Importing Records to SPOTIO

Brandy Billiot
Brandy Billiot
  • Updated

Do you have specific data that you would like to view in SPOTIO? Whether you have a list of customers you want your Sales Reps to be able to see and upsell, or you just want to bulk update information on a bunch of existing records, SPOTIO's importing tools are here to help you map your data where it needs to go!


Getting Started

Before you begin importing data into SPOTIO, you'll need to make sure your SPOTIO account is set up for the import. To import records into SPOTIO, you'll need to:

  • You will need to have Account Admin permissions to import records.
  • Make sure you have fields set up in SPOTIO to map the data from your file.
  • Make sure you have not exceeded your monthly limit for Geocoding records.

Check Import Limits

When you want to import records, the first step is checking to make sure you won't exceed your limits by navigating to Settings > Import Data. On this page, you can see the maximum number of records you can import and Geocode per day and month, as well as when your limits reset.

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Format your SPOTIO Account

Before importing your data, you will need to ensure you've set up SPOTIO fields to receive the data you are importing. By default, SPOTIO has fields for Address Information and Contact information. You can see what fields are available in SPOTIO by downloading the import template. 

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When you open the CSV template, you will see all of the fields available to map data in the header row. If there is not a column for the data you are looking to import, you can create a custom field for that data to be imported. If you will be importing using the Basic Importing tool, you can then re-download the CSV template. If you will be using the Advanced importing tool, you can choose which fields in SPOTIO to map your data to during the "Match columns to SPOTIO fields" step.

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Format your .csv, .xls, or .xlsx file

Before you import your data, you'll need to make sure that your data is formatted properly. Pay attention to the following formatting guidelines:

  • In order to Geocode your records, you'll need to provide the full address for the record you'd like to import: House #, City, Zip/Post code, State, Country, Unit/Suite/Flat #.
  • Multi Choice field values must be separated with a comma.
  • For a complete list of formatting guidelines, check out our article on How to Format your Import Template.

Download your .csv, .xls, or .xlsx file

Importing your Data

The Import Data tool allows you to pull in any CSV, XLS, or XLSX file and match the columns in your file to fields in SPOTIO. Fields that exactly match will be automatically mapped, and you can manually map columns to their proper fields in SPOTIO. 

Step 1 - Which record type are you importing?

Depending on your SPOTIO setup, you may have multiple objects available in your account that you track activity on. You can select the object that you will be importing on your file.

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Step 2 - Upload a CSV, XLS or XLSX file with your data

You have the option to Drag & Drop your file or click in the box to upload. Also available is the option to download SPOTIO's CSV template. If you choose to download the template, your SPOTIO account fields will be available on the template. You can then copy and paste your data onto the template.

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Step 3 - Match Columns to SPOTIO fields

SPOTIO will automatically detect fields in your file that match with fields in SPOTIO and map the data to those fields, especially if using the SPOTIO template. Fields that do not exactly match the fields in SPOTIO can be manually mapped by clicking Review Column Titles.

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Select which SPOTIO field you would like your data to map to from the dropdown menu under each field, or choose to exclude the data in that column from the import by hitting the Exclude button under each column. You can check Show all columns at the bottom to see which columns in your import file have been mapped to each SPOTIO field.


When complete, hit Save & Continue.

Step 4 - Review Errors

SPOTIO will check your uploaded file for errors. If any errors are found, you have the option to remove the records with errors from the import and continue or cancel the import, reformat your file, and begin the process again.

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  • If there are errors with your import (e.g. you have field values in your file that do not match the field values in SPOTIO), you will receive via email a time sensitive error file and manually fix any errors in an external spreadsheet.
  • The error file will be an exact copy of your uploaded file, with an additional column containing error messages.
  • Prior to re-importing your file, you will need to remove the Error column from the file.

If records on your import file are missing record owner and/ or stage, you will be prompted to assign a Record Owner and Stage for the records to be imported into. You can choose from the dropped down list for both required fields. You also have the option to check the box to assign records already in SPOTIO to existing owner and current stage. Once desired choices have been selected, click Save.

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Step 5 - Review Duplicates

SPOTIO will review your uploaded file for duplicates. To import them, you need to remove duplicated IDs or provide a unique Unit # for the same addresses.

When duplicates are found you have the option to update existing leads with data from your import, create new leads (which will create a duplicate record for each duplicate record in your import file), or remove duplicates from the import.

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Step 6 - Final Review

During the Final Review step, SPOTIO recreates the spreadsheet we are importing for review. This allows you to check what fields your columns are mapped to before importing. When you click IMPORT ALL RECORDS, your import file will be added to the queue and imported to SPOTIO.

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Step 7 - Import

The final step of importing shows the progress of your import. During the Import step, you can navigate away from the page while your records import, and the import will process in the background.

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Once completed, you will receive confirmation that your import was successful. Please keep in mind that depending on the size of your file, you may not see your records immediately in SPOTIO.

To view a full walk through of the importing process, along with best practices, check out the SPOTIO U: Importing Walk-Through knowledge base video. 

Import History

Once you click Start Import you will see a few options:

  • Imported - The file has been successfully imported and you will see records adding to the account. 
  • Waiting - The system is waiting for the Admin to click Start Import.
  • Deleted - Records in this file were deleted and removed from the account.

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Need to delete an import? Learn more in our How to Undo & Delete Imported Records knowledge base article. 


What is Geocoding?

Geocoding is the process of converting address information to geographic coordinates so that it can be displayed on the map. In order to geocode records, you will need to provide the full address or the geographic coordinates in latitude and longitude.

What if I don't have the address?

Records imported without an address are still viewable in SPOTIO from the Pipeline (Web) and List (Mobile) views, but since they have no address information they are unable to be displayed on the map. Records imported without an address do not count toward your daily/monthly geocoding limits.

Do all columns need to be filled on my import template?

No but you may be prompted in some areas to assign where data should go. For example, if an assigned user is not listed on the import file, you will be asked to assign a Record Owner or you can choose to use the existing SPOTIO owner for records already existing in SPOTIO.

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