What is Import To-do in HelloLeads CRM?

Import To-do allows users to bulk-create tasks for existing Leads and Customers using an Excel spreadsheet.

Can I bulk import To-dos using Excel?

Yes. HelloLeads allows users to upload XLS or XLSX files to create multiple To-dos in bulk for existing Leads and Customers.

What is the maximum Excel file size for importing To-dos?

The maximum file size for importing To-dos is 10 MB, with a maximum of 1,000 rows per file.

Which identifier can I use to link a To-do to a Lead or Customer?

You can identify an existing Lead or Customer using an Email address, Mobile number, or Lead ID.

Can I assign imported To-dos to team members?

Yes. To-dos can be assigned to existing and verified users in your HelloLeads account using their email address.

What happens if multiple Leads match the same identifier?

If an identifier matches multiple Leads or Customers, HelloLeads automatically attaches the To-do to the record with the highest lead score.

Can I see which To-dos failed to import?

Yes. After the import process, HelloLeads provides an import summary and allows you to download failed rows with the specific reason for each failure.

Why might the Due Date and Time fail during import?

The Due Date and Time column should be formatted as a standard date and time in Excel. HelloLeads processes the values according to the local time settings configured in your account.

How to Bulk Import To-dos

Q: Can I import To-dos for Leads I do not own?

You can create To-dos only for existing Leads and Customers that you have permission to view and access in your HelloLeads account.

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What is Import To-do?

The Import To-do feature allows you to bulk-create tasks for your existing Leads and Customers using an Excel spreadsheet. This is a massive time-saver when assigning follow-ups, calls, or meetings in bulk.

Note: To-dos can only be created for existing Leads and Customers already in your HelloLeads account.

Prerequisites & File Guidelines

Before you begin, please ensure your Excel file (.xls or .xlsx) meets the following requirements:

Maximum file size: 10 MB
Maximum rows per file: 1,000 rows
You must map against a specific Lead/Customer Identifier (Email, Mobile number, or Lead ID) to link the To-do to the correct person. If multiple records are identified, the record with the highest lead score will be auto-selected.
To-dos can only be assigned to existing, verified users in your account.

Excel File Data Structure

Column Name	Type	Description
Lead/Customer Identifier	Required	An Email, Mobile number, or Lead ID that uniquely matches an existing Lead or Customer.
To-do Description	Required	A short description of the task you want to create.
Assign To	Required	The exact email address of an existing, verified user in your HelloLeads account.
Due Date & Time	Required	The date and time when the To-do is due, provided in your local time.
Category	Optional	The category for the To-do. If it doesn't exist, a new category will be created automatically.
Critical Flag	Optional	Enter `ON` or `OFF`. If left blank or invalid, it defaults to `OFF`.

Step-by-Step Guide

Step 1: Upload

Start by navigating to the Hello To-do module and clicking the Import button.

Download Template (Optional): If you are unsure of the format, download the prepared Excel template from the right side of the screen.
Select Identifier: Choose how you identify your Leads/Customers in your Excel file (Email, Mobile number, or Lead ID).
Upload File: Drag and drop your `.xlsx` or `.xls` file into the dropzone, or click to browse your computer.
Click Upload and review to proceed.

Step 2: Review & Map Fields

In the Review step, HelloLeads will analyze your uploaded file and display a summary of Total rows, valid rows, and any errors or warnings.

Check Rows Needing Attention: Expand the "Rows needing attention" section to see if any rows are invalid (e.g., missing data, invalid dates) or generated warnings.
Map Fields: Map the required HelloLeads To-do fields to the corresponding column headers in your uploaded Excel workbook. (Note: Required fields must be mapped to proceed).
Click Import To-dos to begin processing the batch.

Step 3: Result

The import runs in batches. You can leave the Result screen open while the process completes.

Track Progress: View the progress bar to see how many rows out of the total have been processed.
Import Summary: Once complete, a summary will display the number of To-dos successfully Created, Failed, and Already imported.
Download Failed Rows: If any rows failed to import (e.g., Lead was not found, Assignee email was invalid), you can click Download failed rows. This will give you an Excel file containing only the failed rows and the specific reason for their failure so you can correct and re-upload them.

Frequently Asked Questions

If your chosen identifier (e.g., Mobile number) matches more than one Lead or Customer in your account, the system will automatically attach the To-do to the Lead/Customer with the highest lead score.

You can only create To-dos for existing Leads and Customers that you have permission to view and access in your HelloLeads account.

Ensure your "Due Date & Time" column is formatted correctly in Excel as a standard Date/Time. HelloLeads processes these based on the local time settings configured in your account.