Importing Data

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 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 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.

Switching from Another Software?

• Decide what imports as a lead vs. a customer: see Key Concepts: Leads vs. Customers, Jobs vs. Visits, Service Plans vs. Quotes.

• Saved cards can't be moved from your old Stripe account. See Set up Stripe Connect.

• Keep your business phone number: see Porting Numbers to Rotor.

• Set up tags, lead sources, and service types before you import: see Customization.

Tips

• Set up tags, lead sources, and service types in Customization first so imported records land in the right buckets.

• Clean, complete street addresses are what place customers correctly on the map.

• Click Import once. Clicking it multiple times can duplicate records.

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.

Related articles

• Key Concepts: Leads vs. Customers, Jobs vs. Visits, Service Plans vs. Quotes — decide what imports as a lead vs. a customer

• Set up Stripe Connect — saved cards do not transfer; plan to collect new ones

• Customers — review and manage imported customers

• Leads — work imported leads