When to Use CSV Import
CSV import is the right tool when you have a list of leads that didn’t arrive through one of Dealer Funnel’s automatic integrations. Common scenarios include:- CRM migration — Exporting your existing customer database from another platform and moving it into Dealer Funnel.
- Event lists — Uploading names and phone numbers collected at an auto show, community event, or dealership promotion.
- Third-party lead vendors — Adding leads purchased from a provider that doesn’t have a direct integration with Dealer Funnel.
- Conquest lists — Importing market data or equity-mining lists for proactive outreach campaigns.
CSV Format Requirements
Before you upload, make sure your file is formatted correctly. Dealer Funnel reads standard comma-separated values (.csv) files with a header row in the first row.
Required Columns
Your file must include all three of these columns. Rows missing any required field are skipped during import, and you’ll see them listed in the error report.Recommended Columns
These columns are optional but significantly improve lead quality and reporting accuracy.Formatting Rules
- One lead per row. Do not merge cells or include summary rows.
- First row is headers. Dealer Funnel’s column mapper reads your header row to auto-suggest field matches.
- Phone numbers: Use 10-digit format (
8005551234) or E.164 (+18005551234). Remove all dashes, dots, parentheses, and spaces before uploading. - UTF-8 encoding. Save your file as UTF-8 to avoid character encoding issues with names that include accents or special characters.
Keep each import file under 10,000 rows. For larger lists, split them into multiple files and import in batches. This keeps import times fast and makes it easier to review any errors row by row.
Step-by-Step Import Process
1
Open the Import Tool
Navigate to Settings → Import Leads, or click the Import button in the top-right corner of the Leads page. Both paths take you to the same import wizard.
2
Choose Your CSV File
Click Choose File and select your prepared
.csv file from your computer. Dealer Funnel displays a preview of the first several rows so you can confirm you’ve selected the right file before proceeding.3
Map Your Columns
The column mapper shows each header from your CSV on the left and a dropdown field selector on the right. Dealer Funnel auto-suggests matches for common column names (e.g., “First Name” → First Name, “Phone Number” → Phone). Review every mapping and correct any that are wrong. Any column you don’t map is ignored during import — no data is lost from your original file.
4
Select a Lead Source
Choose the Lead Source to assign to every lead in this batch (e.g., “Cars.com List,” “Summer Event,” “Conquest Import”). If your CSV already includes a Lead Source column and you mapped it in the previous step, you can select Use values from file to apply individual source values per row instead.
5
Optionally Enroll in a Funnel
If you want Dealer Funnel to start an automated follow-up sequence the moment the leads are imported, toggle Enroll in Funnel and select the funnel from the dropdown. This is especially useful for conquest lists or event registrants where you want to begin outreach immediately.
6
Run the Import
Click Import. A progress bar tracks completion in real time. For large files, this may take a minute or two — you can navigate away and return; the import continues in the background. When it finishes, you’ll receive an in-app notification and a summary report showing how many leads were imported, merged, or skipped.
What Happens After Import
Once the import completes, your new leads appear in the Conversations inbox and in the Leads table, ready to be worked by your team.Duplicate Handling
Dealer Funnel matches incoming leads against existing records using phone number as the primary key. If an imported row matches the phone number of an existing lead, Dealer Funnel merges the new data into the existing record rather than creating a duplicate. Fields already populated on the existing record are preserved; blank fields are filled in from the imported data.Automatic Data Cleaning
Dealer Funnel automatically cleans and standardizes data as it’s imported:- Phone normalization — Numbers are converted to E.164 format regardless of how they were formatted in your file.
- Email validation — Addresses that fail basic format validation are flagged in the error report and not saved to the lead record.
- Do Not Call (DNC) filtering — Phone numbers on the national DNC registry are automatically excluded from outreach. The lead record is still created, but outbound messaging is suppressed.
Reviewing Import Errors
After every import, a Download Error Report link appears on the import summary screen. The error report is a CSV file that includes every skipped row along with the reason it was skipped (missing required field, invalid phone format, invalid email, etc.). Correct the flagged rows and re-import the cleaned file to capture those leads.Tips for a Smooth Import
- Clean your phone column first. Use a find-and-replace in Excel or Google Sheets to remove dashes, parentheses, and spaces from phone numbers before saving your CSV.
- Standardize lead status values. If your file includes a status column, make sure values match Dealer Funnel’s exact status names: Hot, Warm, Cold, Follow-Up, Sold, Dead, or Test.
- Test with a small batch. Before importing thousands of records, upload a 10-row sample file to confirm your column mapping is correct.
- Name your lead source clearly. Choose a source name that’s specific enough to be useful in reports — “2024 Summer Show” is more actionable than just “Event.”