Importing customers

The import moves customers from an Excel or CSV table into one project. The owner and admins run it: “Import” in the menu. The wizard has four steps: File → Columns → Preview → Import. The first page also shows the “Import history”: date, file, project, who ran it, status and result.

Step 1. File

• “File” — xlsx or csv in UTF-8, up to 10 MB and 5000 rows. The first non-empty row holds the column headers. If Excel saves CSV in another encoding, save it as “CSV UTF-8”.
• “Project” — where the customers go (archived projects are not offered). The same number in another project becomes a separate customer.

Click “Upload”. The file holds personal data, so it is deleted right after the import, or after 24 hours if the import was never started.

Step 2. Columns

If the file has several sheets, choose the “Sheet” (by default “Клиенты” or the first one). Then choose how to map.

The “WhatsApp export v1” preset

A ready mapping for a table with these columns (in Russian): Номер (number), Имя клиента (customer's name), Страна (country), Дата обращения (inquiry date), Город / адрес доставки (delivery city / address), Что хотел (what they wanted), Желаемая дата доставки (wanted delivery date), Ответили? (answered?), Заказ оформлен? (ordered?), Дата заказа (order date), Что заказал (items), Сумма (amount), Имя получателя (recipient's name), Праздник / повод (holiday / occasion), Дата праздника (occasion date), Примечание (note). It is offered only when the file has all of these columns.

Each row creates a customer and an inquiry, plus an order when “Заказ оформлен?” is “Да” (yes), and a recipient and an occasion. The rules:

• amounts like “4800 руб”, “25 000 драм”, “66 $” are recognised with their currency; an amount without a currency is left empty (the row goes to “To check”);
• “Да”, “Да (в 2025)” → an order; “Нет (дорого)” → the inquiry's outcome and loss reason, if it can be recognised;
• dates: “YYYY-MM-DD”, for an occasion also “MM-DD”; “(?)” next to a date → a probable occasion;
• “ДР мамы” (mother's birthday) without a recipient's name → the recipient “Mother” is found or created;
• mourning or a funeral in the occasion → a “Mourning” occasion and the item “Mourning: mark the contact “do not contact”?” in the results (the mark is never set by itself);
• an empty inquiry date → the order date is taken; with neither, only the customer is created and the row's text is added to their notes.

Map manually

For any other table. For each “File column”, choose in “Goes to” a customer field — Name, Phone, Email, Country (ISO code, for example AM), Language (ru, en, hy, other), Notes — or a customer custom field; “— skip —” leaves the column out. The phone column is required; a field can be chosen for one column only. Manual mapping creates and updates customers only (no inquiries or orders).

An example table:

Mapping: “Phone” → Phone, “Full name” → Name, “City” → — skip — (or a “City” custom field if you have one), “Comment” → Notes.

Click “Next: preview”.

Step 3. Preview

The first 20 rows as they will be saved: customer, inquiry, order, recipient, occasion. Nothing is written yet. At the top: “Rows in the file”, “Rows with errors” (they will not be imported) and “Rows to check”, broken down by reason. “Change the mapping” goes back to step 2.

To check

Rows that are imported but worth checking by hand: “Order amount not recognized”, “Recipient recognized with doubt”, “The occasion has no date — not created”, “Mourning: mark the contact “do not contact”?”, “No inquiry or order date — only the contact was created, the row's text is in its notes”. In the import results each such row has a link to the customer.

Step 4. Import

“Start the import” — the import runs in the background and the page updates by itself (“Processed N of M”). You can close it and come back later through the “Import history”.

Results

• Created — new customers; Updated — existing ones got something new; Skipped — nothing new; Errors — rows that were not saved. Together they equal the number of rows in the file.
• Records created — how many inquiries, orders, recipients and occasions were added.
• “To check” and “Errors” — the lists of rows.

The error file

“Download the error file” — an Excel file with the rows that were not imported: the row number, the original columns and the reason (no phone, phone not recognized, date not recognized and so on). Fix those rows and import them again. The file is available for 7 days.

Importing again

The same file can be uploaded again — there will be no duplicates:

• a customer is looked up by phone in the chosen project; only the empty fields of a found customer are filled — changes made in the CRM are never overwritten;
• an inquiry is the same if the customer, the day and the “What they wanted” text match (an inquiry deleted in the CRM does not come back);
• a recipient — by name for that customer, an occasion — by person, kind and date.

Importing the same file again shows “Skipped” for almost every row.