Importing Leads

Import leads into PropPilot to begin proactive outreach campaigns. This guide covers CSV import, lead sources, and HSM template setup.

CSV Import

Step 1: Prepare Your CSV

Create a CSV file with lead information:

Required columns:

Column	Format	Example
name	Text	"John Doe"
phone	E.164	"+971501234567"

Optional columns:

Column	Format	Example
email	Email	"john@example.com"
source	Text	"Property Show 2024"
notes	Text	"Interested in 2BR"
budget	Text	"$500k-$750k"
preferred_location	Text	"Downtown"

Step 2: Download Template

1. Go to Proactive Leads → Leads tab
2. Click Import
3. Click Download Template
4. Use the template to ensure correct format

Step 3: Upload File

1. Click Import or Upload CSV
2. Select your prepared CSV file
3. Wait for file processing

Step 4: Map Columns

If columns don't auto-map:

1. Review the mapping preview
2. Match CSV columns to PropPilot fields
3. Skip columns you don't need

Step 5: Preview Import

Before confirming:

• Review sample rows
• Check for validation errors
• Verify phone number formats

Step 6: Confirm Import

1. Click Import or Confirm
2. Leads are added with Pending status
3. View import results summary

Import Validation

The system validates:

Check	Error if Failed
Phone format	Invalid phone number
Required fields	Missing name or phone
Duplicates	Phone already exists
File format	Invalid CSV structure

Handling Errors

If some rows fail:

1. Review error report
2. Fix issues in CSV
3. Re-import failed rows only

Lead Sources

Configure where leads originate for tracking and segmentation.

Accessing Lead Sources

1. Go to Proactive Leads
2. Click Lead Sources tab

Creating a Source

1. Click Add Source
2. Fill in details:

Field	Description
Name	Source identifier
Type	Landing page, Form, API, CRM, Partner, Manual
Description	Additional details

Source Types

Type	Use Case
Landing Page	Website form submissions
Form	External form integrations
API	Programmatic lead ingestion
CRM Import	Bulk CRM exports
Partner	Third-party lead providers
Manual	Hand-entered leads

Assigning Source to Leads

When importing:

1. Select the lead source
2. All imported leads tagged with that source

This enables:

• Source-based reporting
• Campaign attribution
• ROI tracking per source

HSM Templates

WhatsApp HSM (Highly Structured Message) templates are required for initiating conversations.

Accessing Templates

1. Go to Proactive Leads
2. Click HSM Templates tab

Understanding HSM Templates

HSM templates are:

• Pre-written message formats
• Approved by Meta before use
• Required for first WhatsApp contact
• Can include variables (name, etc.)

Creating a Template

1. Click Create Template
2. Fill in template details:

Field	Description
Name	Internal identifier
Category	Marketing, Utility, Authentication
Language	Template language
Header	Optional header (text, image, video)
Body	Main message content
Footer	Optional footer text
Buttons	Optional CTA buttons

Using Variables

Include personalization with variables:

Hello {{1}},

We have exciting new properties in {{2}} that match your preferences.

Would you like to learn more?

Variables:

• {{1}} = Contact name
• {{2}} = Location preference
• Up to 10 variables supported

Template Categories

Category	Purpose	Approval Time
Marketing	Promotions, announcements	Longer review
Utility	Updates, confirmations	Faster review
Authentication	OTP, verification	Fastest review

Submitting for Approval

1. Complete template content
2. Click Submit for Approval
3. Template sent to Meta for review
4. Status changes to Pending Approval

Approval Status

Status	Meaning
Draft	Not yet submitted
Pending	Under Meta review
Approved	Ready to use
Rejected	Failed review (see reason)

If Rejected

Common rejection reasons:

• Misleading content
• Missing opt-out information
• Incorrect variable usage
• Policy violations

To fix:

1. Review rejection reason
2. Edit template content
3. Resubmit for approval

Sending Outreach

Select Leads

1. Go to Leads tab
2. Filter leads (e.g., Pending status)
3. Select leads for outreach

Choose Template

1. Click Send Message or Start Campaign
2. Select an approved HSM template
3. Preview message with variables filled

Configure Sending

Option	Description
Send Now	Immediate delivery
Schedule	Send at specific time
Batch Size	Leads per batch
Delay	Time between batches

Confirm and Send

1. Review final settings
2. Click Send or Start Campaign
3. Monitor progress in real-time

Monitoring Campaigns

Real-Time Status

Track message delivery:

• Queued
• Sent
• Delivered
• Read
• Responded

Engagement Metrics

View campaign performance:

• Delivery rate
• Read rate
• Response rate
• Engagement rate

Lead Status Updates

As outreach progresses:

• Pending → Processing → Sent → Engaged
• Failed deliveries marked accordingly
• Responses trigger AI engagement

API Integration

Programmatic Lead Import

For CRM or automation integrations:

POST /api/proactive-leads
Authorization: Bearer YOUR_API_KEY

{
  "leads": [
    {
      "name": "John Doe",
      "phone": "+971501234567",
      "email": "john@example.com",
      "source": "crm_export",
      "metadata": {
        "budget": "$500k",
        "interest": "2BR apartment"
      }
    }
  ]
}

Webhook Notifications

Receive updates when:

• Lead status changes
• Lead responds
• Campaign completes

Best Practices

Lead Quality

• ✅ Verify phone numbers are valid
• ✅ Ensure proper consent exists
• ✅ Remove duplicates before import
• ✅ Include relevant metadata

Templates

• ✅ Keep messages concise
• ✅ Include clear value proposition
• ✅ Add opt-out information
• ✅ Test before bulk sending

Campaigns

• ✅ Start with small batches
• ✅ Monitor delivery rates
• ✅ Respect timezone differences
• ✅ Track and optimize over time

Don'ts

• ❌ Import leads without consent
• ❌ Use aggressive messaging
• ❌ Ignore failed deliveries
• ❌ Send during odd hours
• ❌ Exceed WhatsApp rate limits

Troubleshooting

Import Errors

Error	Solution
Invalid phone	Use E.164 format (+country code)
Duplicate found	Remove or skip duplicates
Missing required	Add name and phone columns

Delivery Failures

Issue	Cause	Solution
Invalid number	Phone doesn't exist	Verify number
Not on WhatsApp	User not registered	Try email instead
Blocked	User blocked business	Respect and remove
Rate limited	Too many messages	Reduce batch size

Template Issues

Issue	Solution
Rejected	Review and fix content
Variables error	Check variable syntax
Wrong category	Use correct category

What's Next?

Return to main documentation:

Managing Contacts →