Importing a Database of Qualified Leads

So, you have received your Database of Qualified Leads from a recent direct email campaign and want to get those warm leads into your Campus account so you can continue building relationships with these schools and teachers. Well, look no further, simply follow these steps and you will be well on the way.

A couple of things to remember before you get going...

  • For Campus to be able to link a Contact to the Correct Organisation during the two part import, these must be exactly the same in both spreadsheets.
  • You need to create the Custom Fields in your CRM before importing.
  • Only Contact Custom Fields need to be in the Contact Import sheet and only Organisation Custom Fields in the Organisation Import sheet (though neither will import for the incorrect sheet, it makes the spreadsheet less confusing).
  • Make sure the name of your Custom Fields and their options available are exactly the same in the CRM as the spreadsheet to ensure they are imported without any issues.
  • Duplicate Schools can exist in the Contact import but not in the Organisation import.

Beginning the data preparation

  • Open the DQL you are wanting to import
  • Open this Combined Spreadsheet and transfer the data under the correct column headers (though the data will need to be transferred into the two separate Contact and Organisation import templates prior to import, this process makes it easier to prepare your data).
  • In the column titled 'School/Business' (column B) put School in all of the cells so that Campus identifies the Organisations as Schools and attempts to match up your import data with the data in the Education Data Module.
  • We would recommend identifying these Qualified Leads with a Custom Field. For example, replace *Custom Field in column H with Qualified Lead and then enter Yes in every cell in that column.

Dealing with different Schools that have the same name

  • If 2 or more Schools have the same name 'St Mary's Primary School', for example, you need to ensure the different Schools have slightly different names so that they are treated as different Schools at point of import, and your Contacts are assigned to the correct 'St Mary's Primary School'
  • Add a column between columns A and B and call it Duplicate Finder!
  • In cell B2 type =CONCATENATE and double click on the blue text that pops up, then click cell A2, type ," ", (comma, speech mark, space, speech mark, comma), click cell D2 (postcode) and then press ENTER

    This formula basically enables you to combine the data from multiple columns so we are going to combine the Organisation Name and Postcode to identify any schools that have the same name but different postcodes (so need to have different names)
  • Click once in cell B2 and then hover your mouse over the bottom left hand corner until you see +, double click to carry the formula to the bottom of your spreadsheet (scroll down to the bottom to make sure that the formula has carried all the way - if not simply click the + and drag down to the bottom)
  • Highlight the column and click 'Conditional Formatting' at the top of the spreadsheet, hover over 'Highlight Cells Rules' and then select 'Duplicate Values'
  • Click OK on the pop up box and then any duplicate Schools with the same and name and postcode will be in a red cell
  • Highlight the entire sheet, then click the Data tab and then Sort. In the pop up select Sort By Duplicate Finder, Sort On Cell Color, Order Red, On Top
  • Add Level and enter Sort By Duplicate Finder, Sort On Values, A-Z and click OK
  • Then it is a case of casting your eye down the column and checking to see if there are any Schools with the same name but different postcodes (these cells with be white). Take a look at the example below to see:
  • In this instance I'd recommend changing the Organisation Name in the 3rd row to 'Nelson Whitefield Infant School & Nursery Unit' - this will make the Schools different in Campus and they will both be successfully imported
  • If you do come across 2 St Mary's Primary School with one postcode and 2 with another as they will still show as duplicates. If that is the case you need to change the name of one set of duplicates in the Organisation Name column.
  • Save the spreadsheet as 'Combined WIP' or similar so you have your final version to refer back to as we are now going to split the data into our import templates

Transferring your Contact Data into the Import Template

  • Open this DQL Contact Import Template and transfer your Contact data across - copy a column at a time (the cell in row 2 down to the bottom of your data) and only bring across the data in the columns that you have in the Contact Import Template
  • In the column Business/Teacher enter Teacher - as we are importing our Qualified Leads of Teachers (which includes staff members at Schools in Campus)
  • I'd recommend the Qualified Lead Custom Field is a Contact level (more information later on this) so add a title to column G of Qualified Lead and transfer across your column of 'Yes'
  • Delete any unused Custom Field columns 
  • Save the excel spreadsheet as a CSV (Comma delimited) document ready to import

Transferring your Organisation Data into the Import Template

  • Firstly we need to remove the duplicate Organisations. Highlight the entire sheet and click 'Remove Duplicates', Unselect All, tick Column B / Duplicate Finder, then click OK.
  • Open this DQL Organisation Import Template and transfer your Organisation data across - copy a column at a time (the cell in row 2 down to the bottom of your data) and only bring across the data in the columns that you have in the Organisation Import Template
  • Delete any unused Custom Field columns
  • Save the excel spreadsheet as a CSV (Comma delimited) document ready to import

These are now ready to be imported into your Campus account

  • Prior to starting the import process, you need to ensure that you have the Custom Fields from your import templates in existence in your Campus account
  • As mentioned earlier, we recommend creating your Qualified Lead Custom Field as a Contact Field, as a Checkbox Data Type with one of option of 'Yes' (which will match the Yes column in your import template).

  • In the CRM Module, click on Organisations and then 'Import Organisations'
  • Head to the following Knowledge Base article for a step-by-step guide on importing your Organisations: http://support.sprint-campus.co.uk/article/232-importing-organisations
  • Once complete, click review results and make a note of the URL in case you need to review your imported Organisations
  • Head back into the CRM Module, click on Contacts and then 'Import Contacts'
  • Head to the following Knowledge Base article for a step-by-step guide on importing your Contacts: http://support.sprint-campus.co.uk/article/199-importing-contacts
  • Don't forget to match up your Qualified Leads Custom Field
  • Once complete, click review results and make a note of the URL in case you need to to review your imported Contacts
  • Et Voila!