There are 17 unique import templates and each template has its own requirements to create and update records in Planhat. You can access the import templates for download in Planhat via the Command Box window (press ALT + S on your keyboard to bring up the Command Box/Option + S for Mac users). Below we have listed all 17 import templates in which we have explained which specific fields for each template are required to create or update records 🤓. We suggest using these to import your data or using them as a guide for a successful import!
General
The import template for any of the data objects listed above might contain up to three key identifiers; if there is no prefix added then those IDs relate to the data record in question.
Id: this key is generated by Planhat once the record is created, it is unique by default. In most cases, you can find it in the UI by looking at the URL (e.g. /profile/id, /people/id, /licenseId=id, etc.)
External Id: this key is usually present in your database to identify that record. In some cases, it might come from another tool. E.g. Company External Id = unique identifier for your customer and related to their instance Id.
Source Id: this key is usually associated with other tools, like a CRM, a billing tool, HR tool, etc. E.g. Enduser Source Id = Salesforce contact Id.
📌 Important to note: any import template with the "Company Id" field can be populated with the company's External Id. To do this you need to prefix the External Id with: "extid-" e.g. if our External Id was "ExternalId123" then we would enter
"extid-ExternalId123" into the "Company Id" field.
Companies
Fields required to create a new company:
Name: the only mandatory field to create a new company is the "Name" field. Simply add the name of the company that you want to import and you're ready to import the file.
Use ANY of these fields to update an existing company:
Id: if you want to update a company, you can use the "Id" field. If you export your company data to Excel via the "Data" module, the "Id" will be in the export. You can also obtain the "Id" by going to the company profile page and then manually extracting it from the URL in your web address bar (see image below).
ExternalId: this field is optional, but typically this will be an Id that you have in your own system which makes it easy to map the company from your own system to Planhat. If you have this field populated in Planhat you can use it to update your company data. To see if there's an "ExternalId" in Planhat, you can check the "Data" module or you can go to the company profile, select the "Data" tab and look for a field called "External Id".
Source Id: use the "Source Id" field to update your company data in Planhat. To view this field in Planhat, you can check the "Data" module or you can go to the company profile, select the "Data" tab and look for a field called "SourceId (CRM)". If you're connected to a CRM in Planhat such as Salesforce or Hubspot and you're syncing new accounts to the CRM then your company will automatically receive a "Source Id" upon creation. Typically this field is used by your CRM to map data between Planhat and the CRM but you can also use it to update your company data via the Excel import.
End-Users
Fields required to create new end-users:
Email: add a valid email address e.g. SarahB@Planhat.com.
Use ANY of these fields to update an existing end-user:
Id: this is your end-user Id. If you go to the "Data" module > "End-User" tab and then export your end-users to Excel you will see a field called "Id", this is your end-user Id. Alternatively, you can go to the end-users profile and extract the "Id" from the URL in your web address bar (see image below).
ExternalId: similar to the company "External Id", this field is optional and typically this will be an Id that you have in your own system which makes it easy to map the end-user from your own system to Planhat. If you have this field populated in Planhat you can use it to update your end-user data. To see if there's an "External Id" in Planhat, you can search for the end-user on the "Data" module or you can go to the end-user profile, select the "Data" tab and look for a field called "External Id".
Source Id: use the "Source Id" field to update your end-users data in Planhat. If your end-users don't have a "Source Id" you can add one by using the Excel import. The "Source Id" field isn't visible in Planhat but if you export your end-user data from the "Data" module > "End-Users" tab the "Source Id" will be in the export. Typically this field is used by your CRM to map data between Planhat and the CRM but you can also use it to update your end-user data via the Excel import.
Note: Including internal employees / team members in an End User import file will make the import show an error. Please ensure only End Users are included.
Team Members
Fields required to create new team members:
Email: enter a valid email address for your team member e.g. Test@Planhat.com.
Nickname: give your team member a nickname, this will be displayed at the top of their user profile.
First Name: enter your team member's first name.
Last Name: enter your team member's last name.
Use ANY of these fields to update an existing team member:
User Id: this is the team member Id. If you go to the "Team" module > "Team List" page and then export your team list to Excel you will see a field called "User Id", this is your team member Id. Alternatively, you can go to the team member's profile and extract the "User Id" from the URL in your web address bar (see image below).
External Id: this field is optional, but typically this will be an Id that you have in your own system which makes it easy to map the team member from your own system to Planhat. If you have this field populated in Planhat you can use it to update the team member. To see if there's an "ExternalId" in Planhat for the team member, go to the team member's profile, click on the "Data" tab and you will see a field called "ExternalId". Alternatively, if you go to "Team" module > "Team List" and select "Actions" in the top right-hand corner, then "Export to Excel", the "ExternalId" if it exists will be in the Excel file.
Licenses
Fields required to create new licenses:
Company Id: use the "Company Id" to create new licenses. If you would like to know how to get the "Company Id", please go to the "Companies" section and refer to the "Id" which is near the top of this article.
Use ANY of these fields to update an existing license:
Id: this is the license "Id" which you can use to update licenses in Planhat. You can get the license "Id" by exporting the license data to Excel from the "Data" module > "Licenses" tab or by clicking on the license record and then extracting the "Id" from the URL in your web address bar (see image below).
External Id: if your license has an "ExternalId" then you can update your license using this Id. You can add an "ExternalId" when importing your license for the first time, or by using the "Id" to update the license. To see if your license has an "ExternalId", open the license in Planhat and there will be a field called "External Id". Alternatively, the "Licenses" Excel export will contain the "ExternalId".
Source Id: use the "Source Id" to update your licenses in Planhat. You can add the "Source Id" manually or it will be generated by the CRM that you're connected to in Planhat e.g. Hubspot and Salesforce. Just like the "External Id", the "Source Id" will be visible when you open the license form and it will be in the "Licenses" Excel export.
NRR
Fields required to import NRR data:
Company Id: use the "Company Id" to add new NRR data. If you would like to know how to get the "Company Id", please go to the "Companies" section and refer to the "Id" which is near the top of this article.
Fields required to update an existing NRR item:
Id: this is the NRR Id which you can use to update your NRR items. To get the "Id" you can go to the "Data" module, then onto the "NRR" tab and export the NRR data to Excel. The Excel export will contain the "Id". Alternatively, on the "NRR" tab you can click on each NRR item and the "Id" will be in the URL in your web address bar (see image below).
External Id: if your NRR item has an "ExternalId" then you can update using this Id. You can check to see if there is an "ExternalId" because it will be on the "Data" module > "NRR" tab and it will be in the NRR Excel export.
Source Id: this field is very similar to the "ExternalId" except this field is typically populated by the CRM Planhat is connected to e.g. Hubspot and Salesforce.
Invoices
Fields required to create new invoices:
Company Id: use the "Company Id" to create new Invoices. If you would like to know how to get the "Company Id", please go to the "Companies" section and refer to the "Id" which is near the top of this article.
Currency: enter the currency your invoice is in e.g. USD, GBP, EUR etc.
Use ANY of these fields to update an existing Invoice:
Id: use the Invoice "Id" to update your Invoices. To get the "Id" you can go to the "Data" module, then onto the "Invoices" tab and export the Invoices to Excel. The Excel export will contain the "Id". Alternatively, on the "Invoices" tab you can click on each Invoice and the "Id" will be in the URL in your web address bar (see image below).
External Id: similar to the other data objects, if your Invoices have an "External Id" then you can use this Id to update your Invoices. You can check to see if there is an "External Id" because it will be on the "Data" module > "Invoices" tab and it will be in the Invoices Excel export.
Source Id: this field is very similar to the "ExternalId" except this field is typically populated by the CRM Planhat is connected to e.g. Hubspot and Salesforce.
NPS
Fields required to import new NPS data:
Company Id: use the "Company Id" to import new NPS data. If you would like to know how to get the "Company Id", please go to the "Companies" section and refer to the "Id" which is near the top of this article.
Email: this needs to be a valid email address from an end-user of the company that you're importing the NPS data to. For example, if you're importing NPS data to the company "Cadbury" then the end-user might be "Joe@Cadbury.com". Alternatively, you can populate the "Email" field with the end-user external Id prefixing the external id with "extid-" e.g. if your end-user external Id was: "Test123" you would need to input: "extid-Test123".
Fields required to update an existing NPS response:
Source Id: if an NPS response has a "Source Id" then you can use this Id to update the NPS response. To find out if the NPS response has a "Source Id" go to the "NPS" module > "Responses" page > on the right-hand side, click on the ellipsis icon and "Export Data". Your NPS responses will be exported to Excel and there will be a field called "Source Id". If you would like to add a "Source Id" to your NPS response then you need to fill in the "Source Id" field when you're importing your NPS response data.
Tasks
Fields required to create new tasks:
Company Id: use the "Company Id" to import new tasks. If you would like to know how to get the "Company Id", please go to the "Companies" section and refer to the "Id" which is near the top of this article.
Fields required to update an existing task:
Id: you can only update tasks by using the Task "Id". There are a couple of ways that you can get the task "Id":
1. Go to the "Actions" module, select the tasks that you would like to update, then click on the ellipsis icon in the top right-hand corner and "Export to Excel".
2. Go to the "Actions" module, click on the task that you want to update and then extract the task "Id" from the URL in your web address bar (see image below). You can also do this by clicking on the task on a company profile.
Notes
Fields required to create new notes:
Company Id: use the "Company Id" to import new notes. If you would like to know how to get the "Company Id", please go to the "Companies" section and refer to the "Id" which is near the top of this article.
Date Updated: enter the note date in this field.
Fields required to update an existing note:
Id: this is the note "Id" and it's the only field that is required to update a note. You can get the note "Id" by exporting the notes to Excel from the Conversations module or by clicking on the note and then extracting it from the URL in your web address bar. It doesn't matter if you click on a note in the "Conversation" module or on a company profile, the same "Id" will be in the URL (see image below).
Opportunities
Fields required to create new sale opportunities:
Company Id: use the "Company Id" to import new opportunities. If you would like to know how to get the "Company Id", please go to the "Companies" section and refer to the "Id" which is near the top of this article.
Fields required to update an existing opportunity:
Id: this is the opportunity "Id" and it's the only field that is required to update an opportunity. You can obtain the opportunity "Id" by exporting the opportunity data to Excel from the "Data" module > "Opportunities" tab or by clicking on the opportunity and then extracting the "Id" from the URL in your web address bar (see image below). You can access your sales opportunities on the "Data" module > "Opportunities" tab or on the company profile if they have an "Active" status (bottom left-hand corner).
Issues
Fields required to create new issues:
Title: give your "Issue" a title.
Fields required to update an existing issue:
_id: this is the issue "Id" and it's the only field that is required to update an issue. You can obtain the issue "Id" by exporting the issue data to Excel from the "Data" module > "Issues" tab or by clicking on the issue and then extracting the "Id" from the URL in your web address bar (see image below). You can access your issues on the "Data" module > "Opportunities" tab or on the company profile if they have an "Active" status (bottom left-hand corner).
Churn
Fields required to create churn events:
Company Id: use the "Company Id" to import new churn items. If you would like to know how to get the "Company Id", please go to the "Companies" section and refer to the "Id" which is near the top of this article.
Fields required to update an existing churn record:
Id: this is the churn "Id" and it's the only field that is required to update a churn record. You can obtain the churn "Id" by exporting the churn data to Excel from the "Data" module > "Churn" tab or by clicking on the Churn record and then extracting the "Id" from the URL in your web address bar (see image below).
Project
Fields required to create new projects:
Company Id: use the "Company Id" to import new projects. If you would like to know how to get the "Company Id", please go to the "Companies" section and refer to the "Id" which is near the top of this article.
Name: a project name is required.
Use ANY of these fields to update an existing project
Id: this is the Project Id which you can use to update your project. To get the "Id" you can go to the "Data" module, then onto the "Project" tab and export the Project data to Excel. The Excel export will contain the "Id". Alternatively, on the "Project" tab you can click on each Project and the "Id" will be in the URL in your web address bar (see image below).
External Id: similar to the other data objects, if your projects have an "External Id" then you can use this Id to update your projects. You can check to see if there is an "External Id" because it will be on the "Data" module > "Projects" tab and it will be in the "Projects" Excel export.
Source Id: use the "Source Id" to update your projects in Planhat. You can add the "Source Id" manually or it will be generated by the CRM that you're connected to in Planhat e.g. Salesforce. Just like the "External Id", the "Source Id" will be visible when you open the Project form and it will be in the "Project" Excel export.
Asset
Fields required to create new assets:
Company Id: use the "Company Id" to import new assets. If you would like to know how to get the "Company Id", please go to the "Companies" section and refer to the "Id" which is near the top of this article.
Name: an asset name is required.
Use ANY of these fields to update an existing asset:
Id: this is the Asset Id that you can use to update your asset. To get the "Id" you can go to the "Data" module, then onto the "Asset" tab and export the Asset data to Excel. The Excel export will contain the "Id". Alternatively, on the "Asset" tab you can click on each Asset and the "Id" will be in the URL in your web address bar (see image below).
External Id: similar to the other data objects, if your assets have an "External Id" then you can use this Id to update your assets. You can check to see if there is an "External Id" because it will be on the "Data" module > "Asset" tab and it will be in the "Assets" Excel export.
Source Id: use the "Source Id" to update your assets in Planhat. You can add the "Source Id" manually or it will be generated by the CRM that you're connected to in Planhat e.g. Salesforce. Just like the "External Id", the "Source Id" will be visible when you open the Asset form and it will be in the "Asset" Excel export.
Campaign
Fields required to create new campaigns:
Company Id: use the "Company Id" to import new campaigns. If you would like to know how to get the "Company Id", please go to the "Companies" section and refer to the "Id" which is near the top of this article.
Name: a campaign name is required.
Use ANY of these fields to update an existing campaign:
Id: this is the Campaign Id that you can use to update your campaign. To get the "Id" you can go to the "Data" module, then onto the "Campaign" tab and export the Campaign data to Excel. The Excel export will contain the "Id". Alternatively, on the "Campaign" tab you can click on each Campaign and the "Id" will be in the URL in your web address bar (see image below).
External Id: similar to the other data objects, if your campaigns have an "External Id" then you can use this Id to update your campaigns. You can check to see if there is an "External Id" because it will be on the "Data" module > "Campaign" tab and it will be in the "Campaign" Excel export.
Source Id: use the "Source Id" to update your campaigns in Planhat. You can add the "Source Id" manually or it will be generated by the CRM that you're connected to in Planhat e.g. Salesforce. Just like the "External Id", the "Source Id" will be visible when you open the Campaign form and it will be in the "Campaign" Excel export.
Workspace
Fields required to create new workspaces:
Company Id: use the "Company Id" to import new workspaces. If you would like to know how to get the "Company Id", please go to the "Companies" section and refer to the "Id" which is near the top of this article.
Name: a workspace name is required.
Use ANY of these fields to update an existing workspace:
Id: this is the Workspace Id that you can use to update your workspace. To get the "Id" you can go to the "Data" module, then onto the "Workspace" tab and export the Workspace data to Excel. The Excel export will contain the "Id". Alternatively, on the "Workspace" tab you can click on each Workspace and the "Id" will be in the URL in your web address bar (see image below).
External Id: similar to the other data objects, if your workspaces have an "External Id" then you can use this Id to update your workspaces. You can check to see if there is an "External Id" because it will be on the "Data" module > "Workspace" tab and it will be in the "Workspace" Excel export.
Source Id: use the "Source Id" to update your workspaces in Planhat. You can add the "Source Id" manually or it will be generated by the CRM that you're connected to in Planhat e.g. Salesforce. Just like the "External Id", the "Source Id" will be visible when you open the Workspace form and it will be in the "Workspace" Excel export.
Objective
Fields required to create new objectives:
Company Id: use the "Company Id" to import new objectives. If you would like to know how to get the "Company Id", please go to the "Companies" section and refer to the "Id" which is near the top of this article.
Name: an objective name is required.
Use ANY of these fields to update an existing objective:
Id: this is the Objective Id that you can use to update your objectives. To get the "Id" you can go to the "Data" module, then onto the "Objective" tab and export the Objective data to Excel. The Excel export will contain the "Id". Alternatively, on the "Objective" tab you can click on each Objective and the "Id" will be in the URL in your web address bar (see image below).
External Id: similar to the other data objects, if your objectives have an "External Id" then you can use this Id to update your objectives. You can check to see if there is an "External Id" because it will be on the "Data" module > "Objective" tab and it will be in the "Objective" Excel export.
Source Id: use the "Source Id" to update your objectives in Planhat. You can add the "Source Id" manually or it will be generated by the CRM that you're connected to in Planhat e.g. Salesforce. Just like the "External Id", the "Source Id" will be visible when you open the Objective form and it will be in the "Objective" Excel export.