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Import Leads in Bulk to Your CRM

Learn how to upload and bulk import multiple leads into your Real Geeks lead manager so you can organize, assign, and start following up immediately.

Importing leads allows you to add existing contacts into your Real Geeks CRM in bulk. Whether you're moving from another system or uploading your sphere of influence, the Bulk Import tool helps you bring everyone into one place so you can manage follow-up, saved searches, and communication from a single dashboard.

Need to Know

  • You must upload a CSV or Excel (.xlsx) file.

  • Each column in your spreadsheet must be matched to a field in Real Geeks during the import process.

  • Duplicate emails will not import (this prevents duplicate leads).

  • You can assign a Source, Assigned Agent, Assigned Lender, and more during import.

  • A results file will show you any leads that failed to import and why.

Table of Contents

How to Import Leads

Use the Bulk Import tool to upload multiple leads at once instead of adding them individually. Upload a full spreadsheet of contacts (including names, emails, phone numbers, and other key details) in a single step so you can quickly centralize your database, launch automated follow-up, and keep your lead information organized in Real Geeks.

Click Here to download our free lead import template to help you follow the proper format of your database.

Step-by-Step Instructions

  1. In the CRM Navigation, Select Leads > Import

  2. Select Upload CSV File

    import-leads-csv-file

  3. Click Choose File

    import-leads-choose-file

  4. Review the Import Options screen.

    • Assign a Source (Custom Sources in your file will override the default)

    • Assign an Agent (If already assigned in your file, that assignment will carry over)

    • Assign a Lender

    • Mark Leads as New to flag them for follow-up

    • Add Follow-Ups for important dates (birthdays, anniversaries, etc.)

    • Send a Welcome Email to introduce contacts to your website after import

  5. Click Next.

  6. Use the dropdown menu above each column to match your spreadsheet fields to the correct Real Geeks fields (Example: match your phone number column to the Phone field)

  7. Repeat until every column is assigned correctly.

  8. Click Review Changes.

  9. Click Start Import.

After the import finishes, review the results to confirm all leads were added successfully.

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Best Practices

Importing leads is more than just uploading names. It’s your opportunity to activate your database and start meaningful follow-up.

Include More Than Just Prospects

Add contacts you already have relationships with since they are more likely to engage with your website and generate referrals. Include contacts such as:

  • Past clients

  • Friends and family

  • Referral partners

  • Old internet leads

  • Contacts from previous CRMs

This helps you:

  • Promote your home search tool

  • Stay top of mind

  • Generate referrals

  • Re-engage inactive contacts

Use Import Options Strategically

During import, you can:

  • Mark Leads as New
    Flags leads who still need outreach. Once you text, email, or create a Follow-Up, the New status clears automatically.

  • Add Follow-Ups for Important Dates
    Schedule reminders for birthdays, home purchase anniversaries, or check-ins.

  • Assign a Source
    Identify where the lead came from (previous CRM, open house, referral, etc.).

  • Assign an Agent
    Leads will only be visible to that assigned agent unless permissions allow otherwise.

  • Assign a Lender
    Useful for team environments where lenders collaborate inside the CRM.

  • Send Welcome Email
    Available once your website is live and MLS approved. Sends an automatic welcome message as the lead account is created.

After Import: Activate Your Database

Once leads are added:

The import brings them in. Your follow-up converts them.

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Troubleshooting

If some leads fail to upload, download the Results file after the import. It will show exactly which leads were rejected and why.

Here are common errors and how to fix them:

"User with role 'Agent' not found"

  • The Assigned Agent in your spreadsheet is not set up as a User in your CRM.

  • Make sure the agent’s name matches exactly in both the CRM and your import file.

  • Add the agent as a User in the CRM, then re-import the leads.

"Phone is too short (minimum is 8 characters)"

  • The phone number does not meet the minimum length requirement.

  • Ensure the number includes at least 8 digits.

  • Remove special characters (#, $, &, etc.) or hidden spaces.

"Please enter a valid Email"

  • The email format is invalid.

  • Confirm the email includes “@” and a valid domain.

  • Remove extra spaces.

"A lead with that Email already exists"

  • This error prevents duplicate leads.

  • Confirm the lead already exists in your CRM.

  • Remove the duplicate from your spreadsheet.

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Frequently Asked Questions

What file type should I use?
Use a CSV or Excel (.xlsx) file.

Can I import leads without email addresses?
Yes, but email is the primary duplicate identifier. Leads with the same email will not import twice.

Can I assign leads during import?
Yes. You can assign an Agent, Lender, Source, and more from the Import Options screen.

Will imported leads receive a welcome email automatically?
Only if your website is live, MLS approved, and the Send Welcome Email option is selected.

Can I re-import corrected leads?
Yes. After fixing errors in your spreadsheet, simply upload the file again.

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