Step 1: Prepare Your CSV File
Your CSV file needs at minimum a name column. Here are the recommended columns:
- •First Name and Last Name (or a single Full Name column)
- •Email — for tracking and campaigns
- •Phone — for follow-up calls
- •Company — organisation name
- •Lead Status — must exactly match one of your configured statuses (e.g., 'New', 'Contacted')
- •Lead Source — must match your configured sources
- •Owner Email — the email address of the Vedain team member to assign leads to
File format tips: Save as CSV (comma-separated), encoding UTF-8. Avoid special formatting like merged cells or multiple header rows. One row per lead.
Step 2: Start the Import
- Go to Settings → Import.
- Select Leads as the import type.
- Click Download Sample CSV to get a template with the correct column headers.
- Upload your prepared CSV file.
- Click Next.
Step 3: Map Your Columns
Vedain shows a mapping screen with your CSV column names on the left and Vedain field names on the right. Match each column to the correct field. If your column is named 'Name' but Vedain expects 'First Name', drag or select the correct mapping.
Custom fields you have created also appear in the right-hand list and can be mapped.
Step 4: Handle Duplicates
Choose what happens when a lead with the same email already exists:
- •Skip duplicates — existing leads are left untouched, duplicate rows are skipped.
- •Update existing leads — if a lead with the same email exists, update their fields with the CSV data.
- •Import all (allow duplicates) — creates new records even if the email already exists.
Step 5: Import and Verify
Click Import. Vedain processes the file and shows a results screen: how many were imported successfully, how many were skipped (duplicates), and any rows with errors. New leads appear immediately in your Leads list.
Common Import Errors and Fixes
- •Invalid date format: Use YYYY-MM-DD (e.g., 2026-06-15), not DD/MM/YYYY.
- •Unknown lead status: The status in your CSV must exactly match one of your configured statuses (case-sensitive).
- •Special characters breaking the file: Save as UTF-8 CSV in Excel: File → Save As → CSV UTF-8 (Comma delimited).
- •File too large: Split into batches of 5,000 rows.
Frequently Asked Questions
What is the maximum number of leads I can import at once?
Vedain recommends batches of up to 5,000 rows per import for best performance. You can run multiple imports back to back for larger datasets.
Can I import and update existing leads at the same time?
Yes. Choose 'Update existing leads' in the duplicate handling step. Vedain matches by email address — records with a matching email are updated; records without a match are created as new.
Can I undo an import?
There is no one-click undo for imports. If you need to remove imported leads, filter by the import date in the Leads list (use Date Added filter) and use Bulk Delete.
Do custom fields import?
Yes. Map your CSV column to your custom field name in the column mapping step. The data will import into those custom fields.
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