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# Lead CRM - Importing Leads

# Lead CRM - Importing Leads

Xap's Lead screen allows you to view and manage Leads for your service.
For services who are provided with a list of families for booking e.g. Victorian Kindergartens, you are able to **import** a leads spreadsheet.

|| The Leads import function will assist all services and care types, as it allows you to import Leads from a file and capture or request further details to be added prior to converting to a Waitlist.
| To assist you further see: [Importing & Managing Leads video](https://vimeo.com/1122101027?share=copy)
### Steps

1. Import the Leads file
2. Check and resolve any import errors
3. If all mandatory fields are completed, convert to Waitlist (${color}[#11fd0d](green) tick)
4. If missing information - send **Enrolment Confirmation request **to Families to complete.
5. When completed convert to Waitlist as per step 3.
### 
### Import Leads file information

|| Download import sheet here: [Xap Lead Import Template Blank (Excel)](https://43956247.fs1.hubspotusercontent-ap1.net/hubfs/43956247/Help%20Article%20Files/Xap%20Lead%20Import%20template%20-%20blank.xlsx)

###### Mandatory fields
* Mandatory columns need to be completed to allow the Leads to be imported.
* Non-mandatory columns need to be completed to allow the Lead to be converted.

| Column name | Mandatory Fields to Import | Mandatory fields to convert to Waitlist | Format |
| Guardian First Name | Y | Y | Up to 40 Characters |
| Guardian Last Name | Y | Y | Up to 40 Characters |
| Guardian Mobile | Y | Y | 10 Numbers, starting with 04 |
| Guardian Email | Y | Y | Valid email addresses |
| Program Name | N | Y | Must match Xap program name exactly |
| Guardian Date of Birth | N | Y | DD/MM/YYYY |
| Child First Name | N | Y | Up to 40 Characters |
| Child Last Name | N | Y | Up to 40 Characters |
| Child Date of Birth | N | Y | DD/MM/YYYY |

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_qnx64r.png)
### Step 1 - Importing Leads

Once you have completed the details on the import sheet, it can be imported directly into Xap.
Within the **Waitlist & Tours** screen:
1. Select the **Leads** tab
2. Select **Bulk Action**
3. Select **Import Leads** from the drop-down

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_a707fx.png)

4. If you are in **Enterprise** view, select the **Centre** name to import the leads into.
5. Upload the **Lead Details File** 
6. Select **Import**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1l3icje.png)

# Step 2 - Manage Unsuccessful Leads & Errors

Once your file has been imported, the screen will either display:
* **Valid records** - successfully imported leads
* **Invalid records** - unsuccessful leads (not imported)

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_ahv78w.png)

### Invalid Record errors
| Error Message | Details |
| ---- |
| Missing Mandatory Information | Missing e.g. Guardian first name, last name, email or mobile |
| Email or mobile information in invalid format | Missing e.g. com or mobile number not matching the 04 & 10 digit format |
| Exceed the maximum length | e.g. Guardian name is more than the max 40 characters |
| Have date information in invalid format | e.g. DOB of Guardian has 01-01-99 or 1.1.99 instead of 01/01/1999 |

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1dkwjmf.png)

###### Examples of invalid record data on import spreadsheet.

The summary.xlsx that is downloaded will only contain the unsuccessful leads. The error fields will be highlighted in ${color}[#f20707](red).

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_a8dapb.png)
||| Note: If you upload an incorrect file, you will receive the below warning error. Please use the Import Lead file found here: [Xap Lead Import Template Blank (Excel)](https://43956247.fs1.hubspotusercontent-ap1.net/hubfs/43956247/Help%20Article%20Files/Xap%20Lead%20Import%20template%20-%20blank.xlsx)

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_yk86d5.png)

### Step 3 - Manage Imported Leads

When leads are imported or manually created, you can choose to book in tours at the time or at a later stage.
If there are missing fields for the lead eg. Programs, Guardian DOB the lead will display with an ${color}[#f5a432](orange) tick. This lead will not be able to convert to the Waitlist until the details are completed.
If all fields are complete, the tick will be ${color}[#1ab75e](green).
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1fz4wvt.png)

### View Lead information
By selecting the Tick, this will display the Lead information.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_14qzk0c.png)

### Step 4 - Request Families to complete missing information
Once the file is imported, you can send an email to the families requesting them to complete the mandatory fields.
1. Select the **3-dot** menu
2. Select **Send Enrolment confirmation**
| Note: There is an email template that you can customise for your service see: [Customising Email templates](https://help.xap.rocks/en/article/how-to-manage-email-templates-qzhvr8/). 
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1fjb2uf.png)

### Step 5 - Convert to Waitlist

Once all mandatory fields are completed, the lead can be converted to the Waitlist.
1. Select the **3-dot** menu
2. Select **Convert to Waitlist**
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1ywfqlz.png)
3. Once all details are correct, then select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_shtplw.png)

# Email Templates
###### Send Enrolment Confirmation email template
1. Select to view and confirm enrolment information.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_5ce7p5.png)

2. The Guardian will be prompted to verify their details with their mobile number to manage the changes.
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_inzge3.png)
3. Then directed to the **Lead** enquiry page to complete the missing mandatory fields.
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_3vses0.png)


### Request Guardian to book a Tour email

1. Click to manage their booking enquiry.

![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_ptz18n.png)
2. Manage their details or book a tour
![](https://storage.crisp.chat/users/helpdesk/website/-/5/d/c/b/5dcba586b1ba9400/image_1ur3zgl.png)