Importing Contacts Into Shape Using Spreadsheets

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Lead Management and Routing

Learn how leads enter Shape, get organized, & move through your workflow.

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Lead Creation Methods

2

Import Contacts With Spreadsheets

3

Duplicate Management

4

Lead Distribution and Routing

5

Multi-Object Record Assignment

6

Prioritization Rules Setup

7

Shark Tank Lead Queue

Importing Contacts Into Shape Using Spreadsheets

This video walks through how to import contacts into Shape using CSV spreadsheets. Whether you're bringing in purchased lead lists, consolidating data from another CRM, or uploading borrowers from an event or webinar, the import tool gives you a simple, guided way to map fields and bring clean, organized data into your system.

Where to Start Your Import

To begin an import, go to:

Settings → Import Settings

This page includes:

  • A 3-step guided import flow
  • Frequently asked questions
  • A full tutorial video
  • Tips to help you prep your file before uploading

If you're ever unsure, it's always best to start with a small test file.

Preparing Your Import File

Shape requires CSV format. Before uploading, take a moment to review your data for:

Proper formatting

  • Make sure phone numbers don’t contain email addresses
  • Check for rows that shifted columns
  • Confirm fields are in the correct column
  • Clean any stray characters or mixed formatting

Shape will clean up phone number shapes (like dashes or parentheses), but it can’t fix misplaced data. Reviewing your file first prevents incorrect imports and saves time later.

Choosing the Right Contact Type

Before uploading, decide which contact type you want your spreadsheet to become:

  • Leads – new or early-stage contacts
  • Applications – active borrowers in the application stage
  • Loans – past clients or funded files

Import accuracy starts with putting contacts into the correct place in your pipeline.

Import Templates for Repeated Lists

If you regularly import spreadsheets with the same columns (for example: weekly lead lists), you can create import templates. That way, all field mappings load automatically the next time you import.

Step 1: Upload and Map Your Spreadsheet

When you upload your CSV, Shape will take you to the mapping screen.

Here you match each spreadsheet column to the correct Shape field.
You can:

  • Click to select a field
  • Search for fields by name
  • Save the mapping as a template
  • Clear and restart if needed

Once everything is mapped, click Next.

Step 2: Assign Default Values (If Needed)

On this screen, you can assign:

  • Assigned user – who receives the lead
  • Status – the starting status for all contacts in this import
  • Merge duplicates – recommended
  • Initiate drip campaigns – optional
  • Execute triggers – optional

These settings apply to every row in the spreadsheet, so only use them if all records should share the same values.

If your leads belong to different users or have different statuses, update those columns in your spreadsheet first—don’t assign them here.

Step 3: Review and Import

Once you’ve confirmed your settings, click Start Import. You’ll be returned to the main import page, where you can:

  • Track your import’s progress
  • See past imports
  • Re-run a corrected file if needed

For small files, the import will complete almost instantly. Larger files may take a little longer.

Creating a More Complete Import File

The video also covers best practices for building a stronger import file. Recommended fields include:

  • First name
  • Last name
  • Mobile phone
  • Email
  • Created date (optional override)
  • Source
  • Assigned LO user
  • Assigned LOA user
  • Status
  • Tags

Including these fields upfront reduces manual cleanup after import.

Getting User IDs for Assignment

If your import includes assignment, you’ll need user IDs rather than names.

To find them:

Settings → Manage Users

Each user’s ID appears next to their name.

Important: You can only assign contacts to users who exist in that department. If a user isn’t in the LOA department, for example, they can’t be assigned as the LOA on import.

Matching Status Names

Statuses in the import file must match the status list inside Shape. You can review your status lists here:

Settings → Status Lists

If a status in your file doesn’t match exactly, Shape will create a new one. If you want to avoid duplicates, update your spreadsheet beforehand.

Tagging for Better Segmentation

Tags are optional but very helpful. They let you create future filtered lists like:

  • Webinar leads
  • Event attendees
  • Past clients
  • Purchased lists
  • Hot prospects

You can add one tag or multiple tags (comma-separated) in your spreadsheet before importing.

Verifying the Import

After your import completes, you can go to:

Leads → Database View

or

Applications / Loans, depending on where you imported.

Your newly imported contacts will appear at the top of the list. Open a few for spot-checking to confirm:

  • Correct assignments
  • Correct statuses
  • Correct source
  • Correct created date
  • Correct tags

This helps verify the file came in clean.

When to Ask for Help

Shape’s team is always available to help with:

  • Reviewing your file
  • Completing the import for you
  • Training your team on how to import
  • Setting up templates for repeated imports
  • Troubleshooting mapping issues

If you’re unsure about your file or have a complex mapping scenario, reaching out first can save time and prevent errors.