Import leads

Bring the leads you already have into Fondaro: from a spreadsheet in a few minutes, or from the CRM you use today. Importing is for admins; a team member who opens it is asked to ask an admin.

Import a spreadsheet

You can start the importer from any of these:

• Import leads above the Unassigned list;
• Import leads on an empty lead list, or in ⌘K;
• Bring your leads in Setup;
• Settings › Move from another CRM, then Spreadsheets.

Use the file you already have. The importer reads Excel (.xlsx, .xls), Numbers, OpenDocument (.ods), CSV and text files, and contacts files (.vcf) exported from a phone, Google Contacts or Outlook. You can also copy the cells in Excel or Google Sheets and paste them straight into the importer.

1. Upload: drop the file, press Select file, or press Paste from a spreadsheet. A title above the column names is skipped by itself. If the file has several sheets, pick the one with your leads under Sheet.
2. Columns: each column of your file, an example from it, and where it goes. Most columns are already placed for you, whatever language your sheet is in; Ask Fondaro places the ones that are hard to read, marked with its mark. Change any of them. A column can go to First name, Last name, Full name, Email, Phone, Language, Type, Company or Tags, to Add to note, or to Leave out. A column the importer can't place is left out; pick Add to note for any you want to keep.
3. Review: every row as it will be saved, the ones that need a fix first. Click any cell to change it, and use Leave out at the end of a row to skip it. Needs a fix and Duplicates narrow the list. A cell the importer tidied has a dotted underline; point at it to see what your file said.
4. Duplicates: Add to existing (the default) fills in what the lead you already have is missing, such as a phone, an email, a language or a company, adds the file's tags and its note, and leaves everything else as it is, its status, owner and type included. Skip existing leaves those leads alone. Create new adds every row.
5. Summary: pick the CRM status the leads start in and, if you like, an Owner. Press Import.

When it finishes you see how many were imported, added to existing leads and skipped, and what your other files added. View leads opens your list. Undo import deletes the leads this import just created, except any that already have a deal or an open task, and takes back what it added to existing leads (unless someone has changed it since). Undo is only offered on that screen.

Notes, calls, tasks and deals from other files

A CRM export often comes as several files: your contacts in one, and their notes, calls, meetings, emails, tasks and deals each in another, every row naming its contact. HubSpot works this way, and so do most CRMs. Bring them in with your contacts:

1. On Upload, after your contacts file, press Add a file under Notes, calls, tasks and deals from other files and pick the others (several at once is fine). Each file says what it holds; change it if it guessed wrong.
2. On Columns, each added file has its own section under your contacts' columns:
   • Lead found by says which column of that file names the person and what it matches in your contacts file, for example Associated Contact IDs matches Record ID. It is filled in for you; an email, phone or full name in the cell works too. The line under it says how many rows find their lead.
   • Each column goes to Title, Text, Date, Due date, Done, Amount, Currency, Stage, Add as detail or Leave out. A column the importer can't place is left out.
   • A deals file lists the stages it uses and what each becomes in Fondaro, such as Closed Won becoming Won. Change any of them.
3. Summary shows what each file adds and how many rows find no lead.

When you import, the leads are written first, then everything from the other files lands on them, dated as it was:

• Notes become notes. Calls, meetings and emails become notes headed with what they were, for example "[Call: First contact]". They are not call recordings.
• Tasks become tasks on the lead, done or still to do, on their due date.
• Deals become deals at their stage, with their amount and close date. Columns you set to Add as detail are kept on the deal.

A row whose contact is added to a lead you already have (Add to existing) puts its notes, tasks and deals on that lead. A row whose contact is skipped or left out brings nothing. Importing the same files again does not add the same note, task or deal twice. Undo import removes them along with the leads. An added file can be up to 10 MB and 20,000 rows.

What the importer does for you

• Full names are split. A Full name column fills first and last name: "María García López" becomes María and García López, "Jan van der Berg" becomes Jan and van der Berg, and "Lindqvist, Erik" becomes Erik and Lindqvist. If your list writes the family name first ("GARCÍA LÓPEZ María"), pick Family name first under the column.
• Capitals are fixed. "MARÍA GARCÍA" becomes María García. Names you typed in mixed case are left alone.
• Phones get their country code. A number without one takes your agency's country code, or the country of the lead's language when that is the only way to read it. Numbers are saved as +34 612 34 56 78.
• Languages and types are read. "Spanish", "Español" or "es" becomes Spanish; "Comprador", "Koper" or "Buyer" becomes Buyer.
• Tags are split on commas and semicolons.

A file can be up to 10 MB and 2,000 rows; split a bigger one. A row is a duplicate when its email (whatever the capitals) or phone number (the last nine digits) matches a lead you have or an earlier row. An import never overwrites anything on a lead you already have: Add to existing only fills in what was empty.

Move from another CRM

Open Settings › Move from another CRM. Under Bring your leads in, pick the CRM you use today and press Next step: Inmobalia, Witei, Idealista CRM, Resales-Online CRM, Spreadsheets, or Other.

Request your data from your old CRM

Your agency has the right to a copy of its own records from any provider, in a format another system can read. Fondaro prepares the request for you:

1. Request your data export: download the letter, ready to sign, and send it to your provider. Press I sent the letter.
2. While you wait: your provider has up to a month to answer. Get working in Fondaro meanwhile: add your phone number, explore property search and finish your setup.
3. Import your CRM export: when the file arrives, open the spreadsheet importer above.

If a month passes with no answer, the wizard offers a follow-up letter and a complaint draft for the data protection authority. Whether to send them is up to you.

Import directly from Inmobalia

Inmobalia connects directly, so there is no letter and no wait.

1. Connect Inmobalia first: generate a read-only token in Inmobalia and save it on Integrations.
2. Snapshot your Inmobalia account: press Start scan. It runs in the background; you can leave the page.
3. Choose what to migrate: pick the Inmobalia users, dates, contact types and what to bring along (activity history, tasks, calendar events, enquiries, PDF files). Set a Limit for a test run.
4. Match your team: check that each Inmobalia user is matched to the right teammate. Pick Unassigned for people who have left: their contacts arrive with no owner, ready for your team to pick up.
5. Preview your import: match Inmobalia's lead statuses to Fondaro's, contact types to lead types, and, if you like, contact sources and tags. Each lead status can also add tags, so statuses that share a Fondaro status (Lost Lead and Bought Elsewhere both becoming Unqualified, say) keep their reason. Nothing is written yet. Contacts missing a name, email or phone are listed so you can fill them in or skip them; for the rest, choose to skip them all, import them with a placeholder email, or skip only those with no email and no phone.
6. Import. It runs in the background and never imports the same contact twice.

If a contact is already in your CRM with the same email or phone (someone added it by hand, or it came from a portal), the preview says how many and asks what to do: add their history to the existing lead (recommended: the lead keeps its status, owner and tags, and gets the notes, tasks, viewings and files), skip them, or import them as new leads. Undo takes the added history back off and leaves the lead as it was.

The next import starts from the choices your last one used, so importing one person at a time does not mean matching everything again.

Contacts become leads, activity becomes notes, and tasks become tasks on the calendar, each dated as it was in Inmobalia. Undo import removes what the import created; if your team has worked on some of those leads since, it lists them and asks first.

Once contacts are in, the Deals tab turns your Inmobalia sales into deals, with every party and commission share. Match sale stages to deal stages, preview, then import.

Try it in a sandbox first

A sandbox is a private test copy of your agency for a trial Inmobalia import. In the Inmobalia import, press Create sandbox, then Open sandbox. Nothing in a sandbox leaves it: no emails, calls, ads, Ask Fondaro or charges. When the result looks right, run the import in your agency and press Use this mapping to reuse your choices. A sandbox you have not used for 30 days is deleted.

Take a copy of your data

Under Take a copy out, press Export now on Export everything (admins). You get one ZIP with every CRM record your agency holds, as a JSON file and one CSV per kind of record, ready for a spreadsheet or another CRM.

The export runs in the background and Fondaro emails you when it is ready. Download works for seven days, for the admin who asked. You can export once a day. Past exports lists every export, who asked and when.

Delete your data

These cannot be undone, and each asks you to type a confirmation.

• Delete CRM data (admins): removes your leads, deals, tasks, notes, calls, emails and their history, and keeps your agency, team, billing and settings. A full copy is exported first and kept for seven days.
• Delete account (admins, on Settings › Me › Account): closes your agency and everyone's access, and deletes all its data. Your plan is cancelled and any usage not yet billed is invoiced.
• Delete my account (everyone, on Settings › Me › Account): removes your own sign-in and personal data. Your leads and work stay with the agency, unassigned.

Deleting an account or an agency sends a confirmation link by email first; nothing is deleted until you open it and press Permanently delete my account.