How to import and map leads in Spotio for maximum efficiency

If you’re reading this, you’ve probably realized that importing leads into your CRM isn’t as simple as clicking “upload” and calling it a day. It’s easy to end up with a messy database and frustrated sales reps. This guide is for anyone who’s using Spotio and wants to actually get a clean, usable lead list into the system—without wasting hours or making a mess you’ll regret later.

Let’s cut through the fluff and walk through exactly how to import and map leads in Spotio so you get the most out of it, with as little pain as possible.

Why Proper Lead Importing Matters (And Where People Go Wrong)

Before we dive into the steps, here’s the blunt truth: most lead imports go wrong because people rush through them. They skip cleaning their data, don’t pay attention to field mapping, or just dump everything in and hope for the best. This leads to:

  • Duplicates everywhere
  • Sales reps calling the same person twice (awkward)
  • Missing info in key fields
  • Reports that make no sense

Take a little extra time upfront, and you’ll save yourself a ton of hassle later.

Step 1: Clean Up Your Lead Data Before You Do Anything Else

This is the step most people want to skip. Don’t.

Why it matters: If your spreadsheet is full of junk, Spotio will just inherit all those problems. Garbage in, garbage out.

What to actually do:

  • Remove duplicates. Use Excel or Google Sheets to filter out repeated leads based on address, email, or phone number.
  • Standardize addresses. Make sure street, city, state, and zip are in separate columns. Spotio is picky about this.
  • Check for missing info. At a minimum, you want addresses and a key contact method (phone or email).
  • Delete useless columns. If the column doesn’t help your sales process, drop it. You can always add more detail later.

Pro tip: Clean data now saves you from embarrassing calls and pointless admin later. Don’t assume you’ll “fix it later.” No one ever does.

Step 2: Prepare Your Import File

Spotio accepts CSV files. Don’t bother trying to use Excel files or anything fancy—CSV is the way to go.

Checklist for your file:

  • Save your spreadsheet as .csv (comma-separated values).
  • The first row should be your column headers (like “First Name,” “Street Address,” “Phone”).
  • Double-check that your address fields are split out (not one big “Address” blob).
  • If you want to use custom fields in Spotio (like “Lead Source” or “Roof Type”), add them as extra columns now.

What to ignore: Formatting. Bold text, colors, pretty fonts—none of it matters for the import. Just stick to the basics.

Step 3: Start the Import Process in Spotio

Now, log in to Spotio and head to the Leads or Accounts section (depending on your setup).

How to import:

  1. Find the Import Option: Look for a button that says “Import Leads” or “Import Accounts.” It’s usually near the top right.
  2. Upload your file: Select your CSV and upload it.
  3. Confirm your import type: Spotio may ask if you’re importing new leads or updating existing ones. If this is your first import, you’re adding new leads.

Heads up: Import screens change. If you can’t find the button, search Spotio’s help docs or ask support. Don’t waste 20 minutes clicking around.

Step 4: Map Your Fields—Don’t Rush This

This is the make-or-break step. Spotio will show you a list of your CSV columns and ask you to match each one to the correct Spotio field.

Best practices:

  • Match address fields carefully. Spotio often wants “Street Address,” “City,” “State,” and “Zip” separately. Don’t let “123 Main St, Dallas, TX 75001” all live in one box.
  • Map custom fields. If you added columns like “Lead Source,” match those up to custom fields in Spotio (or create them on the fly).
  • Leave blank if you’re unsure. If you don’t know where something goes, it’s better to skip it than to guess and create a mess.
  • Double-check phone and email. These are essential for sales outreach. Make sure they’re mapping to the right place.

Common mistakes:

  • Mapping the wrong column to “Name” (like putting “Company” in the “First Name” slot)
  • Forgetting to map “Status” or “Lead Stage” if you track that
  • Letting Spotio auto-map fields without reviewing (don’t trust the robot)

Pro tip: Take screenshots of your mapping setup. If something’s off later, you’ll have a record of what you did.

Step 5: Review and Finalize the Import

You’ll usually get a preview screen. This is your last chance to catch obvious issues.

What to look for:

  • Are addresses split into the right fields?
  • Are names, emails, and phones showing up as expected?
  • Are custom fields coming through, or did they get dropped?

If it looks good, go ahead and confirm the import. If not, hit “Back” and fix your mapping.

Warning: Once you hit “Import,” there’s no easy “undo.” If you see something weird, it’s worth fixing now rather than cleaning up 500 leads later.

Step 6: Check Your Results—Don’t Assume It Worked

After the import finishes, Spotio will tell you how many records were created, updated, or failed.

What to do next:

  • Spot-check a handful of leads. Search for a few at random and make sure everything landed in the right place.
  • Look for obvious holes—like leads missing addresses or contact info.
  • If Spotio gives you an error report, actually read it. Most failures are from bad addresses, missing required fields, or duplicate entries.

If something’s wrong: Fix your CSV and try again. Don’t try to manually patch up a big list inside Spotio—it’s a nightmare.

Step 7: Set Up Lead Assignments (Optional, but Useful)

If your team works territories or specific lead owners, use Spotio’s assignment features.

You can:

  • Assign leads by geography (like zip code or city)
  • Manually assign leads to reps
  • Use rules (if you’re on a higher-tier plan) to auto-assign by custom criteria

What’s worth doing: Assigning based on location works well if your data is clean. Don’t overcomplicate things with tons of custom rules unless you really need them.

What Works, What Doesn’t, and What to Ignore

What works:

  • Clean, well-organized CSV files
  • Taking your time with field mapping
  • Assigning leads in bulk after import

What doesn’t:

  • Importing messy or incomplete data (“We’ll fix it live!” never works)
  • Trusting Spotio to guess your field mapping perfectly
  • Trying to import leads with missing addresses—Spotio is built around mapping, so addresses are non-negotiable

What to ignore:

  • Fancy Excel formatting—Spotio strips it all out anyway
  • Overthinking custom fields on your first import; start simple and add more later
  • Importing leads just to “see how it goes”—test with 5, not 500

Pro Tips for Staying Efficient

  • Do a test import: Try five leads first. Make sure everything lands where you expect before doing a big batch.
  • Keep your field names clear: “Mobile Phone” and “Work Phone” should be separate columns if you care about both.
  • Document your import process: Write down what worked (and what didn’t) so the next import is easier.
  • Set up a regular cleaning routine: Bad data creeps in over time. Schedule a quarterly cleanup.

Keep It Simple—Then Iterate

Getting your leads into Spotio isn’t rocket science, but it’s easy to overthink or rush it. Clean your data, map carefully, and don’t get fancy with custom fields until the basics are solid. Once your team’s comfortable, you can start tweaking and adding more detail. Remember: a simple, accurate lead list beats a messy, overcomplicated one every time.