Importing Data

Rotor makes it easy to import leads and customers from other platforms or add existing records to your account. This guide walks you through the process step by step.

Written By Jeffrey Rose

Last updated 25 days ago

Step 1: Access the Import Data Tool

  1. Go to Settings → Import Data.

  2. Choose the type of data you want to import:

    • Leads

    • Customers

Each type has a slightly different format.

Step 2: Download the Template

  • Download the template provided by Rotor for the data type you’re importing.

  • Templates come with example data to show the required fields:

    • First Name (required)

    • Last Name (required)

  • Optional fields include company name, service types, service frequency, and more.

Missing required fields will be treated as null values, which can cause errors during import although Rotor does attempt to resolve these upon attempted import.

Step 3: Prepare Your Data

  • If you want to differentiate service types (e.g., window washing vs. pressure washing), make sure to list those out correctly as a column for each contact (ideally matching a service type in your Rotor customization list; see Settings → Customization).

  • Make sure address fields are correct if you plan to use the map—this ensures customers appear in the right locations.

  • Data from other platforms may include only zip codes, area codes, or partial addresses. You’ll need to map these correctly during import.

Step 4: Upload Your File

  1. Click Upload File and select your completed template.

  2. The system will show a mapping interface:

    • Source field: The column from your file

    • Mapped field: Where it will go in the Rotor database

  3. Most fields, like first name and last name, will map automatically.

  4. Some fields, like extra notes or miscellaneous columns, may not map automatically. You can choose to skip these fields entirely or assign them to an accepted Rotor field.

  5. Make sure the address field maps to street address, and any zip code or area code fields are correct.

  6. Apply any tags to the imported data to help segment the contacts (in order to filter the leads/customers by this tag following import, it’ll have to be added to the tag list on Rotor customization; see Settings → Customization).

  7. Assign required parameters at the bottom for the import to apply to records missing these fields (e.g., Lead Source, Service Type, etc).

Step 5: Complete the Import

  • Avoid clicking the import button multiple times so data isn’t duplicated

  • Once the file is uploaded and mapping is confirmed, the customers or leads will appear in your Rotor account.

  • If using the map, your customers will also be geolocated accurately based on their address.

Congratulations! Your data is now in Rotor, ready for use in communications, maps, workflows, mobile, and everywhere in-between!

Have additional questions? Our team is ready to help you succeed. Contact us through the chat or drop us an email at support@getrotor.com.