KIBI HELP · SPREADSHEETS # Import your lead sheet. Check the handoff. Bring a CSV into Kibi with its contact details, useful context and supported dates. Review the preview before saving, then check the records your team will actually use. [Follow the setup steps ↓](https://kibihq.com/#setup-steps) SETUP AT A GLANCE ## Check the list before it becomes work. - ### Match the columns Review contact fields and any owner column. - ### Read the preview Check new, matching and skipped rows before importing. - ### Import and inspect Open a sample record and agree its next action. Undo in Past imports keeps rows that your team has already worked on. CONNECT AND CHECK ## Follow the task, step by step. - Open Enquiries and choose Import CSV. Select a CSV file, choose Paste CSV text, or use Try a sample lead sheet to inspect the workflow with sample information. - On the Check rows screen, read each column heading and sample value. Use its matching menu to choose the correct Kibi field, Keep as extra info or Ignore. - Match supported status, arrival-date, next-follow-up-date and owner columns deliberately. Check any unreadable-date warning and correct the original sheet if the date matters. - Under Who should own them?, choose one person, available teammates, your routing rules or the team. A mapped owner column takes precedence when it matches a teammate. - Wait for the preview to finish. Review new enquiries, returning customers, look-alikes, already-here rows and rows Kibi cannot use. Correct the mapping or sheet before continuing. - Choose Import enquiries when the count and ownership choice are right. Read the result, then choose See them in Enquiries and inspect representative records. - To reverse a batch, Undo this import on the result acts immediately. Later, open Sources → Past imports → Undo, read the confirmation and choose Undo import. - Check the removed and kept counts. Undo removes untouched enquiries from that batch; records someone has worked on remain for a deliberate review. BEFORE YOU START ## Keep the original sheet and choose a small first batch. Use a workspace where you are authorised to import the records. Your account needs the Download and import sheets permission; ask an owner if the import control is unavailable. CSV import · Available. Keep an unchanged copy of the original file and note what each column means. A contact export is not a complete migration of conversations, attachments, linked objects or another product’s automation settings. Save the sheet as CSV with a header row and at least one data row. The importer accepts up to 2,000 rows at a time; split a larger sheet into named parts. Start with a representative sample rather than the whole history: a new contact, a returning person and an open follow-up are useful cases. Only import personal information your business is entitled to use. - Use clear column headings and one person or enquiry per row. - Keep phone country codes and complete email addresses in the source sheet. - Remove columns that are unnecessary for the supported sales-enquiry task. MATCH THE COLUMNS ## Read the sample value beside every suggested match. [Review supported source capture](https://kibihq.com/features/lead-capture/) Open Enquiries → Import CSV. You can choose a file, paste CSV text or inspect the sample lead sheet. Kibi shows the column headers with sample values and suggests matching fields. Treat those suggestions as a draft. A column called Contact might contain a person’s name, a telephone number or an internal account reference; only the actual values tell you which match is useful. The core choices include Name, Phone, Email, Service and Notes / message. Existing custom fields also appear in the matching menu. Use Keep as extra info for context that has no appropriate field, or Ignore for a column you deliberately do not want to import. At least one column must match Name, Phone or Email before Kibi can preview the rows. A name alone does not give your teammate a way to contact someone. - Match the customer’s question or request to the field that preserves its meaning. - Inspect a custom field’s type before putting money, a choice or a number into it. - Review ignored columns before committing; ignoring is an intentional decision. ILLUSTRATIVE EXAMPLE ### Fictional mapping example Customer → Name; Contact email → Email; Requested work → Service; Conversation note → Notes / message. A spreadsheet-only reference can stay as extra info. These are illustrative headings, not a required template. DATES, STAGES & VALUES ## Map a follow-up date without inventing a task history. Additional choices include Status → stage, Why it was lost, Date it came in, Next follow-up date and Who owns it. Check that a status such as Won describes what really happened, rather than a spreadsheet colour or an informal sales label. Inspect the resulting stage after importing. A supported date can preserve useful timing; an ambiguous day/month value can put a task on the wrong day. Use clear dates such as YYYY-MM-DD when preparing the file, then review the preview in your workspace’s regional context. A date Kibi cannot read is flagged and kept as extra information instead of becoming the intended date field. Correct it before importing if scheduling depends on it. An imported next-follow-up date creates an all-day call; it does not restore an arbitrary meeting or message sequence from another CRM. Past follow-up dates can remain overdue. Won and Lost rows do not keep an active next follow-up from that column. Custom values are read using their field types; a value that cannot be converted can remain as extra information. After the sample import, inspect the date, stage, money and extra fields together. Do not assume a successful row count proves every field has the meaning your team intended. CHOOSE RESPONSIBILITY ## Check the owner column as well as the batch setting. [Understand routing, Away and fallback](https://kibihq.com/help/lead-routing/)[See the daily follow-up workflow](https://kibihq.com/features/today/) Who should own them? offers Give them all to, Share them out between available teammates, Use my routing rules and Leave them unassigned for the team. Pick the option matching your team’s actual plan for the batch. The default is not a reason to assign a historical list to whoever happens to be importing it. Agree who will check new work and how quickly they should act. A mapped owner column can override the batch choice when its value uniquely matches a teammate. Matching can use the teammate’s email or name; similar first names deserve particular care. An unmatched owner uses the batch setting, so check the preview and then the saved record. Available-teammate sharing skips Away members. Using routing rules for an import does not add the first-step extras designed for fresh incoming enquiries. - Use teammate email addresses where names could be ambiguous. - If nobody is meant to act yet, choose the team deliberately and arrange a review. - Imports do not notify anyone; tell the team about the agreed handoff through your normal process. READ THE PREVIEW ## Each category answers a different question. The preview updates as you change mappings and the ownership choice. Wait for it to settle before reading the count. New enquiries, returning customers and look-alikes are different outcomes: returning records link to a known contact, while a look-alike needs someone to review the proposed match. Neither label means that the person should automatically receive another sales message. Already here rows are skipped rather than added again. Rows Kibi cannot use also stay out of the saved batch, with reasons shown beside the affected rows. Read those reasons and compare the totals with the sheet. If too many rows are classified as look-alikes, check the actual names and contact details instead of trying to force them through. Correct the source data or matching, then let the preview recalculate. - New: a record Kibi expects to save as a new enquiry. - Returning: a new enquiry linked to a known contact. - Look-alike: saved work that needs a matching decision in Review. - Already here: a row skipped because the matching/import checks recognise it. - Cannot use: a row excluded with a reason to investigate. VERIFY THE RESULT ## Open records before handing the whole batch to the team. [Keep the next action useful](https://kibihq.com/features/today/) When the preview and ownership are right, choose the Import button and read the completion counts. Use See them in Enquiries to inspect the result. Compare at least the contact details, service or request, owner, stage, arrival date, next action and any custom values that mattered in your mapping. Check an ordinary new row and the more unusual sample cases, rather than only the first name you recognise. The import result is not an email-delivery report: importing does not notify the team. If enquiries are Unassigned, arrange who will take them. If the next action is due in the past, decide whether that task is still useful before contacting the person. Resolve look-alikes in Review with someone who can recognise the customer. Preserve the original sheet while you confirm the handoff and any remaining migration work. REPEATED ROWS ## A changed file still deserves a fresh preview. Kibi recognises identical imported content and also checks existing open enquiries during matching. This makes the already-here category useful when a file is submitted again. It is not permission to treat every revised export as identical: changing a contact, service or other row content can change what Kibi decides. Read the new preview before committing a corrected or updated file. A returning customer can legitimately have another enquiry. A look-alike may be the same person with changed contact information, or a different person sharing a contact detail. Do not delete useful history just to make the import count match the spreadsheet. Use the matching explanation and Review workflow to decide. If your objective is to replace or update an existing CRM database, first establish the supported field and record scope; importing a sheet is not a universal merge operation. UNDO WITH CARE ## Remove untouched imports while retaining work already done. Immediately after import, Undo this import is available in the result. For a recent earlier batch, open Sources and find Past imports. Match the filename, time and count, choose Undo, then read the Undo import confirmation. This reverses enquiries created by that batch that nobody has worked on. It does not roll the entire workspace back to an earlier state. Enquiries someone has called, noted or moved are kept. The result tells you how many were removed and how many remained. Check both counts, then inspect the retained work before deciding what to do next. The import stays in the history marked undone, and its Undo control is no longer available. Keep the original file; undo is not a substitute for an independent migration backup. - Choose the exact batch; different imports have separate undo controls. - Read “kept” as work to review, not as an undo failure. - Do not repeat imports and undos to try to erase someone’s recorded work. ILLUSTRATIVE EXAMPLE ### Fictional undo example Two enquiries were imported. A teammate added a useful note to one and nobody worked on the other. Undo removes the untouched enquiry and keeps the noted one. The kept record needs a deliberate decision because its work is now part of the team’s history. IF THE IMPORT STOPS ## Follow the message at the stage that needs attention. [Compare sheets with a shared workflow](https://kibihq.com/compare/spreadsheets/)[Find more setup guides](https://kibihq.com/help/) If the file is refused, check that it is CSV, includes a header and data, and stays within the row limit. If the Import button is unavailable, check for a Name, Phone or Email match, wait for the preview, and see whether any rows are importable. If values look wrong, correct the mapping before saving. For ambiguous dates, fix the sheet and preview again rather than guessing from the final count. If the request reports a connection problem, inspect Enquiries and Past imports before submitting the same batch again. Record the filename, time, visible message and expected count for the workspace owner or support. Share a minimal, redacted example if needed; do not send an entire customer database or account credentials as an initial diagnostic. Finish when representative records and the team’s next actions match the intended handoff. THE PRACTICAL QUESTIONS ## Decide with the details. Will importing my spreadsheet email the team? No. Imports do not notify anyone. Choose the owners deliberately and arrange the team handoff separately. A saved record and a notification are different events. Can I import more than 2,000 rows? Split the sheet into batches of up to 2,000 data rows. Keep clear filenames and review each batch’s mappings, ownership choice and preview before importing. Does Undo delete an enquiry someone has worked on? Undo retains enquiries from the batch that someone has worked on and reports how many it kept. It removes untouched enquiries created by that import, rather than reversing the whole workspace. Source: https://kibihq.com/help/import-csv/