> ## Documentation Index
> Fetch the complete documentation index at: https://yardim.whattalk.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Import Leads from Excel and Start Auto-Calling

> Import leads in bulk from Excel or CSV files and launch automated calling campaigns

This guide walks you through how to upload your lead list from an Excel or CSV file to a campaign and start automated calls.

## Overview

The entire process consists of 3 steps:

<Steps>
  <Step title="Create a campaign (or use an existing one)">
    Create a campaign from the dashboard or use an existing one.
  </Step>

  <Step title="Upload your Excel/CSV file">
    Import your lead list into the campaign.
  </Step>

  <Step title="Start the campaign">
    Run the campaign — the system begins calling automatically.
  </Step>
</Steps>

<Note>
  If your campaign is already **"in-progress"**, newly uploaded leads are automatically queued for calling. You don't need to restart the campaign.
</Note>

## Prerequisites

Before you begin, make sure the following are ready:

* **Campaign** — A campaign created from the dashboard. To find your Campaign ID, open your campaign and check the browser address bar. Example: `app.whattalk.ai/campaigns/1050` → Your Campaign ID is **1050**.
* **AI Assistant** — An assistant assigned to the campaign, configured for outbound calls
* **Phone Number** — A phone number assigned to the campaign
* **Excel or CSV file** — A file containing your lead information

***

## Step 1: Prepare Your Excel/CSV File

### Required Columns

Your file must contain at least this column:

| Column         | Description             | Example         |
| -------------- | ----------------------- | --------------- |
| `phone_number` | Phone number (required) | `+905551234567` |

### Optional Columns

Add additional columns matching the variables defined in your assistant:

| Column          | Description   | Example        |
| --------------- | ------------- | -------------- |
| `customer_name` | Customer name | `Ayse`         |
| `company`       | Company name  | `ABC Tech`     |
| `email`         | Email address | `ayse@abc.com` |

<Tip>
  Column names must match the variable names in your assistant's **Prompt & Tools** settings. For example, if your assistant uses `{customer_name}`, the Excel column header must be `customer_name`.
</Tip>

### Example File

```csv theme={null}
phone_number,customer_name,company
+905551234567,Ayse Yilmaz,ABC Tech
+905559876543,Mehmet Kaya,XYZ Ltd
+905553334455,Fatma Demir,123 Software
+905557778899,Ali Ozturk,Demo Inc
```

<Warning>
  **Phone number format:** International format is recommended — must start with `+` and country code (e.g., `+905551234567`). If using national format (e.g., `05551234567`), you must select the country code during upload, and all numbers must be from the same country.
</Warning>

### Secondary Contacts (Optional)

If a lead has multiple phone numbers, add additional columns:

```csv theme={null}
phone_number,customer_name,secondary_phone_1,secondary_phone_2
+905551234567,Ayse Yilmaz,+905551234568,+905551234569
```

The system calls the primary number first, then moves to secondary numbers if unreachable.

***

## Step 2: Upload the File from the Dashboard

<Steps>
  <Step title="Go to the Leads page">
    Navigate to the **Leads** section or your campaign's leads tab.
  </Step>

  <Step title="Click the Import button">
    Click the **"Import Leads"** button.
  </Step>

  <Step title="Select a campaign">
    Choose the campaign to add the leads to from the dropdown.
  </Step>

  <Step title="Download the sample file (recommended)">
    Download the **sample file** to see the correct format. Make sure your file matches this format.
  </Step>

  <Step title="Upload your file">
    Select your CSV or Excel (.xlsx, .xls) file.
  </Step>

  <Step title="Map columns">
    The system will attempt to auto-detect your columns. Review and correct if needed:

    * **Phone Number** → `phone_number` column
    * **Assistant variables** → Map each to the relevant column (e.g., `customer_name`, `company`)
  </Step>

  <Step title="Select phone format">
    * **International Format:** Select this if numbers start with `+`
    * **National Format:** Select this if there's no country code, and specify the country
  </Step>

  <Step title="Start the import">
    Confirm the mappings and click **"Import"**.
  </Step>
</Steps>

### Processing Time

| File Size      | Estimated Time     |
| -------------- | ------------------ |
| \< 100 rows    | Less than 1 minute |
| 100-1,000 rows | 2-5 minutes        |
| 1,000+ rows    | 10-30 minutes      |
| 10,000+ rows   | Several hours      |

<Note>
  Large files are processed in the background. You'll receive an email notification when the import is complete.
</Note>

***

## Step 3: Start the Campaign

After the leads are uploaded:

1. Go to the **Campaigns** page
2. Find your campaign
3. If the campaign is in **"Draft"** status, click the **"Start"** button
4. The campaign status changes to **"In Progress"** and calls begin

<Note>
  If your campaign is already **"In Progress"**, uploaded leads are automatically queued. No additional action is needed.
</Note>

***

## Validation and Error Handling

The system automatically validates during upload:

* **Valid rows** are added to the campaign
* **Invalid rows** are skipped (bad phone number, missing required field, etc.)
* **Duplicate numbers** are blocked
* An **error report** is generated after processing — you can download it

### Common Errors

| Error                  | Solution                                       |
| ---------------------- | ---------------------------------------------- |
| Invalid phone number   | Must be in E.164 format: `+905551234567`       |
| Duplicate number       | The same number already exists in the campaign |
| Missing required field | Phone number column cannot be empty            |
| File format error      | Use .csv, .xlsx, or .xls format                |

***

## FAQ

<AccordionGroup>
  <Accordion title="Which file formats are supported?">
    CSV (.csv), Excel (.xlsx), and legacy Excel (.xls) formats are supported.
  </Accordion>

  <Accordion title="Can I upload a new file while the campaign is running?">
    Yes. Leads uploaded while the campaign is "In Progress" are automatically queued for calling. You don't need to restart the campaign.
  </Accordion>

  <Accordion title="Does the column order matter?">
    No. The system maps by column names, not by order.
  </Accordion>

  <Accordion title="Can I mix numbers from different countries in the same file?">
    If using international format (starting with `+`), yes. If using national format, you need a separate file per country.
  </Accordion>

  <Accordion title="How many leads can I upload?">
    There's no per-file limit, but large files (10,000+ rows) are processed in the background and may take several hours. We recommend testing with a small file (10-20 rows) first.
  </Accordion>

  <Accordion title="Should I use API or Excel to add leads?">
    **Excel/CSV:** One-time bulk upload, no technical knowledge required. Done from the dashboard.
    **API:** Automated integration, continuous lead flow from your CRM or system. Requires technical knowledge.
    For details, see [Import Leads via API and Start Auto-Calling](/guides/api-lead-import-and-automatic-calling).
  </Accordion>
</AccordionGroup>