row and one contact per record. Avoid merged cells, section headings inside the data, and rows that contain only notes. Keep a separate copy of the original file so you can compare the import with your source.

2. Separate the contact fields

Put the name, email, and phone in separate columns. Use clear headers such as name, email, and phone. Store phone numbers as text so spreadsheet software does not remove the leading plus sign or alter long numbers. Include the country calling code when you have it.

3. Review duplicates before uploading

Look for repeated email addresses and phone numbers, but do not assume two similar names are the same person. Decide which record contains the current details. Keep a record of any merge decisions when the source information is ambiguous.

4. Check what you are importing

Remove contacts you should no longer use and avoid bringing unrelated or sensitive notes into a general lead list. Confirm that your team has a legitimate reason to process the information. An import is a good time to review the usefulness of every column.

5. Test the mapping with a small sample

Use five representative rows first. In Happitap, upload the CSV or Excel file and map the supported lead fields. Check names, international phone numbers, and blank values in the resulting records before importing the remaining rows.

6. Review the result

Compare the imported sample with the original file. If something is wrong, fix the mapping or source before continuing. Keep the batch size manageable and avoid uploading the same file repeatedly while a queued import is still processing. Download our CSV template from Resources for a clean starting point.