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.
Steps
- Import the Leads file
- Check and resolve any import errors
- If all mandatory fields are completed, convert to Waitlist (green tick)
- If missing information - send **Enrolment Confirmation request **to Families to complete.
- When completed convert to Waitlist as per step 3.
Import Leads file information
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 |
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:
- Select the Leads tab
- Select Bulk Action
- Select Import Leads from the drop-down
- If you are in Enterprise view, select the Centre name to import the leads into.
- Upload the Lead Details File
- Select Import
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)
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 |
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 red.
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 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 green.
View Lead information
By selecting the Tick, this will display the Lead information.
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.
- Select the 3-dot menu
- Select Send Enrolment confirmation
Step 5 - Convert to Waitlist
Once all mandatory fields are completed, the lead can be converted to the Waitlist.
- Select the 3-dot menu
- Select Convert to Waitlist
- Once all details are correct, then select Save
Email Templates
Send Enrolment Confirmation email template
- Select to view and confirm enrolment information.
- The Guardian will be prompted to verify their details with their mobile number to manage the changes.
- Then directed to the Lead enquiry page to complete the missing mandatory fields.
Request Guardian to book a Tour email
- Click to manage their booking enquiry.
- Manage their details or book a tour
Updated on: 09/04/2026
Thank you!